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MS Excel

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Introducing Excel

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Worksheets

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Excels main
screen is called a
worksheet.
Each worksheet
is comprised of
many boxes,
called cells.

Organize Information

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You can organize

information by
typing a single
piece of data into
each cell. (see
next slides)

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How to Enter Information

Selecting a Cell
Select a cell
by clicking on
it once (dont
double click).
You can move
from cell to cell
with the arrow
keys or by
pressing the
Enter key.

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Entering Information / The Formula

Bar

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To enter information in
a cell, just start typing.
When you are done
either
Press the Enter Key
Press an arrow key
Click on the check
button (only visible
when entering data
into a cell)

The information in the

selected cell is also
displayed in the
formula bar above
the worksheet.

Double Click to Modify a Cell

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To modify the
contents of a cell
double click on the
cell.
Then use the right,
left arrow keys and
the Insert and Delete
keys to modify the
data.
When you are done:
Press the Enter key
or
Click on the check
box.

Double click to
change hi there to
hello there

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Names of Rows, Columns and

Cells

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11

Column Names (letters) & Row Names

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(numbers)

The columns
of the
worksheet are
named with
letters
The rows are
named with
numbers

Selected
Cell

12

Cell Names (ex. B4)

The name of a cell is a

combination of the Letter Of The
Column that the cell is in
followed by the Number Of The
Row that the cell is in.

Example: the selected cell in the

picture is named B4 (NOT 4B)

Excel automatically shows the the

name of the currently selected
cell in the name box (located
above the worksheet).

The letter must come first (i.e.

B4, NOT 4B) and there may NOT
be any spaces between the letter
and the number.

We will learn later why it is

important to understand how to
name cells.

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Name
Box

Selected
Cell

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Longggggggg Data

13

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Change the Width of a Column or

the Height of a Row

14

15

Make a column wider

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Drag column

separator to the
right

To make Column B
wider, point the cursor to
the column separator
between columns B and
column C.
The cursor changes to a
Double headed arrow.
Now, click the left mouse
button and without letting
go of the button, drag the
separator to the right to
make the column wider
(or to the left to make the column
narrower).

Column is now wider

Getting the Exact Width

To get the exact width,
double click on the
separator instead of
dragging it.

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Double click here

Column is now EXACTLY the correct width

16

Resizing a Row

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Make a
row taller
or shorter
by
dragging
the
separator
between
the rows.
Row is now
taller

Click and
drag here
to resize
row 5.

17

Putting an Enter inside a cell

18

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To add a new line

inside a cell
Double click inside
the cell where you
want the new line.
Press Ctrl-Enter
(i.e. hold down the
Ctrl key and press
Enter while still
holding down Ctrl).
When you are
done editing, press
Enter (without
holding down Ctrl)
to accept the
changes.

Step 1: Originally
Hours Worked is
on one line.

Step 2: Double click

to edit cell and then
press Ctrl-Enter

Step 3: Press Enter

(without Ctrl) to
accept the changes.

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Basic Formatting
(e.g. bold, colors, fonts, etc)

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20

Formatting Cells

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Select one or more cells and then click on any of the formatting buttons
(see below) to change the formatting of the selected cells.
Formatting buttons:
show fewer decimal points (ex.
10.507 is displayed as 10.51)
These change the way
numbers are displayed
in cells. (these dont
affect words).

font
nam
e

font
size

click on
downward
pointing arrows
for other font
names and
sizes

show more decimal points (ex.

10.507 is displayed as 10.5070)

indent within cell

put border around cell(s)

center
left
justify

color of cell
color of
text in cell

right
justify

center & merge

bol
cells
d italics
(will explain later)
underli
ne

remove indent
show with commas (e.g.
12345 becomes 12,345)

show as percent (ex.

0.5 becomes 50%)
show as currency
(ex. 1000.507 becomes $1000.50)

click on
downward
pointing arrows
for other colors
and border
styles

21

Example unformatted
worksheet

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Unformatted worksheet see next slide for

formatting.

Example making cells bold

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Click on cell A1 and drag to cell A3.

Then press the Bold button to make cells A1,A2,A3 bold.
You could also press the font or background color buttons to change
the color or apply any other formatting you like (this is not shown
below).

22

23

Other Ways of Selecting More Than

One Cell

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To select a large range of cells, click on

the upper left cell in the range. Then hold
the shift key and click on the lower right
cell in the range.

24

Selecting entire Rows, entire Columns

or
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all cells on the worksheet.
To select an entire column, click on the letter for
the column header. To select several columns,
click on the header for the first column and drag to
the right.
To select an entire row, click on the number for the
row header. To select several rows, click on the
header for the first row and drag down.
To select all of the cells on the spreadsheet, click
on the upper left hand corner of the spreadsheet
(where the column headers meet the row headers)

Select Entire
Columns/Rows/Worksheet
To select ENTIRE COLUMN B

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To select ENTIRE ROW 2

click on B column header

click on 2 row header

Click

Click
To select ROWS 2,3 and 5,6,7

To select COLUMNS B,C,D

click on B column header and drag to right

drag

Click

To select COLUMNS B,C and F,G,H

Click

click on B column header, drag to right,

then Ctrl-Click on F column header and drag
right

drag

CtrlClick

drag

click on 2 row header, drag down,

then Ctrl-Click on 5 row header and drag down

Click and drag

down
then CtrlClick and
drag down
To select ENTIRE WORKSHEET
click on select worksheet button
(in corner between 1 and A buttons)

Click

26

Example - continued

Step 1: Click
on row header
for row 5

Step 2:
Ctrl-click on
row-header for
row 11

Step 3: Press
Bold button or
type ctrl-b

Note: After
being
bolded,
the word
Employee is
now too wide
for the column,
so make the
column wider
if necessary
(this step is
not shown).

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More Advanced Formatting

27

Format Cells

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Using the formatting buttons only

give you a limited amount of
formatting ability.
For more formatting ability, select
one or more cells and right click
on the selection. Then choose
format cells from the popup
menu.
Choose options from the
Number, Alignment, Font, Border
and Patterns tabs and press OK
to change the way your
information looks on the screen.

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Formulas
The bread and butter of Excel

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30

Excel Formulas

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You must have an equals sign ( = ) as the

first character in a cell that contains a
formula.
The = sign tells excel that the contents of
the cell is a formula
Without the = sign, the formula will not
calculate anything. It will simply display
the text of the formula.

31

Formulas - correct
formula with = sign

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After pressing ENTER

32

Missing = sign
Missing = sign!
Before pressing enter

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After pressing ENTER

(no change - not a function)

33

Types of operations

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You can use any of the following operations in

a formula:
operation symbol example
addition: + =a1+3
subtraction: - =100-b3
multiplication: * =a1*b1
division: / =d1/100
exponentiation ^ =a2^2
negation - =-a2+3
(same symbol as subtraction)

34

Explicit (literal) values and cell

references

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You can use both explicit values and cell

references in a formula
An explicit value is also called a literal value
Formula with only cell references: =a1*b1
Formula with only literal values: =100/27
Formula with both cell references and literal values:
=a1/100

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Errors in Formulas

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36

Common Errors

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The following are some errors that may appear in a spreadsheet (there are
others too).
#######
Cell is too narrow to display the results of the formula. To fix this simply make the
column wider and the real value will be displayed instead of the ###### signs.

#NAME?
You used a cell reference in the formula that is not formed correctly (e.g. =BB+10
instead of =B3+10)

#VALUE!
Usually the result of trying to do math with a textual value. Example: =A1*3 where A1
contains the word hello

#DIV/0!
Trying to divide by zero. Example: =3/A1 where A1 contains 0 (zero)

Circular Reference
Using a formula that contains a reference to the cell that the formula lives in.
Example: putting the formula =A1+1 in cell A1 or putting the formula =SUM(A1:B2) in
any of the cells A1, B1, A2, B2

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Order of Operations

37

38

Complex formulas

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You can use several operations in one function

You can group those operations with parentheses
Examples
=3*2+1
=c1*(a1+b1)
=(100*a2-10)+(200*b3-20)+30
=(3+2*(50/b3+3)/7)*(3+b7)

39

Order of operations

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When using several operations in one formula,

Excel follows the order of operations for math.
first: all parentheses - innermost first
second: exponents (^)
third: all multiplication (*) and division (/). Do
these starting with the leftmost * or /
and work to the right.
fourth: all addition (+) and subtraction (-). Do
these starting with the leftmost + or and work to the right.

40

Please Excuse My Dear Aunt

Sally

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The sentence "Please excuse my dear aunt Sally" is a

popular mneumonic to remember the order of operations:
Menumonic

Meaning

Please

parentheses

Excuse

exponents

My Dear mulitplication and division

(going left to right)
Aunt Sally addition and subtraction
(going left to right)

41

Order of operations
The value of
3+2*5
is
13
NOT 25!

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Order of operations
3 + (100 - 20) / 10 - 6 * 2 / 4 + 9
3 + 80 / 10 - 6 * 2 / 4 + 9
3+ 8 - 6 * 2 / 4 + 9
3 + 8 - 12 / 4 + 9
3+8 - 3 + 9
11 - 3 + 9
8+9

answer:

17

42

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43

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Functions

Introducing Functions

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A function is a named operation that

returns a value
For example, to add the values in the
range A1:A10, you could enter the
following long formula:
=A1+A2+A3+A4+A5+A6+A7+A8+A9+A10
Or, you could use the SUM function to
accomplish the same thing:
=SUM(A1:A10)
New Perspectives on Microsoft
44
Office 2007: Windows XP

Entering a Function

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45

Entering Functions with AutoSum

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The AutoSum button quickly inserts Excel

functions that summarize all the values in
a column or row using a single statistic
Sum of the values in the column or row
Average value in the column or row
Total count of numeric values in the column or
row
Minimum value in the column or row
Maximum value in the column or row
New Perspectives on Microsoft
46
Office 2007: Windows XP

Entering Functions with AutoSum

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47

Grade Book worksheet

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File 1-Excel Training Part 1

48

Common Basic Functions

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= SUM(number1, number2, )

Calculates the sum of a list of values

=AVERAGE(number1, number2,
)

Calculates the average value of a list of

values

=MIN(number1, number2, )

Calculates the minimum value in a list of

values

=MAX(number1,number2,)

Calculates the maximum value in a list of

values

=COUNT(number1,number2,)

Determines the number of values in a list

(Ignores cells that contain text)

=COUNTA(number,number2,)

Does not ignore cells that contain text

=STDEV(number,number2,)

Returns the standard deviation a list of

values

Where number1, number2 are 1 to 30 numeric arguments.

Arguments can either be numbers, ranged names or ranges
of cell references which contain numbers.
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SUM function

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(sums a range of values)

Write an Excel formula in cell Gradebook!H3, to calculate

the total points earned for the student Teri Brown. Copy the
formula so it calculates the total points earned for each
student in the list.

50

Keeping Cell references the same when

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copying formulas
Write an Excel formula in cell Gradebook!I3, to calculate
the percentage grade for the student Teri Brown. Copy the
formula so it calculates the percentage grade for each
student in the list.

51

Max function

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(returns the maximum value
in a Business
range) School

Write an Excel formula in cell Gradebook!D9 to calculate the

highest score received on Lab1. Copy the formula so it
calculates the highest score received on each Lab, Midterm,
Final, etc.

What about the green triangles?

Excel tries to be smart and tell you that you might have an error in your
formula. How do you fix this? First check, do you have an error in the formula.
If not, just ignore the error.

52

Min function

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(returns the minimum value
in a Business
range) School

Write an Excel formula in cell Gradebook!D10 to calculate

the lowest score received on Lab1. Copy the formula so it
calculates the lowest score received on each Lab, Midterm,
Final, etc.

53

Count function

(returns the number of items in a range)

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Write an Excel formula in cell Gradebook!D11 to calculate the number of scores

recorded for Lab 1. Copy the formula so it calculates the number of scores recorded on
each Lab, Midterm, Final, etc.

What happens if you delete the Lab 1 score for Teri

Brown?

54

Average function

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Business School
(averages a range
of values)

Write an Excel formula in cell Gradebook!D12 to

calculate the average score for Lab 1. Copy the formula
so it calculates the average score for each Lab, Midterm,
Final, etc.

55

Format cells in D12:H12 to display numbers as two decimal places

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Highlight cells
D12:H12 to select them

Click the increase decimal

button two times

Now the cells display with 2 decimal places

56

The Round Function changes the precise value

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of a number, not just its display

Syntax: =Round (number, num_digits)

Num_digits: Specified number of decimal Places
Value Rounding

57

Round to the nearest whole number

Round to the nearest tenth (0.1, 0.2, ..)

-1

Round to the nearest ten (10, 20, )

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The COUNTIF Function counts the number of

items in a range that meet a specific criteria.
=COUNTIF (range, criteria)
Range
One or more cells to count, including numbers or names,
arrays, or cell references that contain numbers.

criteria

A number, expression, cell reference, or text string that

defines which cells will be counted. For example, criteria
can be expressed as 32, ">32", B4, or "apples".

NOTE: The comma in the parentheses separates the arguments, so you can
only use commas between arguments..
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Countif function Example--Using text as a criteria

(counts the number of items in a range that meet a specific
criteria)

Write an Excel formula in cell Gradebook!F13 to

determine the number of honor students in this class.

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Countif function Example--Using a cell reference as criteria

(counts the number of items in a range that meet a specific
criteria)

Write an Excel formula in cell Gradebook!F13 to

determine the number of honor students in this class.

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Countif function Example--Using a cell reference as criteria

(counts the number of items in a range that meet a specific

criteria)

Write an Excel formula in cell Gradebook!F16 to determine

the number of students in the class who scored greater than
80%.

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SUMIF
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(Sums the values in a range that meet a specific criteria)

SUMIF(range, criteria, sum-range)

Range
The range of cells that you want evaluated by criteria. Cells in
each range must be numbers or names, or references that
contain numbers.

criteria
The criteria in the form of a number, expression, a cell reference, or text that
defines which cells will be added. For example, criteria can be expressed as 32,
">32", B5, 32, "32", or "apples"

sum_range
The actual cells to add, if you want to add cells other than those specified in the
range argument.

62

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Sumif function Example--Using text as a criteria

(sums the values in a range that meet a specific criteria)

Write an Excel formula in cell Gradebook!F14 to calculate

the total number of points earned by Honor students for
this assignment/exam .

63

Sumif function Example--Using a cell reference as a criteria

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(sums the values in a range that meet a specific criteria)

Write an Excel formula in cell Gradebook!F14 to calculate

the total number of points earned by Honor students for
this assignment/exam .

64

Averageif function

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(averages the values in a range that meet a specific

criteria)
Write an Excel formula in cell Gradeook!F15 to calculate the average number of points
earned by Honor students for this assignment/exam .

65

Rank

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Returns the rank of a number in a list of numbers. The rank of a number is its
size relative to other values in a list. (If you were to sort the list, the rank of the
number would be its position.)

=RANK(Number,Ref,Order)
Number
The number whose rank you want to find

Ref
The list of numbers

Order
Specifies the sort order
0 or left blankDescending order
Positive numberAscending order

66

Rank function

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(Returns the rank of a number in a list of numbers.)

Write an Excel formula in cell Gradeook!J3 to calculate the rank of each student. Rank
the list in descending order

67

Using an IF Function

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We want to make a visual alert for anytime

our instrument readings exceed a certain
threshold.
Lets start with 100 being the danger
level

68

Making Our Comparison

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Type the following :

[B17] 100
[C2] =IF(B2>=B17,"Yes","No")

69

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Using Multiple Worksheets in a Workbook

File 2 - Excel Training Part 1

70

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71

Point and Click to create Formulas

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72

Creating Multiple Worksheets

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1. Click to add a new

worksheet

3. Click Rename

2. Right click on the new

tab

73

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Name the new worksheet, Winter.

Create new worksheets named, Spring, and Summary

74

Ranges

75

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A rectangular box of cells is called a range.

The name of a range is
the name of the upper left cell of the range
Followed by a colon :
Followed by the lower right cell of the range

Example: A1:B2 is shorthand for A1,A2,B1,B2

See next slide for more examples

A1:B2

76

Other functions

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Click the function button to see the

available functions:
Function buton
brings up the
function dialog box
(see next slide)

Warning: this slide was created using

Excel 2000. The dialog box in later
versions of Excel looks a little different,
but it has the same functionality.

box
categories

77

Function dialog

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Functions for the selected category

(i.e. groups of functions)

Description
of currently
selected
function

78

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Combining Functions and other

values in a single formula

79

Functions and other values

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You can combine functions, cell

references and literal values to make a
complex Excel formula
Examples
=3 + b23 * SUM(d20:g20)
=SUM(a1,100) * AVERAGE(d10:j10)
=100 / ( AVERAGE(b2,c2,d30) + AVERAGE(f1:f20) )

80

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Other Types of Cell References

References to entire ROWs
References to entire COLUMNs
References to cells or ranges on other worksheets (i.e. tabs)

81

References to cells on other

worksheets

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Cell on another sheet: sheetName!cellReference

Range on another sheet: sheetName!range

If a sheet name has a space in it, you must

surround the sheet name with apostrophes (i.e.
single quotes)
Examples
sheet2!a1
sheet2!b4:c8
'2002 Forecasts'!f3:f10

82

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Absolute and Relative

Cell References

83

Absolute and Relative Cell

References

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By default, when you copy a formula that contains

a cell reference, excel will automatically adjust the
cell reference.
You can stop Excel from automatically adjusting
the cell reference by using one or more dollar
signs ($) in the cell reference. These are called
absolute cell references.
A cell reference without a dollar sign is a relative
cell reference.

84

Examples

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The following all refer to the same cell

d9
$d$9
$d9
d$9

The only difference between these cell

references relates to what happens when
you copy a formula that contains the cell
reference.

85

Relative Cell Reference

d9

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This is a "relative cell reference".

Changing the column: If I copy this cell reference to

another cell:
the "d" will increment one letter for every cell that I move
over to the right.
The "d" will decrement one letter for every cell that I move
over to the left

Changing the row: If I copy this cell reference to

another cell:
the "9" will increment by one for every cell that I move
down.
The "9" will decrement by one for every cell that I move up

86

Absolute cell reference

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$d$9
This is an absolute cell
reference.
If I copy a formula with this cell reference, the
cell reference will NOT change AT ALL.

87

Mixed References
$d9

and

d$9

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These are "Mixed" cell

references:

$d9
The "d" will stay the same when you copy the
cell, but the "9" will change.

d$9
The "d" will change when you copy the cell,
but the "9" will stay the same.

88

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Data Types

89

Data
Types
Numeric

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values: any number

operators: + *
/
^
%
sample functions: sum( ), average( ), max( ), min( ) etc.

Text (AKA Character or String)

values: Any group of letters or numbers or special characters.
Prefix value in cell with an apostrophe ( ' ) to force a text value
operators: & (concatenation)
sample functions: right( ), left(), mid(), lower(), upper(), len(), etc

Dates
values: dates and times
operators: N/A
sample functions:
now( ), today( ), hour(), minute(), etc.

Logical (AKA boolean)

values: true false
Operators: < > = <> <= >=
sample functions: if( ), and( ), or( ), not( ), isblank()

90

Data Types for Values in Cells

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By default:
a cell that contains a number is treated as
numeric data
a cell that contains a date is treated as date
data (we'll see more about this later)
a cell that contains data which is
not numeric and not a date is treated as "text"

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Text Data

91

92

Text / String / Character

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The following three terms all used to refer to

"text" data. All three terms mean the same thing.
text data
string data
character data

This presentation will generally use the term

"text data" but you should be familiar with the
terms "string data" and "character data"

93

Text data

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Text data is used to store general purpose

text (e.g. names, places, descriptions, etc)
You can't do "math" with text values
(obviously)

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Text Functions

94

95

Text Functions

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Many functions are used to manipulate

text values.
The following are only some of them
right( )
left( )
mid( )
concatenate( )
lower( )
upper( )
len( )

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RIGHT, LEFT and MID

functions

96

97

RIGHT function

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The RIGHT function is used to isolate a

specific number of characters from the
right hand side of a text value.
(example on next slide)

98

RIGHT ( <text>,
<numCharacters>)
Formula
View

Values View

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99

RIGHT numCharacters is optional

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The <numCharacters> parameter in the

RIGHT function is optional. If you dont
specify it the default is 1 (one).
Formula View

Values View

These produce the

same results.

100

LEFT

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The LEFT function is the same as the

RIGHT function, but it returns characters
from the LEFT side of the value.

101

MID ( <text>, <startPosition> ,

<numCharacters>)

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MID is used to get values from the middle of

some text.
MID takes 3 parameters:
The original text
The position to start taking the new value from
The number of characters to take for the new value

Example on next slide

102

Example: MID ( <text>, <startPosition>

,
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<numCharacters>)
This example extracts the second through
the fourth characters from the original text
Formula
View
value:

Values View

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Concatenation
( & ) and
CONCATENATE function

103

104

Concatenation (&)

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Use & to combine (or concatenate) two different text values

Formula View

Values View
Notice that there is no
space between the two
values

105

Concatenate many values

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You may concatenate many values

together

Formula View

Values View

106

Concatenation with "literal"

values

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You can also concatenate "literal" values.

You must include the literal values inside quotes
For example to display spaces in the "full name"
in the previous example you could use the
following formula. Each space that you want to
display must be included in quotes.
=A2&" "&B2&" "&C2
(Don't forget any of the &'s )

See next slide ...

107

Concatenating spaces Example

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You can concatenate spaces into a

Formula
View
formula

Values View

values
contain
spaces

108

LEFT( ) with & in same formula

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You can combine the results of different

function calls with concatenation.
Formula View

Values View

109

Putting it all together

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In this example we concatenate periods into

the initials.
Formula View

Values View
The initials now contain
periods

110

CONCATENATE Function

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You can use the CONCATENATE function

instead of the ampersand (&).
The following formulas are equivalent:
=A1&B1&C1
=CONCATENATE(A1,B1,C1)
The CONCATENATE function can take as
many parameters as you like.

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More Text Functions:

LOWER
UPPER
LEN
111

112

LOWER ( <textValue> )
UPPER ( <textValue> )

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LOWER converts text to lower case.

UPPER converts text to upper case.
Example:
Formula View

Values View

113

LEN ( <textValue> )

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LEN returns a numeric value equal to the

number of character in a text value (i.e.
the length of the text value).
Spaces ARE included in the length.
Example
Formula View

Values View

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Dates and Times

114

115

How Excel Stores Dates

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Dates are stored in Excel as the number of days since Dec

31, 1899 for that date. (ex. Jan 1, 1900 is stored as the
number 1).
To see this, type a date in a cell and then press Ctrl-` to see
the formulas view.
Example
Values View

Formulas View

Dates become
numbers in
formulas
view

116

Times and Dates in the same

Cell

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A cell can contain both a date and a time.

The value of both the date and the time is stored internally as a single decimal number.

The whole number portion represents the DATE and is the number of days since Dec. 31,
1899

The decimal part represents the TIME and is the fraction of the day that has elapsed.

Examples:
Jan 1, 1900 at 12AM is 1.0 (i.e. 1 day since Dec 31, 1899 and 0 percent of the day elapsed so far)
Jan 1, 1900 at 12PM is 1.5 (i.e. 0.5 of the day elapsed)
Jan 2, 1900 at 12PM is 2.5 (i.e. 2 days since Dec. 31, 1899)
Feb 1, 1900 at 1:05 PM is 32.5451388888889 (i.e. 32 days since Dec 31, 1899 and
0.5451388888889 of the day elapsed by 1:05 PM. This makes sense as it is a little past noon so a
little more than half of the day elapsed.

117

Times and Dates - Example

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Values View

Formulas View

118

Date Arithmetic

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You can do arithmetic with dates.

Add and subtract days by adding and subtracting whole
numbers.
Add and subtract times by adding and subtracting
fractional values.
Examples
=A1+7

(one week after the date in A1)

=A1-5*7 (5 weeks before the date in A1)

=A1- (1/24) (one hour before the time specified in A1)
=A1+ (3/24) (three hours after the time specified in A1)
=A1+2.5 (two and a half days after the time specified in A1)
=A1-A2+1

(the # of days between the date in A1 and the date in A2)

Formatting cells with Dates and

Times

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Right click on the cell and

choose Format Cells
From the Category list in
the Number tab either
Choose Date, Time or
Custom and choose an
appropriate looking format
OR
If you choose General or
Number, the internal number
for the Date/Time will be
displayed in the spreadsheet
even in the values view.

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Logical (AKA boolean) values

120

121

TRUE and FALSE

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A logical value can be one of only two

values
TRUE
or
FALSE

122

TRUE
The following statements are TRUE:
Fish live in water.
Deer live on land.

The following statements are also TRUE:

3 is greater than 2
2 is less than 3
2 is less than or equal to 3
2 is less than or equal to 2
3 is greater than or equal to 2
3 is greater than or equal to 3
2 is equal to 2

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123

FALSE

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The following statements are FALSE:

Fish live on land.
Deer live in water.

The following statements are also FALSE:

2 is greater than 3
3 is less than 2
3 is less than or equal to 2
2 is greater than or equal to 3
2 is equal to 3

124

Logical operators

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In Excel the following "operators" are used

Operator Meaning
>
greater than
<
less than
>= greater than or equal to
<= less than or equal to
=
equal to
<> not equal to

Examples
3>2
3<2

true
false

125

Logical Formulas
Formula View

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Values View

126

Same formulas, different values

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Formula View

Values View

127

IF Function

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128

Parameters for IF function

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129

IF function
Formula View

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Values View

130

IF with a numeric result

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131

IF with a numerical result

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Formula View

Values View

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Other Logical Functions:

ISBLANK

132

ISBLANK( <value> )

133

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ISBLANK returns TRUE if the value is blank

Total will be
and false otherwise. (see example below)
wrong if

Formula View

Values View

Total will be correct even if quantity is

blank (quantity is assumed to be 1 in
that case)

blank value

quantity is
blank (since a
blank is
normally
treated as
zero)

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APPENDICIES

134

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Using the mouse to create

formulas.

135

136

Click to choose cell references

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Once you type the equal sign (=) you can click
with your mouse to enter cell references into a
formula.

Now you can click with your mouse to

enter cell references.

Example on following slides

137

Example: click to get cell reference

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Type a number in cell A1

Type a plus sign (+) sign

and the dashed line around
cell A1 disappears.

type an equal sign (=) in B1

You can continue to fill out
the rest of the formula now:

Click on cell A1. You will

see a dashed line around
cell A1 and the text A1
(without the quotes) will be
entered into the formula in
B1. The dashed line

Press ENTER to get the

result:

138

Example: changing the cell

Click cell B1. The dashed line moves
Type numbers in cells A1 and
reference
to cell B1 and the text in cell C1
B1
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changes to B1. You can keep clicking

on different cells until you click on the
right one.

Type an equal sign (=) in C1

Click on cell A1. You will see a

dashed line around cell A1
and the text A1 (without the
quotes) will be entered into
the formula in C1. The dashed
line indicates that this is the
cell reference being entered.

Type a plus sign (+) sign. The dashed

line around cell B1 disappears.

If you click on another cell now, a new

cell reference will be entered.

You can continue to fill out the rest of

the formula now

139

Use mouse to enter other types

of cell references.

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Cell ranges:
Click and drag on a cell to enter a cell range
reference

Cells on a different worksheet

Click on a cell on another worksheet to enter
a reference from a different worksheet.
Be sure to type the next symbol in the formula
(e.g. a plus sign (+) , a comma (,) , etc before
you click on the original tab. If you dont then
the formula will be incorrect (try it).

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FORMATTING A CELL AS
TEXT

140

Numbers with leading zeros

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Sometimes you desire to have to have zeroes displayed at the beginning of a

number.
For example, US social security numbers are made up of 9 digits. The first few digits
may be zeroes.
This causes in a problem in Excel. When you type in a number with leading zeroes
into a cell, Excel removes the leading zeroes when you press Enter.
EXAMPLE:
If you type the following into a cell (before you press Enter)

When you press Enter you get this:

Leading
zeroes
are
missing

See next slides for how to fix this

141

142

Formatting a cell to display as

text

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To fix this problem you can format the cell to

display as text instead of as a number.
The value will still be able to be used in
calculations but it will be displayed on the screen
using the rules for text values instead of the rules
to display numbers
One of the rules Excel uses to displaying numbers
is to remove leading zeroes.
However, if a number displayed as "text" data then
Excel WILL display leading zeros.
See next slide for instructions on how to do this

143

Opening the "Format cells"

dialog box

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Select the cell or cells that you want to format as text.

Right click on the selected cell(s) and choose the
following from the popup menu
format cells
or click on a cell and choose the following menu
choice
format | cells
Then you will see the "Format Cells" dialog box.
(See the next slide ...)

"Format Cells" dialog box

Choose
"Text"
from
the
"Numb
er" tab
and
press
the OK
button.

144

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145

Not a Perfect Solution

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When you format the cell as text it will

display the leading zeroes (you must type
them in again).
However, Excel will warn you that a
number is formatted as text. (see next
slide)

146

Result of Formatting a Number

as Text
Excel indicates this issue

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with a
green triangle in the upper
left hand corner of the cell:

If you select the cell you

can see the error
message.
You can have Excel to
ignore this type of error
by choosing the Tools |
Options menu choice and
unchecking the Number
stored as text option from
the Error Checking tab.
(this solution is not shown
on this slide)

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Another Option using an

Apostrophe ()

147

148

Force a Cell to Display as Text by

Using an Apostrophe (')

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Another way to display leading zeroes in a number is

to type an apostrophe as the first character in the cell.
When you press Enter, the apostrophe is NOT
displayed in the cell (it is displayed in the formula
bar).
The apostrophe tells Excel that the contents of the
cell should be treated as text.
The apostrophe is similar to the = sign.
The = sign tells Excel that the cell contains a formula.
The apostrophe () tells Excel that the cell contains a text
value.

149

Results of Using an Apostrophe

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Type an apostrophe
followed by the SSN.
Before pressing Enter
you can see the
apostrophe.
After pressing Enter you
cant see the
apostrophe anymore
and leading zeroes
remain.

However, Excel will

warn you that a number
is formatted as text via
the green triangle. (see
earlier slides)

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Ignoring numbers in
calculations

150

151

Ignoring numbers in calculations

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Typing an apostrophe () as the first

character in a cell with a number has the
additional effect of causing the number to
be ignored in calculations.
NOTE: This does not happen when you
format the cell that contains a number to
display as text.

152

Ignoring numbers in
calculations.

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By default, all numbers are included in numeric

calculations.
However, you can force a cell that contains a
number to be treated as text and not be included
in calculations with numeric functions (ex. SUM,
AVERAGE, etc.) by placing

an
apostrophe as the first character
in the cell

153

Example
Formula to
add up all
numbers in
column D

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formula view (press Cntrl-`)

(Same
Spreadsheet)

The Year is
incorrectly
included in
the sum.

values view (press Cntrl-`)

154

Example - continued
To fix the problem you can add
an apostrophe (') before the data
for the year (no space necessary
after the apostrophe).

This will force

the number to
be treated as
text (see next
slide).

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NOTE: When you stop editing

the cell, the apostrophe will
NOT be visible in the
spreadsheet. However, it will
be visible in the formula bar.

155

Example - finished

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The number for the year is

now treated as text and is
not included in the sum.

The apostrophe in not visible in

the spreadsheet (unless you're
editing the cell).

The apostrophe IS
visible in the formula
bar.

Navigating a Worksheet

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Excel provides several ways to navigate a

worksheet

156

Planning a Workbook

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Before you begin to enter data into a

workbook, you should develop a plan
Planning analysis sheet

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Entering Text, Numbers, and Dates

in Cells

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The formula bar displays the content of

the active cell
Text data is a combination of letters,
numbers, and some symbols
Number data is any numerical value that
can be used in a mathematical calculation
Date and time data are commonly
recognized formats for date and time
values
158

Entering Multiple Lines of Text

Within a Cell

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Click the cell in which you want to enter

the text
Type the first line of text
For each additional line of text, press the
Alt+Enter keys (that is, hold down the Alt
key as you press the Enter key), and then
type the text

159

Inserting a Column or Row

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Select the column(s) or row(s) where you

want to insert the new column(s) or row(s);
Excel will insert the same number of
columns or rows as you select
In the Cells group on the Home tab, click
the Insert button (or right-click a column or
row heading or selected column and row
headings, and then click Insert on the
shortcut menu)
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Inserting a Column or Row

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Deleting and Clearing a Row or

Column

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Clearing data from a worksheet removes

the data but leaves the blank cells
Deleting data from the worksheet
removes both the data and the cells

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Working with Cells and Cell

Ranges

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A group of cells is called a cell range or

range

163

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To select all the cells in a worksheet:

Click the Select All button located at the intersection of
the row and column headings (or press the Ctrl+A keys)

164

Selecting Cell Ranges

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165

Moving or Copying a Cell or Range

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Select the cell or range you want to move or copy

In the Clipboard group on the Home tab, click the Cut
button or the Copy button (or right-click the selection,
and then click Cut or Copy on the shortcut menu)
Select the cell or upper-left cell of the range where you
want to move or copy the content
In the Clipboard group, click the Paste button (or rightclick the selection, and then click Paste on the shortcut
menu)

166

Select and move worksheet

cells

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To select a large area of cells, select the first cell in the

range, press and hold the Shift key, and then click the
last cell in the range.
Once you have selected a range of cells, you may move
the cells within the worksheet by clicking and dragging
the selection from its current location to its new one.

167

Range selection techniques

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168

Entering a Formula

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A formula is an expression that returns a value

A formula is written using operators that
combine different values, returning a single
value that is then displayed in the cell
The most commonly used operators are arithmetic
operators

The order of precedence is a set of

predefined rules used to determine the
sequence in which operators are applied in a
calculation
169

Entering a Formula

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Entering a Formula

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171

Entering a Formula

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Click the cell in which you want the

formula results to appear
Type = and an expression that calculates
a value using cell references and
arithmetic operators
Press the Enter key or press the Tab key
to complete the formula

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Entering a Formula

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173

Relative & Absolute References

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We need an Absolute Reference to

lock things to cell B17
The $ locks the Column, Row, or
Both
$B$17 is Full Absolute
When copying, neither Column nor Row
references may change
174

Copying and Pasting Formulas

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With formulas, however, Excel adjusts the

formulas cell references to reflect the new
location of the formula in the worksheet

175

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A formula is an expression that returns a

value
A formula is written using operators that
combine different values, returning a
single value that is then displayed in the
cell

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=IF(OR(ISBLANK(B4),ISBLANK(D4),B4=0,D4=0),0,D4
/B4)

177

Inserting and Deleting a Worksheet

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To insert a new worksheet into the workbook,

right-click a sheet tab, click Insert on the
shortcut menu, select a sheet type, and then
click the OK button
You can delete a worksheet from a workbook in
two ways:
You can right-click the sheet tab of the worksheet
you want to delete, and then click Delete on the
shortcut menu
You can also click the Delete button arrow in the
Cells group on the Home tab, and then click
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178
Delete Sheet
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Renaming a Worksheet

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To rename a worksheet, you double-click

the sheet tab to select the sheet name,
type a new name for the sheet, and then
press the Enter key
Sheet names cannot exceed 31
characters in length, including blank
spaces
The width of the sheet tab adjusts to the
length of the name you enter
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Moving and Copying a Worksheet

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You can change the placement of the

worksheets in a workbook
To reposition a worksheet, you click and
drag the sheet tab to a new location
relative to other worksheets in the
workbook
To copy a worksheet, just press the Ctrl
key as you drag and drop the sheet tab
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Office 2007: Windows XP

Editing Your Work

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To edit the cell contents, you can work in

editing mode
You can enter editing mode in several
ways:
double-clicking the cell
selecting the cell and pressing the F2 key
selecting the cell and clicking anywhere within
the formula bar
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Editing Your Work

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Using Find and Replace

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You can use the Find command to locate

numbers and text in the workbook and the
Replace command to overwrite them

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Using the Spelling Checker

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The spelling checker verifies the words

in the active worksheet against the
programs dictionary

184

Changing Worksheet Views

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You can view a worksheet in three ways:

Normal view simply shows the contents of
the worksheet
Page Layout view shows how the worksheet
will appear on the page or pages sent to the
printer
Page Break Preview displays the location of
the different page breaks within the worksheet

New Perspectives on Microsoft

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Changing Worksheet Views

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Changing Worksheet Views

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187

Working with Portrait

and Landscape Orientation

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In portrait orientation, the page is taller

than it is wide
In landscape orientation, the page is
wider than it is tall
By default, Excel displays pages in portrait
orientation

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Office 2007: Windows XP

Working with Portrait

and Landscape Orientation

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To change the page orientation:

Click the Page Layout tab on the Ribbon
In the Page Setup group, click the
Orientation button, and then click
Landscape
The page orientation switches to landscape

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Printing the Workbook

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You can print the contents of your workbook by

using the Print command on the Office Button
The Print command provides three options:
You can open the Print dialog box from which you
can specify the printer settings, including which
printer to use, which worksheets to include in the
printout, and the number of copies to print
You can perform a Quick Print using the print
options currently set in the Print dialog box
Finally, you can preview the workbook before you
send it to the printer
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Viewing and Printing Worksheet

Formulas

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You can view the formulas in a workbook

by switching to formula view, a view of
the workbook contents that displays
formulas instead of the resulting values
To change the worksheet to formula view,
press the Ctrl+` keys
Scaling a printout reduces the width and
the height of the printout to fit the number
of pages you specify by shrinking the text
size as needed

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Viewing and Printing Worksheet

Formulas

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Viewing and Printing Worksheet

Formulas

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Office 2007: Windows XP

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FORMATTING CELLS
There are various different options that can be
changed to format the spreadsheets cells differently.
When changing the format within cells you must
select the cells that you wish to format.
To get to the Format Cells dialog box select the
cells you wish to change then go to Home Tab >
Format > Format Cells. A box will appear on the
screen with six different tab options Explanations of
the basic options in the format dialog box are bulleted
below.

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Number: Allows you to change the measurement in

which your data is used. (If your data is concerned
with money the number that you would use is currency)
Alignment: This allows you to change the horizontal
and vertical alignment of your text within each cell.
You can also change the orientation of the text within the
cells and the control of the text within the cells as well.
Font: Gives the option to change the size, style,
color, and effects.
Border: Gives the option to change the design of the
border around or through the cells.

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Number: Allows you to change the measurement in

which your data is used. (If your data is concerned
with money the number that you would use is currency)
Alignment: This allows you to change the horizontal
and vertical alignment of your text within each cell.
You can also change the orientation of the text within the
cellsand the control of the text within the cells as well.
Font: Gives the option to change the size, style,
color, and effects.
Border: Gives the option to change the design of the
border around or through the cells.

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WORKING WITH CHARTS

Charts are an important part to being able to
create a visual for spreadsheet data. In order to
create a chart within Excel the data that is going
to be used for it needs to be entered already into
the spreadsheet document. Once the data is
entered, the cells that are going to be used for the
chart need to be highlighted so that the software
knows what to include. Next, click on the Insert
Tab that is located at the top of the screen.

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You may choose the chart that is desired by clicking the

category of the chart you will use. Once the category is
chosen the charts will appear as small graphics within a drop
down menu. To choose a particular chart just click on its icon
and it will be placed within the spreadsheet you are working
on. To move the chart to a page of its own, select the border of
the chart and Right Click. This will bring up a drop down
menu, navigate to the option that says Move Chart. This will
bring up a dialog box that says Chart Location. From here
you will need to select the circle next to As A New Sheet
and name the sheet that will hold your chart. The chart
will pop up larger in a separate sheet, but in the same
workbook as your entered data.

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CHART DESIGN
There are various different features that you
can change to make your chart more appealing.
To be able to make these changes you will
need to have the chart selected or be viewing
the chart page that is within your workbook.
Once you have done that the Design Tab will
appear highlighted with various different
options to format your graphic

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CHART OPTIONS:
Titles: To add titles to a chart of graphic you have to click on the Insert
Tab. Once you have done this, click on the Text Box Icon. This will insert a
text box that you can type the title and place anywhere you wish on the
chart.
Change Chart Type: You can change your chart easily by selecting this
icon and navigating to a more desirable chart. This feature is very
convenient for someone who chose the wrong chart and doesnt wish to
reselect all their data and go through the process a second time.
Format Chart Area: This allows for changes to be made to the chards
border, style, fill, shadows, and more. To get this option you will need to
right click on the charts border and navigate to the Format Chart Area
option. Once this is clicked a dialog box will appear.

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PICTURES
To insert Pictures:
Go to the Insert Tab> Picture, a dialog
box will appear and then you can select
the desired picture from the location that is
it stored (Figure 15). The picture will be
inserted directly onto your document, where
you can change the size of it as desired.

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Inserting Clipart:
To insert Clip Art you will need to go to
the Insert Tab > Clip Art. A navigation
pane will appear on the left hand side of
the screen where you can search for
words that pertain to the picture you are
looking for.

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Amity Business School

CREATING FUNCTIONS
When creating a function in Excel you must first have the data that
you wish to perform the function with selected. Select the cell that
you wish for the calculation to be entered in (i.e.: if I want to know
the sum of B1:B5 I will highlight cell B6 for my sum to be entered
into)
Choosing calculation cell
Once you have done this you will need to select the Formulas
Tab located at the top of the screen. A list of Most Recently
Used, Financial, Logical, Text, Date and Time, Math and Trig
formulas will appear. To choose one of the formulas click the
icon that holds the formula you are looking for. Once you have
clicked your formula this will display a dialog box on your screen.

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Using Relative References

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Using Absolute References

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Office Excel 2007

Using Mixed References

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Office Excel 2007

Entering Relative, Absolute, and

Mixed References

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To enter a relative reference, type the cell reference as it

appears in the worksheet. For example, enter B2 for cell
B2
To enter an absolute reference, type $ (a dollar sign)
before both the row and column references. For
example, enter $B$2
To enter a mixed reference, type $ before either the row
or column reference. For example, enter $B2 or B$2
or
Select the cell reference you want to change
Press the F4 key to cycle the reference from relative to
absolute to mixed and then back to relative
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Understanding Function Syntax

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Every function has to follow a set of rules,

or syntax, which specifies how the
function should be written
Arguments

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Understanding Function Syntax

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New Perspectives on Microsoft

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Office Excel 2007

Inserting a Function

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Click the Formulas tab on the Ribbon

To insert a function from a specific category,
click the appropriate category button in the
Function Library group. To search for a function,
click the Insert Function button in the Function
Library group, enter a description of the function,
and then click the Go button
Select the appropriate function from the list of
functions
Enter the argument values in the Function
Arguments dialog box, and then click the OK

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Inserting a Function

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Inserting a Function

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Typing a Function

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As you begin to type a function name

within a formula, a list of functions that
begin with the letters you typed appears

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Working with AutoFill

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AutoFill copies content and formats from a cell or range

into an adjacent cell or range
Select the cell or range that contains the formula or
formulas you want to copy
Drag the fill handle in the direction you want to copy the
formula(s) and then release the mouse button
To copy only the formats or only the formulas, click the
AutoFill Options button and select the appropriate option
or
Select the cell or range that contains the formula or
formulas you want to copy
In the Editing group on the Home tab, click the Fill button
Select the appropriate fill direction and fill type (or click
Series, enter the desired fill series options, and then click
the OK button)
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Working with AutoFill

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Using the AutoFill Options Button

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By default, AutoFill copies both the

formulas and the formats of the original
range to the selected range
You can specify what is copied by using
the AutoFill Options button that appears
after you release the mouse button

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Filling a Series

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AutoFill can also be used to create a

series of numbers, dates, or text based on
a pattern

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Filling a Series

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Creating a Series with AutoFill

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Enter the first few values of the series into a range

Select the range, and then drag the fill handle of the
selected range over the cells you want to fill
or
Enter the first few values of the series into a range
Select the entire range into which you want to extend
the series
In the Editing group on the Home tab, click the Fill
button, and then click Down, Right, Up, Left, Series, or
Justify to set the direction you want to extend the series
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Working with Logical Functions

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A logical function is a function that works

with values that are either true or false
The IF function is a logical function that
returns one value if the statement is true
and returns a different value if the
statement is false
IF(logical_test, value_if_true,
[value_if_false])
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Working with Logical Functions

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A comparison operator is a symbol that

indicates the relationship between two
values

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Working with Logical Functions

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=IF(A1="YES", "DONE", "RESTART")

=IF(A1="MAXIMUM", MAX(B1:B10),
MIN(B1:B10))
=IF(D33>0, $K$10, 0)

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Working with Date Functions

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Merging Cells

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One way to align text over several

columns or rows is to merge, or combine,
several cells into one cell

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Rotating Cell Content

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To save space or to provide visual interest

to a worksheet, you can rotate the cell
contents so that they appear at any angle
or orientation
Select the range
In the Alignment group, click the
Orientation button and choose a proper
rotation
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Rotating Cell Content

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Adding Cell Borders

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You can add borders to the left, top, right,

or bottom of a cell or range, around an
entire cell, or around the outside edges of
a range using the Border button arrow

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Working with the

Format Cells Dialog Box

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The Format Cells

dialog box has six tabs,
each focusing on a
different set of
formatting options

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Copying Formats
with the Format Painter

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The Format Painter copies the formatting

from one cell or range to another cell or
range, without duplicating any of the data
Select the range containing the format you
wish to copy
Click the Format Painter button on the
Home tab
Click the cell to which you want to apply
the format
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Introducing Conditional Formats

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A conditional format applies formatting only when a

cells value meets a specified condition
Select the range or ranges to which you want to add
data bars.
In the Styles group on the Home tab, click the
Conditional Formatting button, point to Data Bars, and
then click a data bar color
or
Select the range in which you want to highlight cells that
match a specified rule
In the Styles group, click the Conditional Formatting
button, point to Highlight Cells Rules or Top/Bottom
Rules, and then click the appropriate rule
Select the appropriate options in the dialog box, and then
click the OK button

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Adding Data Bars

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A data bar is a horizontal bar added to the

background of a cell to provide a visual
indicator of the cells value
Select the cell(s)
In the Styles group on the Home tab, click
the Conditional Formatting button, point
to Data Bars, and then click the DataBar
option you wish to apply
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Adding Data Bars

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