Session I

Agenda – Session 1
• Introduction to Excel
– # of Rows and Columns
– Cell/Table Formatting
– Copy, Cut, Paste and Paste Special
– Text to Column
– Naming Ranges

• Charting
– Charting – Creating Excel Charts Using Chart Wizard
– Finished Standard Chart Examples
– Custom Charts – Creating & Saving Custom Charts
– Finished Custom Chart Examples
– Pasting Data Into Power-point
• Pasting Graphs
• Pasting Tables – 2 ways of pasting data, disadvantage of using Paste Special
 Introduction
• Open a New Excel Workbook.

• Excel is widely used for making tables and charts, statistical and mathematical
analysis.

• Excel is spreadsheet program that hinges entirely on three aspects:

– The Workbook (the spreadsheet in its entirety)

– Worksheets (pages or sheets within the Workbook)

– Cells (contained on all Worksheets) –interaction of cell and column

• Each Worksheet has 16,777,216 cells - 65,536 rows and 256 columns

• Columns are referred by alphabets – A, B, C and rows are referred by

numbers 1-65536.
 Basics Of Excel: Inserting And Deleting
Worksheets

• As default, a new excel workbook places three blank worksheets in front of you.
Each one of these has the default name Sheet1, Sheet2, Sheet3 at the bottom.
– You can change the number of default blank Worksheets by going to Tools 
Options/General and changing Sheets in new workbook: by typing in the number
you require.
• Inserting Worksheets: Adding new Worksheets to a Workbook can be done in a
number of ways.  The most common are:
– Go to Insert  Worksheet
– Right click on another Sheet name tab and select Insert and then select
Worksheet.-It will add worksheet to the left of the selected worksheet.
• Deleting Worksheets : This can be done in any of the following ways.
– Right click on the Worksheets name tab and select Delete
– Go to Edit  Delete sheet.
 Basics Of Excel: Renaming Worksheets

• Naming Worksheets: You can rename your worksheets with meaningful names as
follows:
– Double click the Worksheet Name tab. This will allow you to now type the name.
Once finished, push Enter or click any cell.
– Right click on the Worksheet Name tab and select Rename from the shortcut
menu. Then type the name and hit Enter or click somewhere else on your
Worksheet.
– Go to Format  Sheet  Rename type the chosen name and hit Enter or click
somewhere else on your Worksheet.

• The only restrictions are:

– They cannot exceed 31 characters.
– They cannot contain the following characters: \ / ? * [ ].
– The name cannot be the same as another Worksheet in the Workbook.
 Basics Of Excel: Moving Or Copying
Worksheets
• Moving Worksheets: At times you may need or wish to move a Worksheet to another
position in the Workbook or even to another Workbook.
– If you do not want to copy but rather move the entire Worksheet to another position
in the Workbook you can simply left click the Worksheet Name tab, then holding
down the mouse button drag it to it's new position and release.
– The other method is to use the Move or the Copy dialogue box. This can be
accessed in two ways.
• Right click on the Worksheet Name tab and select Move or Copy
• Go to Edit>Move or Copy Sheet…
• Whatever ways you choose a dialog box will appear. There are several parts of
this dialog box
– To book: box with a small drop arrow to the right. The selection in this box
will determine where our sheet will be moved or copied to.
– Before sheet: box. Your selection in this box will decide which position our
sheet will be moved or copied to.
– Create a copy checkbox. If you check this box Excel will create a copy of
our moved Worksheet. In other words your original sheet will remain where
it is and a copy of it will be moved to our chosen location.
 Cell/Table Formatting: Using Format Cell
Dialog Box
• (Format  “Cells”) / Ctrl+1 allows you to change the following feature
of the cells

Number: Data type – Text, Number, Currency etc.-

can be chosen here.

Alignment: This tab allows you to change the

position and alignment of the data with the cell.

Font: Font face, size, style, and effects can be

selected from here.

Border: You can add borders of different thickness,

style and color with the help of this tab.

Patterns: This tab is useful for adding different

shades and background colors to a cell.

Protection: This tab can be used to protect the cells

from modification/editing.
Cell/Table Formatting: Conditional Formatting

• (Format  Conditional) Formatting lets you apply formatting only to

cells that meet certain criteria
 Copy, Cut And Paste
• Cut, Copy and paste are probably the most frequently used operations by excel Users.
 Copy: making a duplicate of the cells content and placing it somewhere else
• Can be done in different ways:
– Right click on the cell and from the Shortcut menu select Copy.
– Go to Edit  Copy
– Push Ctrl + C on your keyboard
– Select the Copy icon from the Standard Toolbar

 Cut: moving cell’s content from its current location to a new location
• Can be done in different ways:
– Right click on the cell and from the Shortcut menu select Cut.
– Go to Edit  Cut
– Push Ctrl + X on your keyboard
– Select the Cut icon from the Standard Toolbar

 Paste: placing either the Cut or Copied data in its new destination.
• Can be done in different ways:
– Right click on the cell and from the Shortcut menu select Paste
– Go to Edit  Paste
– Push Ctrl + V on your keyboard
– Select the Paste icon from the Standard Toolbar
 Paste Special

• “Paste Special” (Edit  “Paste Special”) allows you to only paste

certain aspects of the cells copied to the clipboard
Formulas – Only pastes the formulas from the cells on the
clipboard. Also, the formatting of the cells you are pasting to
will be maintained
Values – Will paste the values of the cells on the clipboard.
If the cells copied contained formulas, only the results of the
formulas will be pasted. Also, the formatting of the cells you
are pasting to will be maintained
Column Widths – Will paste the column widths only of the
cells that you copied to the clipboard
Operations – This is useful if you wanted to scale a group
of numbers or add/subtract a certain amount from each.
Whatever number is copied to the clipboard, the current
operation will be done using that number on the cells in
which you are pasting to
Skip blanks – Will paste data, skipping any blank cells
Transpose – Will transpose the data and paste it (columns
to rows, rows to columns)
 Important Feature

• Text to columns feature:

– Used when we receive the data in .txt format
– Can be used to break a column into two
 Naming Range Of Cells

• Excel will allow you to define a new name for a range of cells, making it easier for
reference
• For Example:
– Cells A2:C10 can be renamed to “Data”
– When referencing the cells, you can just use the name “Data”
• =Sum(Data)  This will sum all of the cells in A2:C10
• How to Name a Range:
– Choose Insert  Name  Define
– Click the button next to the “Refers To:” input box
– Select the cells you want the range to refer to
– Type a name for the range in the “Names in Workbook” text box
– Click “Add”
Microsoft Excel – Defining A Name For A
Range Of Cells (Cont.)
Displays Name of Range
Any additional named ranges in the
workbook will appear here

Always click “Add”

Cells which named range refers to before “OK”
 Charting
• There are four steps to create a chart using chart wizard:
Step 1

Step 2
Step 3

Step 4
Few Finished Standard Chart Examples
sales Volume
Media W1 W2 W3 W4 W5
TV 1,082 686 367 243 1,206
Print 769 1,410 1,115 879 4,002
BroadBand 379 2,244 5,029 7,672 9,848
Website 56 236 346 593 3,793
Total 2,286 4,576 6,857 9,387 18,849

% of sales Volume for given Media

100% 2% 5%
5% 6%
17% 20%
80%
49%
% o fVo lu me

34%
60% 73%
82% 52%

40%
31%
47%
20%
21%
16%
15% 9%
5% 6%
0%
3%
W1 W2 W3 W4 W5
Weeks

Print BroadBand Website Total

Few Finished Standard Chart Examples
Source Volume
BASE 57,267
TRADE 53,049
FSCI 6,423
HALO TV 21,200
HALO TV - SCC 16,568
Total 154,507

Market Share
BASE

11%
TRADE

14% 37%
FSCI

4%
HALO TV

HALO TV -
34% SCC
 Volume

0
1000
2000
3000
4000
5000
6000
7000
8000
8/18/2007

10/18/2007

12/18/2007

2/18/2008

4/18/2008

6/18/2008

8/18/2008

10/18/2008

12/18/2008

Weeks
2/18/2009

4/18/2009

6/18/2009

8/18/2009

10/18/2009

12/18/2009

2/18/2010
Few Finished Chart Examples

4/18/2010

6/18/2010
ACTUAL
PREDICTED
Session 2
 Agenda – Session 2

• Formulas and Functions

– Date and Time
– Math and Statistical
– Text
– Logical
– Advance Functions
– Database Functions
– Lookup and Reference

• Array Formulas
Formulas And Functions: Location
Formulas And Functions: Categories
 Formulas And Functions

• DATE &TIME: MONTH, YEAR, NOW

• MATH & STATISTICAL: SUM, COUNT, MEDIAN, AVERAGE, MAX , MIN,

SUMPRODUCT, COUNTIF, SUMIF

• TEXT: CONCATENATE, RIGHT, LEFT, MID, LEN

• LOGICAL: IF

• ADVANCE FUNCTIONS: MATCH, INDEX, SEARCH, REPLACE

• LOOKUP & REFERENCE: VLOOKUP, HLOOKUP, INDIRECT

 Formulas And Functions : Date & Time

• MONTH
– Returns the month, a number from 1 (January) to December (12)
– Syntax: Month(Serial_number)
– Serial_Number is a number in the date-time code of Excel
– Example: 1-Oct-2007 1-Oct-2007, Month function on this would return value as
‘10’
• YEAR
– Returns the year, a number from 1900 to 9999
– Syntax: Year(Serial_number)
– Serial_Number is a number in the date-time code of Excel
– Example: 1-Oct-2007, Year function on this would return value as ‘2007’
• NOW
– Returns the current date and time
– The function takes no arguments
– Syntax: Now()
Formulas And Functions : Math & Statistical

• SUM, COUNT, MEDIAN, AVERAGE, MAX, MIN

– Syntax: Function(argument1,argument2……,argumentN)
• COUNTIF, SUMIF
– Counts or Sums data given certain criteria
– Syntax: Countif(range, criteria), Sumif(range, criteria, sum_range)
» range = range of cells to evaluate
» criteria = criteria in which to evaluate on – must be in quotes
» sum_range = range of cells to sum (if omitted, the cells in the range are
summed)
– Examples
» Countif(A10:A20, ”<=50”) --- counts any cells in the range A10:A20 that
have a value less than or equal to 50
» Sumif(A10:A20, ”<=50”, B10:B20) --- The values in B10:B20 are summed
for any rows in the range A10:A20 that have a value less than of equal to
50
Formulas And Functions : Math & Statistical
(cont.)

• SUMPRODUCT
– Returns the sum of products of corresponding ranges/arrays
– Syntax: Sumproduct(array1, array2…., arrayN)
– Example:
» Array1 = 10, 20, 30
» Array2 = 1, 2, 3
» Sumproduct(array1, array2) = 140 ( 10*1+20*2+30*3)
 Formulas And Functions : Text
• CONCATENATE
– Joins several text strings into one text string
– Syntax: Concatenate(String1, String2…….,StringN)
– Example:
» Example: Concatenate(A1,”-”,B1)=NEURO-HIGH where A1=NEURO and B1= HIGH
– Frequently used with LOOKUP functions when we have to lookup on more than one columns/ rows

• RIGHT, LEFT, MID, LEN

– Right (text, num_chars): Returns the number of characters specified starting at the last character in
the string
– Left (text, num_chars): Returns the number of characters specified starting at the first character in
the string
– Mid (text, start_num, num_chars) :Returns a specific number of characters from a text string,
starting at the position you specify, based on the number of characters you specify.
– Len (text): Returns the length of a text string
– Example:
» Need the first four digits (District Number) of the following Territory: 7501A02
» =Left(A1,4)  Assuming the territory number is in cell “A1”
» Formula will return “7501”
 Formulas And Functions : Logical
• If statements
– IF (logical_test, value_if_true, value_if_false)
• logical_test – any value or expression that can be evaluated as true or
false
• value_if_true – value the function should return if the logical test is true
• value_if_false – value the function should return if the logical test is true
– Nested IF Statements
• By placing another if statement in either value_if_true or value_if_false,
you can create nested ifs for checking multiple conditions

• Example
– IF(A1<=50,”Under Capacity”,IF(A1>=80,”Over Capacity”, ”Within Capacity”))
• If Cell A1 is <=50, then the formula will return “Under Capacity”
• If Cell A1 is >=80, then the formula will return “Over Capacity”
• Otherwise, the formula will return “Within Capacity”
 Formulas And Functions : Lookup &
Reference
• VLOOKUP
– Searches for a value in the leftmost column of a table, and then returns a value in
the same row of the table from a column you specify

– Syntax: VLOOKUP(lookup_value, table_array, col_index_num, range_lookup)

• lookup_value – value to lookup in the table_array
• table_array – a table in which the values to be searched are in the leftmost
column
• col_index_num – the column in the table that contains the data to be returned
• range_lookup - an optional logical value specifying whether or not to find an
approximate match (useful if looking up a string that may not match exactly, or
if data is not sorted – Default is “N/A”)

– Example
• =VLOOKUP(2,A2:C10,2)
• Excel will return the value in the second column of the table in the row that
contains the value of “2” in the first column of the table containing cells A2:C10
 Formulas And Functions : Lookup &
Reference (cont.)
• HLOOKUP
– Searches for a value in the topmost row of a table, and then returns a value in the
same column of the table from a row you specify

– Syntax: HLOOKUP(lookup_value, table_array, row_index_num, range_lookup)

• lookup_value – value to lookup in the table_array
• table_array – a table in which the values to be searched are in the leftmost
column
• row_index_num – the column in the table that contains the data to be returned
• range_lookup - an optional logical value specifying whether or not to find an
approximate match (useful if looking up a string that may not match exactly, or
if data is not sorted – Default is “False”)

– Example
• =HLOOKUP(2,A2:C10,2)
• Excel will return the value in the second row of the table in the row that
contains the value of “2” in the first row of the table containing cells A2:C10
 Formulas And Functions : Advance
Functions
• MATCH (lookup_value, lookup_array, match_type)
– Returns the relative position of an item in an array that matches a specified value
in a specified order

– lookup_value – Value to match in lookup_array

– lookup_array - a contiguous range of cells containing possible lookup values

– match_type
• 1 - MATCH finds the largest value that is less than or equal to lookup_value.
Lookup_array must be placed in ascending order
• 0 - MATCH finds the first value that is exactly equal to lookup_value.
Lookup_array can be in any order.
• -1 - MATCH finds the smallest value that is greater than or equal to
lookup_value. Lookup_array must be placed in descending order
 Formulas And Functions : Advance
Functions (cont.)
• INDEX (array, row_num, column_num)
– returns the value of a specified cell or array of cells within array
– array – contiguous range of cells
– row_num – specifies the row in the array from which to return a value (if not specified
then column_num must be)
– column_num - specifies the column in the array from which to return a value (if not
specified then row_num must be)
– If both row_num and column_num are specified, then the function will return the value
at the intersection

• Very Useful with MATCH

– MATCH can be used to return a row or column number that a value you are searching
for is located in
– Similar to the VLOOKUP
– =INDEX(A2:C10,MATCH(A1,A2:A10,0),2)
• Returns the value in the cell at the intersection of the row returned from the
MATCH function and column 2
 Array Formulas

• Array Formulas are useful in Excel to generate a single result from

multiple calculations
– Click in the cell you want to enter the array formula and type it
– Press CTRL + Shift + Enter
• The formula should now be shown between braces
• Array Formulas are also useful to generate an array of results
– Select the range of cells in which you want to enter the array
formula
– Type the formula
– Press CTRL + Shift + Enter
• Results will now be given for each cell highlighted

9500
Session 3
 Agenda – Session 3

• Pivot Tables

• Forms Toolbar and Format control

• Naming Ranges

• Macro

• Sheet, Cell and Workbook Protection

• Data Analysis
– Random Number
– Histogram
– Correlation
– Regression
 Pivot Tables

• A PivotTable report is an interactive table that quickly combines and compares large
amounts of data. You can rotate its rows and columns to see different summaries of
the source data, and you can display the details for areas of interest.

• All data for a Pivot Table must be in a list format

• To create a PivotTable report, you run the PivotTable and PivotChart Wizard. In the
wizard, you select the source data you want from your worksheet list or external
database. The wizard then provides you with a worksheet area for the report and a
list of the available fields. As you drag the fields from the list window to the outlined
areas, Microsoft Excel summarizes and calculates the report for you automatically.
 Pivot Tables (cont.)
After Running Pivot Table Wizard
Data

By dragging fields to different areas,

you can generate different reports

Report Example Report Example

 Forms Toolbar Control In Excel

Purpose

• For interactive worksheets

• Buttons, check boxes, drop-down lists, and other kinds of controls can make a
worksheet easier for you and others to use.

• Two-Part process to use controls in forms

– Drawing a control
– Format the control
 The Forms Toolbar

• In this figure, you see the Forms toolbar.

•
• Choose View  Toolbar  Forms to make it available on screen
 Macro

• A macro is a short program written using VBA that can be used to carry out a specific
task

• VBA is the language that Excel macros are written in. It is a programming language
that is included with all of the Microsoft Office applications e.g. Word, Access,
PowerPoint, Excel as well as others.
– VBA is a subset of Microsoft Visual Basic, an extremely popular programming
language that has been around for over 10 years.
• Detailed discussion on macro is outside the scope of this presentation. However, we
will aim to teach macro recording using toolbar.
 Macro : Recording
• To record a macro, go to the Tools menu, go to “macro” and then “Record
New Macro”.
• You can assign a name to your macro if you'd like, as well as type a short
description.
• You can also assign a keyboard shortcut to it (so you can press a sequence
of keys to run the macro).

• Now click on OK. You'll be returned to Excel.

• Simply perform the actions you want the macro to do.
• Once you're done recording your macro, be sure to press the Stop button
which should now be visible on your screen.
 Macro: Running

• Tools  Macro  Macros

• Run it through the shortcut key

• Put a button on the worksheet

– Note that when you create the button a macro assignment dialog opens
automatically
 Macro: Running It Through A Button On A
Worksheet
Form Toolbar Button created

Assign macro to
the button
 Macro: Running It Through A Button On A
Worksheet (Contd.)

• Add a Button in an Excel sheet

– Display the Forms toolbar.
– Click the Button icon.
– Click and drag the mouse pointer to specify the position and size of button.
– Select the macro name you are assigning to this button from the Assign Macro
dialog box.
– Click OK.

• Change the Name of the Button

– Highlight the button (Hit Ctrl and click on the button).
– Highlight the label on the button.
– Type a new name for the button.
– Click outside the button.

• Click the button will run the linked macro.

 Macro Security Levels / Virus Protection
• Security levels – control how Excel
handles suspect macros.
– High: causes Excel to disable all
macros either lacking a digital
signature or containing an invalid
one.
– Medium: Excel prompts the user to
enable the macro or not if it lacks a
digital signature. Certificates with
invalid signatures are automatically
disabled. Macros containing a valid
signature are automatically
enabled.
– Low: All macros are enabled.

• Macros without a digital signature are

disabled by default in Excel 2000.

• To enable macros, go to “Tools

Options  Macro Security” and then
select “medium”.
 Protection

• Protecting Cells
– Data in protected cells can not be changed (edited or modified).
– By default all cells in a worksheet have the locked property turned on (the cell is
capable of being protected).

• Protecting a Worksheet
– Click Tools, click Protection, click Protect Sheet.
– Enter a password (only if desired).
– Confirm password (only if entered).
– Click OK.

• Protecting a Workbook
– Click Tools, click Protection, click Protect Workbook.
– Enter a password (optional).
– Choose to protect the Structure, Windows, or both.
– Click OK.
 Data Analysis
• Microsoft Excel provides a set of data analysis tools -
called the Analysis ToolPak - that you can use to save
huge amounts of time when you perform complex
statistical analyses.
• If the Data Analysis command is not on the Excel Tools
menu, you need to install the Analysis ToolPak:
– 1. On the Tools menu, click Add-Ins.
– 2. Select the Analysis ToolPak check box.
– 3. Install.
• To use the Analysis ToolPak:
– On the Tools menu, click Data Analysis.
– In the Analysis Tools box, click the tool you want to
use.
– Enter the input range and the output range, and then
select the options you want.
 Data Analysis (Contd.)
• Among the tools available on the Analysis ToolPak are:
– Analysis of variance (ANOVA)
– Correlation
– Descriptive Statistics
– Histogram
– Random Number Generation
– Rank and Percentile
– Regression

• Before using an analysis tool, you must arrange the data you want to analyze in
columns or rows on your worksheet. This is your input range.
ANOVA: Analysis of Variances
 Compares variances in two or more data sets

 If difference is found it can be assumed that the means of the data sets are
different

 Single Factor – use instead of t-Test for more than 2 samples

 Two Factor with Replication – useful when data can be classified along 2 different
dimensions

 Two Factor without Replication – as above but only one observation for each pair
Correlation and Regression
 Correlation is a measure of the strength of linear association between two variables
» Values between -1 and +1
» Values close to -1 indicate strong negative relationship
» Values close to +1 indicate strong positive relationship
» Values close to 0 indicate weak relationship

 Linear Regression is the process of finding a line of best fit through a series of data
points
» Can also use the SLOPE, INTERCEPT, CORREL and RSQ functions
Descriptive Statistics

 Mean, Median, Mode  Range

 Standard Error  Minimum
 Standard Deviation  Maximum
 Sample Variance  Sum
 Kurtosis  Count
 Skewness  kth Largest
 Confidence Level for Mean  kth Smallest
Thank you