Manipulating

Data in MS
Excel 2007

BY: DAN
NGABO
Objectives
╸ Having studied this session the student will be
able to:

╸ Insert fomulas by using arithmatics operations

with contents of the cells.
╸ Use the basic functions SUM, AVERAGE, MAX,
MIN, IF, COUNTIF, etc.
╸ Sort a given list of data into a given criteria.
╸ Filter the required data from a data set
satisfying a given condition(s).

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Define and use cell
range names in
formulas
 By using names, you can make your
formulas much easier to understand and
maintain. You can define a name for a cell
range, function, constant, or table.

 Once you adopt the practice of using

names in your workbook, you can easily
update, audit, and manage these names.
INSTRUCTIONS
1. 1. Select the cell, range of cells, or nonadjacent
selections that you want to name.
2. 2. Click the Name box at the left end of the formula
bar.
3. 3. Type the name that you want to use to refer to
your selection. Names can be up to 255 characters in
length.
4. 4. Press ENTER.

OR
5. Select the cell, range of cells, or nonadjacent selections that you
want to name.

6. Right Click on the selection.

7. The New Name dialog box will be appeared. Type the name that
you want to use to refer to your selection.
8. Give comments (optional).

4
Working with
Excel Formulas

A formula is a set of instructions for performing

a calculation. Excel enables you to create a
very wide range of formulas for performing
whatever type of calculations you need.
To create a formula, you can perform the
following steps
 . Select a cell where you want to display answer.
 Click the formula bar.
 . Type„=‟ Sign.
 . Type the function.
 Press Enter.

5
Excel arithmetic operators
Excel uses arithmetic operators, logical operators,
reference operators and text operators as tabled
below.

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 SESSION 3

Copying formulas

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Copying formulas
In the spreadsheet we can use the copy and paste
command. The cell locations in the formula are pasted
relative to the position we Copy them from.
Cells information is copied from its relative position. In other
words in the original cell (C1) the equation was (A1+B1).
When we paste the function it will look to the two cells to the
left. So the equation pasted into (C2) would be (A2+B2). And
the equation pasted into (C3) would be (A3+B3).

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Absolute Positioning
Sometimes it is necessary to keep a certain position that is
not relative to the new cell location.
This is possible by inserting a $ before the Column letter or
a $ before the Row number (or both). This is called Absolute
Positioning.

If we were to fill down with this formula we would have the
exact same formula in all of the cells C1, C2, C3, and C4.
The dollar signs lock the cell location to a FIXED position.
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Working with Excel functions
A function is a small assignment that is performed to
produce a result that can be reliably used without caring
as to how the function works or how it was created.
Built-in functions in Excel can be used to perform
calculations on spreadsheet data.
To use a function in your spreadsheet, you can display
its result in a cell. Because a cell is just a box, ready to
display anything.
Example: Get the Summation of a number list using a
Formula.

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 More about SUM function
We will look at several different specific examples
that show how the typical SUM function can be used!
Notice that in Cell A4 there is a TEXT entry.
This has NO numeric value and cannot be included in
a total. Following table shows difference Method to
use „SUM‟ function.

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AVERAGE function
The Average function finds the average of the
specified data. (Simplifies by add all the indicated
cells together and divide by the total number of cells.)

The syntax is as follows:

=AVERAGE (first value, second value, etc.)
Following figure shows how average function is used
to calculate the average value of the data range E2:
G2.

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The MAX Function
The next function we discuss is Max (which stands for
Maximum). This will return the largest (maximum)
value in the selected range of cells.
The syntax is as follows: =MAX (first value, second
value, etc.)

Blank entries and text entries are not included in the

calculations of the Max Function.

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The MIN Function
The next function we will discuss is Min (which stands
for minimum). This will return the smallest (Min) value
in the selected range of cells.

Blank & text entries are not included in the

calculations of the Min Function.
The syntax is as follows: =MIN (first value, second
value, etc.)

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Create an if function using Function
Wizard
 1. Click function button (near the formula bar)

 2. Click OK. (IF function wizard is appeared)

 3. There are three places appear in the function
wizard that are used to set logical test and the true
or false values.
 4. Put C3 > 40 in logical test field.
 5. Put “PASS” in to value if true field
 6. Put “FAIL” in to value if false field. 15
Other functions available in Excel
2007
Though we learnt a few functions above, MS Excel
has capability of using a vast collection of functions
categorized into different categories based on the
functionality of them .

You can see all the functions available from the

Formulas tab of the ribbon as shown below.

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Sort and filter your data
 When you work with a large data set, sometimes you
might want to sort the records in a particular order, in
order to make your working easily.

Or you may feel easy to locate a particular data if the

entire data set is sorted in a required order.

Following sections discuss how to Sort your data and

how to Filter your data in MS Excel 2007.

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 Sorting your data
To sort your data, follow the steps given below:

1. Select your data set.

2. Select Data tab in the ribbon.
3. Point Sort & Filter group.
4. Click Sort.

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 EXAMPLE: SORT YOUR DATA
Sort window will be appeared as
1. Select the entire data set including follows:
the column headings such as No,
Index No, Course Code, and Marks .

1. Select Mark from the Sort by list.

2. Select Largest to Smallest from
2. Go to the Home Tab. the Order list.
3. Under the Editing group, click on the 3. Click Ok.
down arrow of Sort & Filter.
4. Select Custom Sort. 19
Filter your data
To filter your data, you can use the following steps :
1. Select your data set.
2. Select data tab in the ribbon.
3. Point sort and filter group.
4. Click Filter.

It will end up like this:

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Remove Filters in your data
set
To remove the applied filters, perform the following
steps:
1. Click the down arrow in the Marks Column.
2. Click Clear Filter from “Marks”.

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Errors in cells
When you work with Microsoft Excel you will meet the
following common sources of errors appearing on the cells of
your worksheet.
Refer to the description given below to get an idea what that
error is and what to be done if the error occurs.

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Self Assessment Questions
What do you type first in an empty cell to start a formula?
15.2 What are the four different types of operators use in Excel
2007? Give examples for each type.
 15.3 What is the best way to display the result of a formula in
another location on the worksheet?
 15.4 How could you rearrange the data in ascending or
descending order?
15.5 The quality of a product of a company is defined based on the
number of deficiencies found in a sample of 100 products as given
in the table below. Build a nested “IF” functions to be used to find
the Quality of the product.
 What does it mean if the following errors are appearing in some
cells of your work sheet? How do you fix each error? a. ######
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b. #DIV/0 c. #NAME?
 Session 16

Setting Document
Appearance and working
with Charts.

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Setting Document Appearance and
working with Charts
Aims:
• This lesson aims to give an idea on document
appearance setting and will provide the basic ideas on
charts.
Objectives:
• Format the cells and the contents
• Change the document appearance by applying
themes
• Create Charts for a given data set
• Customize the features of charts
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Changing Document
Appearance
When you enter data into cells, the content will
be displayed according to the default settings.

For an example, if you enter the data „015‟ in

a cell, by default Excel will recognize it as a
numerical value and will be automatically
displayed it as „15‟ by omitting the beginning
zero and it will be right aligned in the cell as
shown below.

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Format your cell using a given
number format
Select Number tab in the cell formatting window.
 Select the category Currency.
 Set decimal places as 2 and Symbol as $.

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 Align the content of the cell
You can align a cell text by clicking Alignment tab in a cell
formatting window.

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Change Border of a cell/range of
cells
1. Select the border group in a home tab.
2. Change the Border style effect as you need.

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Change the fill style of a
cell(s)
 Select the Fill group in a home tab.
 Change the Fill style effect as you need with respect
to background color, pattern color if the cell(s) are to
be filled with a pattern, and the pattern style.

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 Set the column Merge two or more
Set row height width cells

Two or more cells can

be merged together so
that the combination
1. Select the row. will act as a single cell.
1. 1. Select the Column.
2. Right click on it. 1. Select the cells you
2. Right click.
3. Select row height in the need to merge.
3. Select column width in
Shortcut menu. 2. Right Click on the
the Shortcut menu.
4. Set the row height by 4. Set column width by
selection.
typing the preferred value. typing the preferred 3. Click merge and
5. Press OK. value. center icon.
5. Press OK.

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Change the cell style
Excel has defined a set of styles to be applied to cells
in order to differentiate them among other cells.
To apply/change the cell styles, follow the steps given
below:
1. Select the cell(s).
2. Click home tab in the ribbon.
3. Click on the down arrow to get the drop down list in the styles group.
4. Select a cell style.

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Conditional formatting of
cells
You can format a range of cells such that the required
data cells are appeared in a different manner
according to the condition you specify.

The Conditional Formatting facility helps you to do

this.

Similarly you can highlight interesting cells,

emphasize unusual values, and visualize data in cells
using Data Bars, Colour Scales and Icon Sets based on
given criteria. 33
Example:
Follow the steps below :
1. Select the Marks column.
2. Go to the Home Tab.
3. Click down arrow of Conditional
Formatting in the Styles group.
4. Select Top/Bottom Rules.
5. Select Above Average.
6. Select the color filling option under the
„for the selected range with‟ in the next
window.
7. Click OK.
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Applying Workbook Themes
The 2007 Microsoft Office system includes
powerful new design tools that enable you
to create attractive, professional
documents quickly.
The Excel 2007 product team
implemented the new design capabilities
by defining themes. By applying a theme,
it will uniformly format all the text and
graphics in the work sheet.
You will see a clear difference in the colour
scheme used after changing the theme.
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HOW TO APPLY BUILT IN THEMES
INTO THE WORK SHEET
To apply built-in themes into the worksheet, follow
the steps given below:
 Click page layout tab in the ribbon.
 Click Themes under the themes groups.
 Select the built-in style.

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Working with Charts
MS Excel is the best application to learn about Charts. Charts are
usually used to give an illustration on the behavior of data at a
glance, to the viewer, rather than reading the entire data set to study
the behavior
You are required to decide which type will be most suitable to
illustrate your data set depending on the nature of the data.
• Column charts
• Line charts
• Bar charts
• Pie charts
• Area charts
• Scatter charts
• Stock
• Surface
• Radar
• Bubble
• Doughnut

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Create a Chart using Chart
tool
Microsoft excel 2007 provides easy way to create
charts that you need. To create a chart, follow the
steps given below steps.
1. Select the data set on which the chart to be drawn

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Modify chart Layout
1. Select your chart.
2. Click design tab in a chart tool and click.
3. Click chart layout.
4. Select suitable chart layout.
5. Modify titles as you need.

Example:
 Change the chart title as “Mid-term test result”
Change the X axis title as “Student name”
 Change the Y axis title as “Marks”
 Your output will look like as follows:
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EXAMPLE OF CHART

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The Chart design tool
The chart design tool can be used to change the data
set layout and style in your data sheet. Brief
description of the each tool is listed below.

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The Chart Layout tool
The chart layout tool contains number of tools to change
the layout of your chart. Some useful tools are listed below.

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The Chart Format tool
The chart format tool is use to format your chart.

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