Objectives

Understand the use of spreadsheets

and Excel
Learn the parts of the Excel window
Open Ms Excel
Enter text, numbers, and dates into a
worksheet
Create and save a workbook file
Resize, insert, and remove columns and
rows
06/02/2025 1
 Objectives cont.
Select and move cell ranges
Insert formulas and functions
Insert, delete, move, and rename
worksheets
Work with editing tools
Preview and print a workbook

06/02/2025 2
 INTRODUCTION
A spreadsheet is a computer
application that displays a series of
columns and rows.
Columns (vertical) are labeled along their
column heading A thru Z, AA thru AZ, up
to column IV.
Rows (horizontal) are labeled by their row
headings from 1 thru 65,536.

06/02/2025 3
 Introduction cont.
 Cell – the intersection of a row and a column
 Cell Address
• Identifies a specific cell
• Column letter then row number
• Examples:
– C1
– AZ999
 Active cell
• Black border
• Address displayed in Name box

06/02/2025 4
 The importance of using
spreadsheet
 It provides features that can be used
to automatically update a document
when some figures are altered without
necessarily performing calculations.
 It allows you to enter, organize,
compare and print data including
graphs.
 When applied correctly, a spreadsheet
results will always be correct.
 Produces a neat work in a variety of
professional looking formats.
06/02/2025 5
 The importance …
Contains tools that provide additional
supports for writers, such as spell
checking and punctuations.
Produces easily portable documents
that can easily be converted into other
forms of visualization such as graphs
and charts.
Offers powerful features to organize
data, manipulation of data, database,
verification of data and transfer of data

06/02/2025 6
 Use of spreadsheet

Data manipulation or analysis

applied in fields such as accounting,
budgeting, sales forecasting, financial
analysis, and scientific fields.
Research

06/02/2025 7
 Spreadsheet in Schools
Management and administration
School Budgeting, School calendar
Database-Teachers and Students
information
Measurement and evaluations of
learners achievement.
Keeping students assessment records
Analyze students examination results

06/02/2025 8
 Examples of Spreadsheet
Ms Excel –Microsoft
Lotus 1-2-3 - IBM
Open Office.org calc- Linux
Apple iWork Numbers-Mac
Quattro Pro

Our presentation is on Ms Excel

06/02/2025 9
 Ms Excel

Microsoft Excel is an example of a

spreadsheet program that will
maintain records for you relating to
finances, Students Marks, activities,
events and services. It allows you
to enter, organize, compare and
print data including graphs.

06/02/2025 10
 Starting Excel

 There are numerous ways to start

Excel application
 From start button on the taskbar
 Use shortcut on desktop (if available)

06/02/2025 11
 Starting Excel …
 Click the “start”
button
 From the start menu
click “all programs”
 From the displayed
program menu,
select the “Microsoft
office” option,
 From the displayed
sub-menu, click the
Step 1
“Microsoft Office Step2 Step3 Step 4

Excel 2003” option.

06/02/2025 12
 Excel Screen

06/02/2025 13
 Workbook and worksheet
Excel files are saved in documents
called workbooks and each workbook
is comprised of individual worksheets
or sheets.
Workbook – contains one or more
worksheets
Worksheet – an Excel spreadsheet

06/02/2025 14
 Adding Worksheets

By default, you always start with three

worksheets.
You can add worksheets at any time
with Insert-->Worksheet. New sheets
will be inserted to the left of the tab you
have selected.
These can be rearranged.

06/02/2025 15
 Changing Workbooks Setting

 The default
setting for three
worksheets
being created
with every new
workbook can
be changed by
Selecting
Tools--
>Options, and
click the
06/02/2025
General tab. 16
 To insert more than one
worksheet at a time

Press Shift, click the tabs as many as

you wish to add. The tabs will be
highlighted (white) if they are selected
properly. (Each tab clicked with the
Shift down will give you another
worksheet.
Select Insert-->Worksheet.

06/02/2025 17
 Naming a Worksheet

Right click on the tab of sheet1

Select Rename from the menu that
appears
Type From 1A
Press the Enter Key on the
Keyboard.

06/02/2025 18
 Cell content

Constants
Text (labels): a combination of letters,
numbers, and some symbols
Numbers: any numerical value that can be
used in a mathematical calculation
Date and Time values: recognized formats
for date and time values
Symbols: any character apart from text,
numbers and date and time
06/02/2025 19
 Cell content-cont.

Formulas
References other cells
Preceded by an = (equal sign)

06/02/2025 20
 Entering Data into a
Worksheet

To enter data, first make the cell in

which you want to enter the data active
by clicking it.
Enter the data (text, formulas, dates,
etc.) into the active cell.
Use the Alt+Enter key combination to
enter text on multiple lines within the
same cell.
Use TAB key, arrow keys, or ENTER
key to navigate among the cells.
06/02/2025 21
 ENTER DATA IN A WORKSHEET
Enter the data
shown on the right
in sheet named
“Form 1A” of your
workbook

Note: If there is any

name overlaying a
cell don’t worry. It
will be fixed.

06/02/2025 22
 Save As Dialog Box
Whenever you want to save a document after Clicking Save As a Save As
Dialog Box appear

Location for file

(drive and path) Move up
one level Create
new folder

Click
Filename to save
Specifies file type

06/02/2025 23
 Procedure for Saving a
Spreadsheet
To save an Excel document:
Select File-->click Save or Save As.
In the Save As dialog, Select the location
for your file from the Save in drop-down
menu at the top.eg Mydocument, Desktop
or any other location.
Create a folder using create new folder
icon
Name your folder as “ Excel_works”

06/02/2025 24
 Saving a Spreadsheet …

Type the name of your workbook as

“Exercise1” in the File name text box.
Click Save.

Note: (i) Characters not allowed in file

names are \ / < > * ? | : ;
or ".
(ii) Remember from now on to save
your work from time to
time.
06/02/2025 25
 Changing the Column Width
 Position the cursor in the
Column Border (the joint
between two columns B
and C) The mouse pointer
changes to double pointed
arrow
 Drag to the right to alter
the width of the column A.

Note: As the pointer moves, the

width measurement is
displayed next to the
cursor in pixels or
millimeters.

06/02/2025 26
 Changing the Row Height
Position the cursor in
the row Border (the
joint between two
rows 2 and 3). The
mouse pointer
changes to double
pointed arrow
Drag down or up to
alter the width of row
2.
06/02/2025 27
 Changing the Column Width
and Row Height using Autofit

Position the cursor in the row Border

Double-click when you see the
double-sided arrow, and Excel will
automatically "shrink-wrap" the column
according to the largest cell contents in
that column. Likewise, you can use
Format-->Column-->AutoFit
Selection that will fit the column to a
selected cell.
06/02/2025 28
 Hands on Activity
Enter the following marks in your “Exercise1” documents

06/02/2025 29
 Inserting a Column or Row

You can insert rows and columns into

a worksheet; one at a time or several
at a time.
Suppose the marks for Kiswahili were
forgotten. The class teacher wants to
add the subject immediately after
students Name. How will it be added?

06/02/2025 30
 To insert a column

 Click to place your cursor in the column

that is to the right of where you want to
insert the column. That is, if you want to
add a column between Columns C and
D, place your cursor somewhere within
Column D.
 Select Insert from the menu bar-->
Columns.

06/02/2025 31
 Insert a column and enter
the marks for Kiswahili

06/02/2025 32
 To insert a row

Suppose the name and marks for

Aliyah Adam were forgotten. The class
teacher wants to add her name and
marks between Kanumba and Diana.
How will it be done?

06/02/2025 33
 To insert a row-cont.

 Click to place your cursor in the row

that is just below where you want to
insert the row. That is, if you want to
add a row between Rows 7 and 8,
place your cursor somewhere within
Row 8.
 Select Insert Menu-->Rows.

06/02/2025 34
 Insert a row and enter the
Name and marks for Aliyah
Adam then Save

06/02/2025 35
 To insert multiple rows or columns

 Highlight the number of rows/columns

you want to add. Be sure this is just
below or just to the right of the point
you want the insert.
 Select Insert Menu-->Rows (or
Columns).

06/02/2025 36
 Hands on Activity

On your “Exercise1” document insert

5 rows (all at once) immediately after
row 16. Give them any Names without
marks
Add 5 columns (all at once)
immediately after column E. Assign
them the subject names of your choice

06/02/2025 37
 To delete a row
 Click to place your cursor
in the row you want to
delete.
 Select Edit Menu--
>Delete. (Cut allows you to
delete information within
the cell, not the row itself.)
 In the Delete dialog box
that appears, click the
Entire row radio button.
 Delete the 5 rows you
have entered in the above
exercise
06/02/2025 38
 To delete a column
 Click to place your cursor in
the column you want to
delete.
 Select Edit Menu-->Delete.
 In the Delete dialog box that
appears, click the Entire
column radio button.
 Delete the columns you
entered in the above
Exercise.

06/02/2025 39
 To delete multiple rows or
columns

 Select the row/column markers (the

letters/numbers) of those you want to
delete using Shift for adjacent
rows/columns and Ctrl for non-
adjacent ones.
 Select Edit Menu-->Delete.

06/02/2025 40
 Hands on Activity

Remove the added rows

Remove the added columns
on the previous HoA

06/02/2025 41
 Selecting Cell Ranges
 A group of cells is called a cell range or range
 Click the cell in the upper-left corner of the
adjacent range, drag the pointer to the cell in
the lower-right corner of the adjacent range,
and then release the mouse button
or
 Click the cell in the upper-left corner of the
adjacent range, press the Shift key as you click
the cell in the lower-right corner of the adjacent
range, and then release the Shift key

06/02/2025 42
 Selecting a row, column and entire
worksheet

06/02/2025 43
 Selecting Cell Ranges …

To select a nonadjacent range of

cells:
Select a cell or an adjacent range,
press the Ctrl key as you select each
additional cell or adjacent range, and
then release the Ctrl key

06/02/2025 44
 Selecting Cell Ranges …
Click the
Select All Select All Button

button located
at the
intersection of
the row and
column
headings (or
press the
Ctrl+A keys)
06/02/2025 45
 Modifying Data

 Click on the cell, and type in the correct data.

Press Enter or Tab. This deletes and replaces
all the content.

 Double-click on the cell, and an insertion

point will appear. You can now modify a
portion of the cell rather than the entire
contents.
 You can modify the contents in the text area of
the Formula Bar by first selecting the cell you
want to change and then clicking the text
inside the Formula Bar to set your cursor.
06/02/2025 46
 To Input the Information in the Text
Area of the Formula Bar:

 You can also highlight it and press Backspace

to delete it and re-enter information. (You can
highlight just part of it and alter the information,
just as you do with Word or a text editor.)
 Click the green check mark (Enter button) to
the left of the Formula Bar text area once you
are through or
 Press Enter on the keyboard; or
 Move your cursor to another cell in the
worksheet.
06/02/2025 47
 Copying or Cut a Cell or Range
 Copy command – duplicates the contents of a
cell or range of cells
 Source range – the cell(s) you are copying from
 Destination range – the cell(s) you are copying to
• You can copy to more than one destination ranges
 Select the cell or range you want to copy or cut
 Select Edit Menu-->Copy/cut the selected cell
will get an animated dashed border around it
 Click a cell where you want to place your
copied work (Destination cell (s)).
 Select Edit Menu--> Paste
06/02/2025 48
 Copying or Cut a Cell or Range

Note: The animated dashed border

does not disappear after the Copy, Cut,
or Paste or even when another cell is
selected.
It will go away once you start typing
again or when you have chosen Cut,
Copy, or Paste for another selection or
just press ‘Esc’ key on the keyboard
06/02/2025 49
 Formatting worksheet

You can change the formatting inside

the cells and of the cells themselves.
Items that can be altered include the
size of cells (which alters the entire
column), the border, colour, and
patterns.
The text contained in the cells can be
altered with character formatting (bold,
italic, etc.), rotating the text, changing
the alignment, or creating a word wrap.
06/02/2025 50
 The Format Cells Command
Number tab allows you to
specify appearance of
numbers

Alignment tab specifies

vertical and horizontal
alignment

Font tab allows you to

specify font type and size

Borders and Patterns tabs

allow you to create
special effects

06/02/2025 51
 Shading
 Use shading in cells for
emphasis, to divide sections,
or to designate headings.
 Select the heading column of
“Exercise1” document
 select Format-->Cells
 The Format Cell dialogue box
appears.
 Select Pattern tab, the cell
shading colour will appear
 Choose yellow colour, then
Click Ok
 You can also use the Fill
Color button on the
Formatting toolbar.
06/02/2025 52
 Border
 You can place borders around
selected cells with the down
arrow beside the Borders
button on the Formatting
toolbar.
 Select a range of cells to be
bordered
 On Formatting toolbar Click
down arrow beside the Borders
button to get the options
 Choose All Borders from the
options

06/02/2025 53
 Font Tab
Font Tab on the
Format Cells dialog
box offers a number
of options: font, font
style, Size, underline,
colour and Effects.
So lets practice each
of the options

06/02/2025 54
 Text Colour
 Changing text colour in
Excel has no difference
from Ms word.
 Select a cell or range
 Select Format-->Cells
 From the format cell
dialog box, choose Font
Tab.
 Under colour click a
down Arrow to get a
colour pallet.
 Choose the blue colour
 Click OK
06/02/2025 55
 Align cell contents
 When you enter numbers and formulas into
a cell, Excel automatically aligns them with
the cell's right edge and bottom border, while
text entries are aligned with the left edge and
bottom border.
 You can control the alignment of data within
a cell horizontally and vertically.
 Left, Right and Center alignments can be
selected using their respective alignment
buttons on the Formatting toolbar.
06/02/2025 56
 Aligning Cell's Contents Vertically

To align the cell's

contents vertically,
 Select the cells to be
aligned
open the Format Cells
dialog box
Choose Alignment Tab
Under Orientation, type
90 on the box beside
degrees; the arrow
under orientation will be
06/02/2025 57
 Merge and Center
 Another option available for alignment in the
Format Cells dialog box and on the Format
toolbar is the Merge and Center option,
which centers text in one cell across a range
of cells.
 If you want to fit a lot of text within a cell but
without having to expand the column width
to be very large, you can use the text
wrapping option on the Alignment tab, or
even choose to indent text.
 You can also have Excel shrink the text to fit
within the given column width you have
chosen or even rotate text from -90 to +90
degrees.
06/02/2025 58
 Merging a range of cells
To merge a range of cells into a single
cell:
Use the Merge option on the Alignment tab
in the Format Cells dialog box or
Click the Merge and Center button on the
Formatting toolbar
To split a merged cell back into
individual cells:
Select the merged cell
Click the Merge and Center button again
Or uncheck the Merge Cells check box on
06/02/2025
the Alignment tab in the Format Cells dialog
59
box
 Leading Zeros

Excel will ignore leading zeros, which

can cause problems with items such as
ZIP codes. You must convert the data
to text by either placing a single quote
before the number (e.g., '06841) or
Formatting the cell as text with
Format-->Cells. (Select the Number
tab, and choose Text from the
Category list.)
06/02/2025 60
 Leading Zeros
Open sheet 2 on your Exercise 1 file.
Practice by entering numbers starting
with zero. See what happens
Change the cell content format by
adding a quote before the Zero.
On the new column change the cell
format to text and add at least 10
numbers starting with zero.

06/02/2025 61
 Alignment for Special Formats
You can select specific formats for
cells, such as dates, currency, time,
percentage, fraction, scientific, etc. If
specially formatted information does
not fit into a cell, you will see ######
instead of your data.
You must either alter the format or
change the column size of a cell.

06/02/2025 62
 Coloring a Worksheet Tab
You can add color to a worksheet tab.
This may help you locate a worksheet
more easily or help you organize a
workbook that contains several
worksheets.
Click the worksheet tab you want to color.
Select Format-->Sheet-->Tab Color.
In the Format Tab Color dialog, click the
color you want.
Click OK.
06/02/2025 63
 Remove Colour from sheet tab

Click the tab.

Select Format-->Sheet-->Tab Color.
In the Format Tab Color dialog, select
No Color.
Click OK.

06/02/2025 64
 Use Excel's Auto Fill features

When you need to copy and paste a

large number of rows or columns, you
can use a technique called Auto Fill
using the fill handle.
The fill handle is a small black square
located in the lower-right corner of a
selected cell or range.

06/02/2025 65
 Autofil cont.

When you drag the fill handle, Excel

automatically fills in the formulas and
formats used in the selected cells.
The same rules for relative, absolute,
and mixed references apply for Auto
Fill as for copy and paste.

06/02/2025 66
 Create Headers and Footers
 Go to the File
menu and select
Page Setup OR
from Print Preview,
click Setup.
 On the
Header/Footer tab,
choose an option
from the drop-lists
or choose to create
a Custom
Header… or
Custom Footer…

06/02/2025 67
 Create Headers and Footers
Click a section to place your
cursor and either type your text or
use one of the tools to insert a field
code.
Select the text or field code(s) to
format, and then click Format
Font to format the text font, style,
etc.
Select the &[Picture] field code,
then click Format Picture to format
the image.
06/02/2025 68
 Hands on Activity

Change the serial numbers of your

students to three characters eg 001,
010
On “Exercise1” align the subject
names vertically
Bold the whole heading text
Increase the Font size to 14 points.

06/02/2025 69
 Hands on Activity cont.

Add Total Marks and Students

Average columns (don’t expanding the
column width).
Wrap the Text which does not fit.
Add a row above headings, then type
the Title “Terminal Examination
Results, Form I, 2012” on cell A1
Merge and Centre the “Title” on the
range A1:H1
06/02/2025 70
 Hands on Activity….
Create a header by Writing: Name
of your school; Examination results
Form II; Term I, 2012
Insert page number at the centre,
on the bottom of your document.
And your name on the right corner
of your document.

06/02/2025 71
 Formulas

What is a formula?
A formula is a mathematical expression
that calculates a value.
In Excel, formulas always begin with an
equal sign (=).
A formula can consist of one or more
arithmetic operators.
The order of precedence is a set of
predefined rules that Excel follows to
calculate a formula.
06/02/2025 72
 Error Code

 If a formula cannot properly calculate a

result, Microsoft Excel will display an error
code
Error Code Explanation
The result is too long to fit in the cell.
######
Adjust the column width.
Wrong type of argument or operand
#VALUE! used, or the Formula AutoCorrect
cannot correct the formula.
You are dividing by zero. Check and
#DIV/0! correct the divisor.

06/02/2025 73
 Error Code….
Error Code Explanation
Excel doesn’t recognize a name. Check the spelling
#NAME?
of the function name or if such a function exists.
Occurs when a value is not available to a function
#N/A
or formula.
A cell reference is not valid. You may have deleted
#REF!
named cells referred to in the formula.
There is a problem with a number in a formula or
#NUM!
function.
You specified an intersection of two areas that
#NULL!
don’t intersect.
Cannot resolve
Appears in a dialog box if you use the address of
circular
the active cell in the formula you enter.
references
06/02/2025 74
 Arithmetic Operators

06/02/2025 75
 Order of Operations

 If more than one operator is used in a formula,

there is a specific order that Excel will follow to
perform these mathematical operations.
 The order of operations can be changed by
adding brackets to the equation.
 An easy way to remember the order of
operations is to use the acronym: BEDMAS
(Brackets, Exponents, Division,
Multiplication, Addition,
Subtraction)
06/02/2025 76
 Order of Precedence Rules

06/02/2025 77
 Functions
 What is a Function?
 A function is a predefined, or built-in, formula for a
commonly used calculation.
 Each Excel function has a name and syntax.
• The syntax specifies the order in which you must
enter the different parts of the function and the
location in which you must insert commas,
parentheses, and other punctuation
• Arguments are numbers, text, or cell references
used by the function to calculate a value
• Some arguments are optional

06/02/2025 78
 Work with the Insert
Function button
 Excel supplies more than 350 functions
organized into 10 categories:
 Database, Date and Time, Engineering, Financial,
Information, Logical, Lookup, Math, Text and Data,
and Statistical functions
Note: For this course we will look some functions from
the bolded categories
 You can use the Insert Function button on
the Formula bar to select from a list of
functions.
 A series of dialog boxes will assist you in filling
in the arguments of the function and this
process also enforces the use of proper syntax79
06/02/2025
 Work with the Insert Function
button…
Click the cell in which you want to
enter the formula.
Select Insert Function on the Formula
bar.
Select the category from the drop-
down list, then select the function
name and click OK.
Complete the necessary arguments by
typing the cell or cell ranges OR follow
steps below. (Arguments in bold are
required.)
06/02/2025 80
 Work with the Insert Function
button…

Click Collapse and select the

cell (range).
Click Expand to return to the
help box and continue for
arguments necessary.
Click OK when finished.

06/02/2025 81
 Examine the Insert Function
dialog box

06/02/2025 82
 Use Functions

Syntax: =FunctionName(arguments)
All arguments must be enclosed in
parenthesis with no spaces. Use the
colon (:) to indicate a range of cells
and a comma (,) to separate
arguments.

06/02/2025 83
 Math and Statistical functions

06/02/2025 84
 EXAMPLES

=SUM(range) : Adds all the values

for the specified cells.
=AVERAGE(range): Returns the
average value of all the cells
specified.
=MIN(range): Returns the lowest
value of all the cells specified.
=MAX(range): Returns the highest
value of all the cells specified.
06/02/2025 85
 Example

=COUNT(range): Returns the

number of cells containing numeric
information. Empty cells, logical
values, text, or error values in the
array or reference are ignored.
=TODAY() or =NOW() TODAY
returns today’s date as mm/dd/yy.
NOW returns the date and time.
06/02/2025 86
 Define functions, and
functions within functions
 The SUM function is a very commonly used
math function in Excel.
 A basic formula example to add up a small
number of cells is =A1+A2+A3+A4, but that
method would be cumbersome if there were
100 cells to add up.
 Use Excel's SUM function to total the values in
a range of cells like this: SUM(A1:A100).

06/02/2025 87
 Define functions, and
functions…
You can also use functions within
functions.
Consider the expression
=ROUND(AVERAGE(A1:A100),1).
This expression would first compute
the average of all the values from
cell A1 through A100 and then round
that result to 1 digit to the right of the
decimal point
06/02/2025 88
 HANDS ON ACTIVITY

Compute the Total Marks

Compute the Average Marks with
3 decimal places using mixed
function.
Compute Subject Average

06/02/2025 89
 Create logical functions
A function that determines whether a
condition is true or false is called a
logical function.
Excel supports several logical
functions such as AND, FALSE, IF,
NOT, OR and TRUE.
A very common function is the IF
function, which uses a logical test to
determine whether an expression is
true or false, and then returns one
value if true or another value if false.
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 Create logical functions…
The logical test is constructed using a
comparison operator that compares
two expressions to determine if they
are equal, not equal, if one is greater
than the other, and so forth.
The comparison operators are =, >, >=, <,
<=, and <>
You can also make comparisons with
text strings. You must enclose text
strings within quotation marks.
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 Using the If function
The arguments for the IF function are:
IF(logical_test,value_if_true,value_if_false)
For example, the function =IF(A1=10,20,30)
tests whether the value in cell A1 is equal to
10
If it is, the function returns the value 20,
otherwise the function returns the value 30
Cell A1 could be empty or contain anything
else besides the value 10 and the logical
test would be false; therefore, the function
returns the value 30
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 Using the If function…
A simple If function will allow a cell to
change depending on a conditional test.
=IF(test, what to do if it is true, what to do
if it is false)

To insert an IF function, click the Insert

Function button and search for the IF
function, then click OK.
When the Function Arguments dialog box
appears, simply fill in the arguments
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 Embedded If Function

An embedded If function will allow

a cell to change depending on
multiple conditional tests. =IF(test,
what to do if it is true, IF(test, what
to do if it is true, what to do if it is
false))

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 Round Function

 =ROUND(cell,number of digits to
round) eg. if cell D2 = 45.256
=round(d2,1) would return 45.3
=round(d2,2) would return 45.26
=round(d2,-1) would return 50
=round(d2,-2) would return 0
Note: Using the format of a number to
round only changes it for display
and printing it does not change it
for calculations.
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 Using inbuilt Function

There are a number of formulas built

into Excel, like Sum. These formulas
are called Functions.
So it is not necessarily to always type
in the formula.

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 Examine the Insert Function
dialog box

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 The Average Function
The average function is necessary to
calculate the average of a range of
cells.
Like any other formula, the average
function may be copied across cells.

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 Hands on Activity

Use the built in function to perform the

following
Find the highest average marks
Find the lowest average marks

Hint: Use the Max and Min functions

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 Rank Function
To rank values, a Rank function is
used. Rank function 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.)
Syntax : =RANK(number,ref,[order])

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 Ranking the Marks

Open “Exercise1” [ if closed anyway]

Add a column and name it “Position”
On the first cell type =Rank(reference of the
corresponding cell on the average column, range of
all the column of average) for Example
=Rank(J3:J25)
Press enter key

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 Ranking [Alternative]
Click the cell in which you want the
results to appear.
Click the Insert Function button; the
Insert Function dialog box appears.
Click down arrow on the Select a
category box and select Statistical.
On the Select function box double-click
RANK; the Function Arguments dialog
box appears.
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 Ranking [Alternative]…
 Click to select the cell on the number box or
type the number for which you want the
rank.
 Type the range or the array you want on the
Ref box; to evaluate your number against.
 Type 0 for descending order or any nonzero
value for ascending order on the Order box
or leave it empty
 Click OK.
 Copy the formula on the other cells

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 HANDS ON ACTIVITY
Compute the grades of the average
marks for each student usinf the IF
function
Use this Function
=IF(G3>=81,"A",IF(G3>=61,"B",IF(G3>
=41,"C",IF(G3>=21,"D","F"))))
Note: Cell reference will depend on your
work.

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 Countif Function
The countif
function will count
how many cells
within a range
meet the criteria or
test.
COUNTIF(range,c
riteria)
Range = range to
check
Criteria = test
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 Copy and paste formulas
and functions
Copying and pasting a cell or range of cells
is a simple, but highly effective means for
quickly filling out a large worksheet.
To copy and paste a cell or range:
Select the cell or range to be copied and then
click the Copy button on the standard toolbar
Select the cell or range into which you want to
copy the selection and then click the Paste
button on the standard toolbar
Once you are finished pasting, press the Esc
key to deselect the selection
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 Copy and paste effects
on cell references
 Copied formulas or functions that have cell
references are adjusted for the target cell or range
of cells.
 For example, if cell G5 contains the formula
=F5*B5/B7, and you copy and paste this formula to
cell G6, the formula in cell G6 will be =F6*B6/B8.
 This may or may not be correct for your worksheet,
depending upon what you are trying to do.
 You can control this automatic adjusting of cell
references through the use of relative and absolute
references.
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 Cell Referencing
 Absolute reference: remains constant when copied
 Specified with dollar signs before the column
and row
 For example, the absolute reference for B5
would be $B$5.
 Relative reference: adjusts during a copy operation
 Specified without dollar signs, i.e. B4
 Mixed reference: either the row or the column is
absolute; the other is relative
 Specified with a dollar sign before the absolute
part of the reference, i.e. B$4

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 Use mixed references
 A mixed reference combines both relative and
absolute cell references.
 You can effectively lock either the row or the
column in a mixed reference.
 For example, in the case of $B5, the row reference
would shift, but the column reference would not
 In the case of B$5, the column reference would shift,
but the row reference would not
 You can switch between absolute, relative and
mixed references in the formula easily in the edit
mode or on the formula bar by selecting the cell
reference in your formula and then pressing the
F4 key repeatedly to toggle through the
reference options.
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 Problems using copy and paste
with formulas

When Excel does not have enough

room to display an entire value in a cell,
it uses a string of these # symbols to
represent that value.
For example, the formula in cell J5 is
=F5-(H5+I5) and this was pasted into
cell J6 by updating the cell references
there to =F6-(H6+I6).

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 Problems using copy and paste with
formulas …
 Cell G5 has the formula =F5*B5/B7 and cell G6
contains =F6*B6/B8. This is where things went
wrong. Sometimes this automatic update is
very useful and other times it does not give you
the desired result for your worksheet.
 In this case, cells B5 and B7 should be
referenced in the formula in column G in all
240 payment period rows, but in column J, you
want the cell references to be automatically
updated. You can control this result using
relative and absolute references.
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 Use relative references
A relative reference is a cell reference
that shifts when you copy it to a new
location on a worksheet.
A relative reference changes in relation
to the change of location.
If you copy a formula to a cell three rows
down and five columns to the right, a
relative reference to cell B5 in the
source cell would become G8 in the
destination cell.
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 Freeze rows and columns
When you scroll through large
amounts of data in a worksheet, you
can move data off the screen.
If you prefer to have portions of data
remain on the screen at all times,
such as the column and/or row
headings, you can freeze a portion of
the list so that it remains while the rest
of the data scrolls.
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 Freeze rows and columns…
To freeze rows and columns:
Click in a cell to select it
Click Window on the menu bar, and
then click Freeze Panes to freeze
the rows above the selected cell, and
the columns to the left of the
selected cell
Excel will display dark vertical and
horizontal lines to indicate the rows
and columns that are frozen.
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 A frozen datasheet

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 Find and replace values in a
worksheet
The Find command allows you to
search through the data in a worksheet
for a particular character string.
Optionally, you can choose to replace
the character string with another string.
This procedure is called Find and
Replace.
For example, you might want to find
occurrence of Khajara Mohamedi and
replace it with Hajara Hamis
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 The Find and Replace dialog
box

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 Sort data in a list

Excel makes it easy to sort a list in

ascending or descending order based
on any field(s) in the list.
The field(s) selected on which to sort
are called the sort fields or the sort
keys.
You may choose to sort the data on a
single field or on a collection of fields.

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 Sort using a single sort key

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 Adding a Comment to a Cell in
Excel
Comments to worksheet cell(s), helps to
explain the cell contents, or to offer tips
to users.

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 Procedures to insert Comments
 Click cell G1
 On the menu bar choose Insert and then
Comment – a comment box will open
 Type the comments “Good” where the
cursor is flashing (Cell G1).
 Text will wrap automatically.
 If starting a new line is require, press the
Enter key in the keyboard.
 Click outside the comment box when
comment insertion is completed.

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 Displaying comments
 Right-click the cell which
contains the comment
(e.g. G1).
 Choose Show Comments
in the drop-down menu
displayed ( the comments
is displayed continuously
until you decide to hide it)

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 How to Hide Comments

 Right-click the cell which

contains the comment (e.g.
G2).
 Choose Hide Comment

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 Sort using multiple keys

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 Inset Charts

Charts are a good visual to use when

you want to present your data in a
graphic format for your audience.
Many different chart types are
available ranging from columns to
pyramid charts.

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Highlight the
data that you
want to create
your chart for.
Go to the Insert
Menu and
choose the
“Chart” option.

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 Creating Chart

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 Charts
A chart is a graphic representation of data. Charts are often used to make large quantities of data
more easily understandable, and recognizable on first view. Charts represent data in different ways
depending on the type of data that is presented.

Buffalo Seminary / School Districts

70

60

50

40

30

20 Buffalo Seminary / School Districts

10 70

60
0
Amherst Buffalo Clarence East Aurora Kenton Orchard Park Williamsville other

50

40

Buffalo Seminary / School Districts

30

70
20

60
10

50 0
Amherst Buffalo Clarence East Aurora Kenton Orchard Park Williamsville other

40 Buffalo Seminary / School Districts

30

Amherst
20

Buffalo
10
Clarence

0 East Aurora
Amherst Buffalo Clarence East Aurora Kenton Orchard Park Williamsville other
Kenton

Orchard Park

Williamsville

other

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 Chart Wizard
Select all the cells containing the data you want to chart.

Click the Chart Wizard button on the Standard toolbar.

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 The Chart Wizard will present a
selection of chart types, each of
which includes several subtypes. If
none of these options suits your
needs, you can click the Custom
Types tab to access a list of
specialized chart types.

Click Next, and the Chart Wizard will

present a screen verifying the range
of data you want to include in your
chart. You can change the range if
necessary—just click in your
worksheet and drag to select the
appropriate cells.

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Click Next again, and the Chart Wizard
will present options that govern which
elements are included in your chart. For
instance, you can click the Titles tab
and enter a title for the chart and for
the chart axes.

Click Next once more to advance to

the Chart Wizard’s final screen. Here
you can specify whether to insert the
chart on its own chart sheet or embed
it on a worksheet. If you select the
first option, type a new sheet name in
the As New Sheet: text box. If you
select the second option, just use the
As Object In: drop-down list to choose
the sheet where you want the chart to
appear. (The current sheet is the
default.) After you make a selection,
click Finish. Excel will create your new
chart.

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 Average Temperatures
90

80

70

60

50 Buffalo
farenheit

New York City

40

30

20

10

0
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
month

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 After you’ve created a chart, you can still modify any specification made
while running the Chart Wizard. The Chart menu and the Chart toolbar,
which appear whenever a chart or chart sheet is selected, include
options that correspond to the choices the Wizard offers. You can also
click the Chart Wizard button to run the wizard again and revise their
original choices.

Average Temperatures
90
You can right click to
format any item on 80

your chart. The

70
format dialog box
should be familiar to 60

you by now!
50 Buffalo
farenheit

New York City

40

30

20

10

0
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
month

06/02/2025 133
 Print a workbook
To Print a worksheet, you can use:
A menu
The Print button on the standard toolbar
The Ctrl-P keystroke to initiate a printout
of the worksheet
Excel uses the same basic methods for
printing as other Windows and
Microsoft Office applications.

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 The Print dialog box

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