Welcome

welcome
Chapter 4 MS-EXCEL/
SPREAD SHEET 2010
What is
MS-excel?
MS-excel are an other application program commonly
used for calculation budgets and other finance-related tasks.
Each excel file is a work book that can hold many work sheets.
Work book:- When excel starts it creates a new empty work
book called Book1.
Inside the work book are sheets called worksheet. Each
sheet name appears on a sheet tab at the bottom of the
work book. Ex sheet1, sheet2, sheet3 etc
A new work book opens with 3 worksheets by defaults. If

necessary you can add additional worksheets to a maxi-
mum of 255.
Each work sheet in a work book has 256 columns and
65,536 rows for a total of 16,777,216 cells.
The column heading begin with A end with IV.
The row heading begin with 1 end with 65,536.
N.B There is a difference between a work book and a work
sheet. A work book can contain many work sheets.
Spreadsheets are made up of :
• columns– identified with alpha-
betic headings
• rows - identified with numeric
headings
• and their intersections are
called cells
• (Cell references: B4, A20)
Starting Excel
1.Click once on Start to show the list of start
options available. All Windows 7 applications
are started here.
1.Move to Programs, Microsoft Excel and

click.
The Layout of the Excel Screen
Title Bar
Menu bar
Standard Toolbar
Formatting Toolbar
Formula Bar
Active Cell Ad-
dress
Worksheet Area
Scroll Bars
Status Bar
in use
Menu Bar - General headings for accessing com-
mands
Standard Toolbar - Quick access to basic features of
Excel Formatting
Formula Bar - Indicates active cell address and dis-
plays cell contents
Scroll Bars - Allows quick movement around the
worksheet
Active Cell - Position to insert information
Status Bar - Displays information about the selected
command and to the right, the state of certain keys e.g.
CAPS, NUM, etc.
The Worksheet Window
Active cell
Column
Heading
Row
Headings
Sheet
Name
The diagram shows a workbook, that has had more
sheets added, the default is 3.
Excel stores information in Workbooks. Each work-
book contains 3 worksheets by default, but can con-
tain up to 255.
Each worksheet has 256 columns and 65536 rows.
The columns are denoted by letters, A, B, C, and the
rows are denoted by numbers 1, 2, 3, .. These letters
and numbers are shown in the Row and Column
Headings on the worksheet.
The point where a column and row intersect is known
as a Cell. Each cell is identified by the column letter
and row number which form the intersection, e.g. the
cell formed by the intersection of column D and row 8
is known as cell D8.
There are Scroll bars at the right and bot-
tom edges of the worksheet which are used
to display different areas of the worksheet.
Each worksheet in the workbook has a
name. At the moment they are named
Sheet1, Sheet2, Sheet3. Each one has a
Sheet Tab.
There are buttons to the left of Sheet1
that are used to display sheets when there
are more in the workbook than can be dis-
played in the space.
Active Cell
Reference
Active
Cell
1.The Current or Active cell is shown on the screen

by a dark border. The Active Cell Reference is
shown in the Formula Bar. The active cell can be
moved about the worksheet using various key
presses. The keys are:
à Moves one cell to the right
ß Moves one cell to the left
â Moves down one cell
á Moves up one cell
<PgDn>Moves down one screen
<PgUp>Moves up one screen
<Ctrl Home>Moves directly to cell A1
<End><Home>Moves to the bottom right

corner of the worksheet, when it contains fig-
ures
<F5>GoTo - allows the user to move directly

to a specific cell
In each cell there may be the follow-
ing types of data
• text (labels)
• number data (constants)
• formulas (mathematical equa-
tions that do all the work)
Data Types
Formulas ALWAYS begin with an = sign.
This “tells” Excel that a calculation will need
to be performed.
Reference cells, NOT the numbers in them!
Built in Functions
Use of colon = “through”

Formatting worksheet
Formatting characters
To format characters select the characters and click
on the desired character formatting buttons (such as
Bold, Underline, Italic, Font Style & Size, Align-
ments etc.) from the formatting toolbar. Or
1.Choose Format, Cells
 Format Cells dialog box will be displayed
2.Click on Font tab
3.Select the format you want and click on OK. (using
this method you can also apply other formats such as
Strikethrough, superscript, subscript & underline).

Note: when you enter data into a cell, Excel will identify
whether the data is text, number, date & time or formula. So
that if the data is text then it will be left aligned. If the data is
number and Date & Time it will be right aligned
Formatting Numbers
Number formats can be applying currency sign, commas (or
thousand separators), percent symbol etc.
To format numbers
1. Select cell(s) that contain number or numeric values.
2. Choose Format, Cells
Format Cells dialog box will be displayed
1.Click on Number tabs. In the listed category select the
number type or format you want.
2.Click on OK.
To remove Number Formatting
1. Choose Format, Cells, Number tab
2. Select General format
3. Click on OK.
Changing text or number alignments

 Format Cells dialog box will be displayed
5. Click on Alignments tab. Then select the
alignment that you want.
6. Click on OK.
Applying borders and shading
It is obvious that boarders and shading to cells and decora-
tive boarder around the entire worksheet makes your work
attractive.
Fig. The Format Cells dialog box

Adding border to cell(s)
1. Select the cell(s)
 Format Cells dialog box will be displayed
3. Click on Border tab if not active.
4. Select the line style and line color
5. Select the border (Outline, Inside or Specific side of
the cell(s)).
6. Click on OK.
Shading a cell(s)
7. Select the cell(s)
9. Format Cells dialog box will be displayed
10. Click on Pattern tab
11. Select the shading or Pattern effect you want
12. Click on OK.
Creating formula & using Excel Functions
A formula is an expression that can contain operators, values,
cell references, worksheet functions, worksheet or file names
and returns one or more results.
To enter formula
1. Begin with “=” (equal sign)
2. Type the formula
3. When you finish press Enter key or click on Enter box
To Insert or use Excel built-in functions
In Microsoft Excel you can Insert excel functions to per-
form some operations to your workbook such as addition,
multiplication, calculating average, sum etc. Apply the fol-
lowing steps to carry on the desired operation:
1. Position the cell pointer where you want put the re-
sult of the operation.
2. Click on the Insert Function button (x) on the
standard toolbar.
The Insert function dialog box will be displayed
Fig . The Insert Function dialog box

Summary functions for data analysis
Function and Summarizes
 Sum The sum of the values. This is the default func-

tion for numeric source data.
 Count The number of items. The Count summary func-

tion works the same as the COUNTA worksheet func-
tion. Count is the default function for source data other
than numbers.
 Average The average of the values.

 Max The largest value.
 Min The smallest value.

Calculation
 To calculate Total
1. Click on G2
2. Click  Symbol
3. Click SUM
4. It shows active Press Enter key
on keyboard
5. To show others total click on 1st
and drag when the pointer
like +
 To calculate Average
1. Click on H2
2. Click  Symbol
3. Click Average
4. Select Total
5. It shows =AVERAGE(G2:G4) and
write / 3 and Press Enter key on
keyboard
6. To show others average click on 1st
and drag when the pointer like +

To Give Comment
1. If average
2. If Average >=50 Say “Pass”
3. Average <50 say “Fail”
The formula to perform this
Click on I2=If (H2>=50,”Pass”,”Fail”)
Press enter key from keyboard
It look like the following

To add columns
1. Select when you want to add
2. Click insert
3. Click column
To add Rows
1. Select when you want to add
2. Click insert
3. Click Rows
To delete columns
1. Select when you want to
delete
2.Right Click on it
3.Click delete
4.Click ok
To delete Rows
5.Select when you want to
delete
6.Right Click on it
7.Click delete
8.Click ok
To add Work sheet
9. Click insert menu
10.Click work sheet
To Rename Work sheet
1. Right Click on the sheet
2. Click Rename
To delete Work sheet

3. Right Click on the sheet
4. Click delete
To change the background of the work

book
5. Click page layout
6. click back ground
7. Chose your style
8. click insert
To delete the back ground style
1. Click page layout
2. click back ground
3. click delete back ground style
To adjust columns width
4. click format menu
5. click column
6. click column width
7. adjust the number
8. click ok
To adjust Rows height
9. click format menu
10. click Row
11. click Row height
12. adjust the number
13. click ok
Using merge cell
Merging is add-cell, or joins, data from multiple cells in to
one.
1. Select rows or columns you want to merge
2. Click format menu
3. Click Home
4. Click on merge & center
5. Click ok
Using Wrap text
IF you want text to appear on multiple lines in a cell, you can
format the cell so that text wraps automatically, or you can en-
ter a manual line break.
1. Select the cells you want to format.
On the Format menu,, and then click the Home tab
Under Text control, select the Wrap text check box, and then
click OK.
Using print
1. First adjust in page setup before print
2. click file menu
3. click print
4. Click on sheet tab and tick you want to print

5. click ok
Using print preview
 click file
 click print preview
 click close
Saving Doc on the work book
 Click file
 Click Save as
 On Save in select your directory
 Give your file name
 Click save
Opening work book
 Click file
 Click open
 In the look in select your director
 select your data name and click open
Exit Excel
1.From the Menu Bar click on File. A drop down menu will
appear.
1.Place the mouse pointer over Exit and click once.
Note: When exiting from Excel, if any workbooks are still
open and have not been saved, Excel will display a warning
and will ask if they require saving.
Close
button
Quick Tip
To exit Excel click on the Close
button

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welcome

A new work book opens with 3 worksheets by defaults. If

1.Move to Programs, Microsoft Excel and

1.The Current or Active cell is shown on the screen

<PgUp>Moves up one screen

<Ctrl Home>Moves directly to cell A1

<End><Home>Moves to the bottom right

<F5>GoTo - allows the user to move directly

Use of colon = “through”

Changing text or number alignments

Fig. The Format Cells dialog box

Fig . The Insert Function dialog box

Function and Summarizes

 Sum The sum of the values. This is the default func-

 Count The number of items. The Count summary func-

 Min The smallest value.

It look like the following

To delete Work sheet

To change the background of the work

4. Click on sheet tab and tick you want to print

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