March

2015

MUHAMMAD HARIS

[MICROSOFT EXCEL 2007]

[[[[[[[[[[[[[[[[[[[[[[[[[[[[[[[[[[[[[[[[[[[[[[[[[[[[[[[[[[[]]]]]]]]]]]]]]]]]]]]]]]]]]]]]]]]]]]]]]]]]]]]]]]]]]]]

1
Starting Excel 2007

In the following exercises you will learn some of the necessary steps to create a spreadsheet
using Microsoft Excel 2007. You will learn not only how to type various items into the
spreadsheet, but also how to copy columns, widen columns, fill columns, add, subtract, multiply,
divide, do graphics and a variety of other “things.”

To begin, load the spreadsheet by quickly clicking twice on the Excel 2007
Windows Icon in the Windows Desktop. If you do not see an Excel Icon,
click the Start Button in the lower left corner of the screen, move the cursor
up to Programs, then move to Microsoft Office. Move down to Microsoft
Excel 2007 and click.

A spreadsheet is a “number manipulator.” To make the handling of numbers easier, all

spreadsheets are organized into rows and columns. Your initial spreadsheet will look
something like the one below:

Notice that the “main” part of the spreadsheet is composed of Rows (Labeled 1, 2, 3, 4, etc.)
and Columns (Labeled A, B, C, D, etc.). There are a lot of rows and columns in a spreadsheet.
The “intersection” of each row and column is called a cell. In the image above the cursor is
on the “home” cell – A1. Notice Row 1 and Column A are “bold,” and colored “orange.”

Prepared By: Muhammad Haris

2
This indicates what is called the “address of the cell. Notice right above cell A1, that A1 is
displayed in a small box called the Name Box. Whenever you “click” on a cell the address of
that cell will be shown in the Name Box.

If you have used previous versions of Microsoft Excel you will quickly notice that the above
image is very different from what you are used to seeing. In Excel 2007 you will now use Tabs,
Ribbons and Groups, as well as special Tabs/Ribbons. These replace the Menu Bar and Buttons
in older versions. For an overview of 2007 Office, please see the Introduction to Microsoft
Office 2007 Tutorial. This short tutorial introduces you to the many enhancements in the 2007
Office Suite.
In this tutorial, whenever we indicate that you need to click the mouse, it will mean to click the
left mouse button – unless we indicate that you should click the RIGHT mouse button. So,
always “click left” unless we tell you otherwise.

Moving Around the Spreadsheet

You can move around the spreadsheet/cells by clicking your mouse on

various cells, or by using the up, down, right and left arrow movement
keys on the keyboard. Or, you can move up and
down by using the “elevator” bars on the right and
bottom of the spreadsheet. Go ahead and move
around the spreadsheet. Hold down the down
arrow key on the keyboard for a few seconds – then click-on a cell. Notice how the Name Box
always tells you “where you are.” Now hold down the right arrow key on the keyboard for a
few seconds. Notice how the alphabet changes from single letters (A, B, C,. …. Z) to several
letter combinations (AA, AB, AC). There are hundreds of columns and thousands of rows in
a spreadsheet. Anytime you desire to return to the Home Cell (A1) simply click-in the Name
Box and type-in A1. Then tap the Enter key and you will go to cell A1. You can go to any cell
by this method. Simply type-in a row and column, tap the Enter key, and you’ll go to that cell.
If you want to go to the last column on the right, hold down the Ctrl key and tap the right arrow
key.

Prepared By: Muhammad Haris

3
If you want to go to the last row at the bottom, hold down the Ctrl key
and tap the down arrow key.

Now that you have the “feel” of how to move around the Excel spreadsheet, go to the cells as
indicated below and type-in the following:

C1 (Your Name)'s Budget. It should look similar to the image below. Do not tap Enter
when you finish

Look at cells C1 and D1. Notice how your entry has spilled over from C1 into D1.
Sometimes this is a problem, and sometimes it is not.

Tap the Enter key and then click-

on cell D1 and type-in the word
BONZO and tap the Enter key.

Notice how BONZO now COVERS the right part of your original entry!! Move your
cursor over cell C1 and click-on it. Look at the upper part of the spreadsheet, just above the
cells where you typed BONZO. Your name and the word budget are still there! Bonzo only
COVERED the portion in cell D1. See the image and arrows below.

Prepared By: Muhammad Haris

4
There are several ways to take care of this. For the moment move back to cell D1 and click-on
cell D1. Tap the Delete key (above the arrow movement keys on the keyboard). Notice that
Bonzo disappears and your entire entry reappears. This is one way to expose the entry. We'll
look at some others as we go along.

Now we'll continue entering text and data. We think that creating a simple personal budget
would be a logical way to show you how a spreadsheet “works.” Move to the following cells
and type-in the information indicated. You can click-on each cell and then type-in the entries.

If you happen to make a mistake simply retype the entries. Later on we'll see how to
edit mistakes. Any time you want to replace something in a cell you can simply retype and the
new entry and it will replace the old one.

Cell Type-in

A3 Income

B4 Parents
B5 Job
B6 Investments
B7 Total

A10 Expenses

B11 Food
B12 Beverages
B13 Parties
B14 Miscellaneous

Prepared By: Muhammad Haris

5
 B15 Total

Your spreadsheet should now look similar to the image on the right.
At this point you probably noticed, the words "Investments" and "Miscellaneous" run over the
spaces given in the cells. Do not be concerned at this point. We’ll soon fix this.

Now, type the numbers in the cells

indicated:

C4 300
C5 50
C6 150

When you type-in the 150, tap Enter.

Your spreadsheet should look like the image

on the right.

Notice, when you enter text that the words line up on the left side of the cells. When you enter
numbers, they line up on the right side. This is because we are using the United States
(English) version of Excel. Other international versions will line up logically for their text and
monetary forms.

We would like to place an underline at the bottom of the three figures so that we can indicate
a total below – in cell C7. Point to cell C7 (with the mouse). That's where we want the line --
always move the cursor to the place where you want to insert a line. With the Arrow on cell
C7 tap the RIGHT mouse button.

Prepared By: Muhammad Haris

6
A sub-menu with a caption Format Cells
appears.

The RIGHT click will “always bring up” a

menu that is “tailored” to the “place” where
you click. This will work in any Microsoft
Windows product. You can always tell
“where” you click the right mouse button
for the cursor arrow will always be in a
corner of the menu that appears – exactly
where you clicked the right mouse button..

Select Format Cells.

When the Format Cells menu screen (below) appears, select the Border Tab.

Look at the Line Style box on the

right side of the menu screen.
There are several types of lines that
you can choose. Point to the
thick single line in the Style Area
(see arrow) and click the left
mouse button. A box will go
around the line. Look at the area
which says Border. Point to the
upper part of the Text box (see
arrow) and click the left mouse
button. A thick black line will
appear at the top of the Text box.

Prepared By: Muhammad Haris

7
If the thick line does not show-up at the top of the Text box, click-again at the “top line area
in the Text box” and the line will “disappear”. Then click-on the thick, single line in the Line
Style box again and repeat the previous instructions. If, somehow, you make a mistake, simply
click “on and off in the Text line boxes.” You will notice that the lines appear and disappear.
This is called a “toggle” in computer “talk.” So, work at this until you get the line on the top of
the cell. We have indicated that we want a single thick underline at the top of the cell C7. Point
to OK and click the left mouse button.
When you return to the spreadsheet, click somewhere
other than cell C7. This is called “clicking away.” You
should now see a line at the top of cell C7. Sometimes the
box highlighting a cell hides the lines. If you “messed-up”,
try again.

Now type in the numbers in the cells indicated.

C11 30
C12 50
C13 150
C14 70 (After you type 70, tap the Enter key)

Now, underline the top of cell C15 like you did cell C7.

Your spreadsheet should now look like the image on the

right.
Widening Columns
You probably noticed, as you typed in the numbers, some of the words were just too wide for
the default cell width (Investments and Miscellaneous). Let's widen column B to take care of
this.

Prepared By: Muhammad Haris

8
Slowly move the mouse arrow to the right
edge of the B cell (between the B and the
C). The cursor will turn into an arrow
pointing right and left with a small vertical line in the middle (see arrow below).
Hold down the left mouse button and move (drag) the line to the right.

As soon as you start to move (drag) the mouse, a dotted

vertical line will go down the spreadsheet and it will move as
you hold down the left button and drag the mouse to the
right. Keep moving your mouse to the right until you are past
the widest word - and a bit more (for some space). Release the
button. The column is widened. Notice, above the two headed
arrow cursor, that as you hold down and drag, it indicates the
current width of the column.

Here is another way to widen a column. Point to the B at the

top of column B (in the Gray area) and click the left mouse button (The cell should turn dark
blue and the column light blue.).

Now, keeping the cursor somewhere in the “blue”

area, click the RIGHT Mouse Button. Notice
that a menu with Column Width… appears. Click-
on Column Width… A new Column Width
menu appears. Type in 15 and click- on OK. This is
another way to widen a column.

Prepared By: Muhammad Haris

9
Inserting Rows

Oops... a mistake (on purpose). We haven't left enough room at the top of the spreadsheet to
insert some budget months. So... move the cursor to the gray 2 along the left edge (this is the
second row) so we can insert two new rows. Click the left mouse button. You will notice that
the whole row goes light blue and the 2 turn’s dark blue. Make sure the cursor arrow is
either on the 2 or somewhere in the blue row.

Click the RIGHT mouse button. A drop down menu will appear.
Point to Insert. Click the left button on Insert. Notice how one
row was inserted and how everything below moved down. Do this
again to insert another row. Excel, and all spreadsheets,
will remember where they mo ved your work and
automatically adjust for these changes. Income should now be in cell A5.
Aligning Cells
Now we'll type some more text. Go to cell

C3 SEPT (Type-in SEPT and tap the Enter key)

Notice how SEPT is automatically left aligned. Logically,

since you are using Excel, the English version, the text is left
aligned so that all of the text entries will line up nicely in the
column cells. We would like to center SEPT in cell C3.
Click on cell C3 to “mark” the cell. One way to center

Prepared By: Muhammad Haris

10
SEPT is to simply click-on the Center button in the button bar at the top of the screen. Make
sure that you are ON cell C3, then click-on the center button (see image above right). You’ll
notice that SEPT is now centered in cell C3.

Here is another way to center SEPT. Click RIGHT on

cell C3. Then click on Format Cells.

When the Format Cells

Menu appears, click-on the
– Alignment Tab and then
click-on -- Horizontal -
Center --Vertical - Center --
then click OK. Try it.

This is how you can align

words for neatness. You can
also point to several cells you
want aligned and do this.
We'll try that next.

Prepared By: Muhammad Haris

11
Now type the below text in the cells indicated.

D3 OCT
E3 NOV
F3 DEC
G3 MONTHLY TOTALS (tap the Enter key and then widen the width of
Column G)

Next we’ll highlight cells C3 through G3. To do this, point to C3 and click the Left
mouse button. Then, holding down the left mouse button, drag (move) the mouse to the right
through G3 – when the cells are highlighted – take your finger off of the left
mouse button.

Then point to the group of cells and click the RIGHT mouse button to bring up the Format
Cells menu. Click the Alignment Tab and choose Center (vertical & horizontal). Then point
to OK and click the left mouse button. All of the cells will be as centered. You could also click
the Center button as you did before.

Don’t forget to widen Column G and MONTHLY TOTALS. You know what to do. Move
the cursor over the line between cells G and H and drag the line to the right to widen the G
column, just like you did a few minutes ago.

Prepared By: Muhammad Haris

12
Saving Spreadsheets

We have done quite a bit of work so now is a good time to save your spreadsheet.

If you have used previous versions of Microsoft Office, 2007 Office will be quite different - in
many ways. You’ve already noticed the Tabs and Ribbons, and that there is no File choice in a
Menu Bar. Many “selections” have changed significantly in 2007 Office. This is one of them.
Microsoft Office Button

The Microsoft Office Button has

replaced File in the Menu Bar. In the
upper left corner of your Excel 2007
screen you will see a button similar to the
image on the right. This is the Microsoft
Office Button.

Click the Microsoft Office Button.

You will now see the Excel 2007

Microsoft Office Button selections.

First, notice that many of the “old”

File-Menu Bar choices are included
in this menu (they are all here –
we’ll show you.)

When we move our cursor over

Save As an expanded menu of Save
choices appear on the right.

Notice that You can save your

Prepared By: Muhammad Haris

13
spreadsheet in many different formats.

If you save as Excel Workbook, it will save your spreadsheet in an .xlsx format. This will
save your spreadsheet in an Extensible Markup Language (XLS) format. This format
requires less storage space and makes the spreadsheet more “shareable” with others.
However, folks using previous version may have a problem opening your spreadsheet (and may
have to download a special program to assist them).

Many folks really like to save their files in Portable Document Format (PDF). One of the neat
new features of 2007 Office is the ability to save applications as PDF.

For this introductory Excel tutorial, we’d suggest that you save in the Excel 97-2003
Workbook format.

It’s your choice, so you select the format you desire.

Notice in the upper left corner that

there is a “box” to the right of Save In:
with a down pointing arrow to the
right. Click-on the arrow. This will
show you all of the “drives” and “folders” where you may save your work.

Prepared By: Muhammad Haris

14
When you see the drop-down list in the Save in: area, choose the drive where you want to save
your file. If you are going to use a diskette, put a formatted 3 ½ diskette in the A Drive, then
click-on the 3 ½ Floppy (A):. We are going to save our file on the Local Disk (C:) – our hard
drive, so we chose that drive in the image above (see top arrow).

To the right of File name:, delete the information (which is in the box) and type-in
MYBUDGET (see lower left arrow above). This is the name under which you are saving your
file. (In the future you will choose logical names for your spreadsheets as you save them.) Now
point to Save and click the left mouse button (see lower right arrow above).

Exiting Spreadsheets

Prepared By: Muhammad Haris

15
Anytime you need to leave your spreadsheet, click the
Microsoft Office Button in the upper left corner of your
Excel screen, then click Exit Excel. If you have not saved
your spreadsheet, a reminder box will appear asking you to do so.

Notice the Excel Options button to the left of Exit Excel. Earlier, we indicated that all of the
choices under File in the Menu Bar are still available using the Microsoft Office Button. Click
the Excel Options button. The Excel Options menu screen (below) will appear. As you can
see, all of the choices available under File in the menu bar are here – as well as many more.

If

Prepared By: Muhammad Haris

16
you click the Resources selection in the Excel Options menu, you will see some great on-line
resources available to assist you with Excel.
Retrieving Spreadsheets

When you need to return to a spreadsheet, open

Excel, as you did on Page 1. When Excel opens, click
the Microsoft Office Button in the upper left corner of
the Excel screen.

When you click the Microsoft Office Button you will see, on the right of the Microsoft Office
Button menu screen your spreadsheets (Recent Documents). Your MYBUDGET should be on
the list. Click on MYBUDGET and your spreadsheet will open.

If you do not see your spreadsheet, click the Open button and follow the steps you used to save
your spreadsheet (on Pages 9-11) – except choose Open.

Adding Numbers

Next we want to learn how to add numbers. There are several ways to do this. Each method has
its advantages and disadvantages.

Prepared By: Muhammad Haris

17
Begin by moving your cursor to cell C9, and clicking-on cell C9.

Always move to the cell where you want the answer

to be located.
TYPE-IN METHOD

We want to add the three numbers in cells C6, C7 and C8. To use this method type-in (using
the keys on the keyboard) the following formula in cell C9:

= C6 + C7 + C8

Your spreadsheet should look like the

image to the right as you are typing in
this equation. Note: you don’t have to
use capital (upper case) letters – we only did this because they are easier to “see” in the
tutorial.

Now – tap the Enter key. Then, click

on cell C9 again. The total of these

cells will now appear in C9.

When you have completed typing your equation, you will see
this formula in the area below the menu bar.

Change the number in cell C6 to 500 (and tap Enter). See how the total AUTOMATICALLY

Prepared By: Muhammad Haris

18
recalculates!!!

THIS IS THE TRUE POWER OF THE SPEADSHEET !!!

Whenever a number is entered in a cell the entire spreadsheet will

automatically recalculate.

Something happened here. Notice: you typed an (equal sign) = before the cell location.
If you had typed in C6 + C7 + C8, Excel would have thought this entry was a word (text) and
this entry would have shown as you typed it.

Try this if you want. Any time you “create” an error in Excel, you can simply re-type or edit the
formula to correct the error.

The Type in Method is really easy if you have a few numbers and can see their cell locations
on the screen. If you have a lot of cells in the formula, which are on several screens, this is not
such a great method. The next method will work a lot better for numbers “all over the place.”

Subtraction, Multiplication, and Division

You can type a (minus) - for subtraction, (asterisk) * for multiplication, and (slash) / for
division. As you become more skilled we'll, build some effective formulas – using these
features.
Point Method

Move to cell C9 again and click-on it. We'll now add the numbers a second way. Tap the

Delete key on the keyboard to delete the current formula.

First, tap the = and then POINT (move) the cursor over cell C6 and tap the LEFT mouse

Prepared By: Muhammad Haris

19
button on cell C6 (you will see a marquee box go around the cell). Now tap a + and move

cursor to C7, tap the left mouse button, and tap another + and move the cursor to C8 and tap
the left mouse button (notice how as you " + and point " the addition formula is being built
in cell C9), now tap Enter. The same formula can be built using the arrow movement keys
on the keyboard (except that you don’t have to click each cell as the cell is marked - when you
move with the arrow keys). Notice, as you are entering the cell addresses, that as you place
another + in the formula, that the cursor “returns” to cell C9. Also notice, as you point to
each cell that it is highlighted by a “marquee box.” This “tells” you what cell you’ve pointed
to. Pretty neat!

This method is good when you need to move to numbers that are spread out all over the
place. Some people like it best and use it all the time -- it's your choice.

Function Method

Move again to cell C9 and Delete the formula by tapping the Delete key.

Now type in the following:

=SUM(

[This tells Excel that we are going to

sum some numbers in a RANGE
which will follow the =SUM(]

Notice – a new feature in Excel 2007: As you are typing SUM in cell C9 that a pop-up menu
appears under the cell. What you see are mathematical functions. One of these is SUM. As
you become more comfortable with numbers in Excel, you can select the functions you need
without typing in the entire function. We’ll get into this a bit more later.

Prepared By: Muhammad Haris

20
There are two ways to put in this range:

Arrow Key and Anchor Method: With the keyboard arrow keys, move the cursor to cell
C6. As you move you will notice that the cell where the cursor is located appears after the
=SUM(. When you get to C6 tap the . (Period) Key. This is called an ANCHOR and holds
one end of the RANGE in place. You will notice that a C6:C6 appears in the formula area
under the button bar. This is a one cell range. Now move, with the arrow keys, to cell C8.
See how cells C6, C7 and C8 are highlighted. This indicates the Range is C6:C8. Excel
assumes, logically, that these are the numbers you want to add. Now tap Enter. The numbers
still add, but now the formula reads =SUM(C6:C8) instead of =C6+C7+C8 like it did before.

Mouse Method: Move again to cell C9. Delete the formula in cell C9 by tapping the Delete
key. Type in =SUM( as you did before. Point to Cell C6 – with your mouse cursor. Click
and hold down the left mouse button and move/drag the cursor down to Cell C8 (Cells C6, C7
and C8 should be highlighted) – take your finger off the left mouse button. Tap Enter.

This =SUM Function is a great way to add a lot of numbers, or a block/range of numbers.
By simply anchoring, and using page downs, or using the mouse, you can highlight lots and lots
of numbers to add quickly. However, since it only sums you can't do subtraction, etc.

Point to cell C9 again. Tap the Delete key to remove the formula currently in cell C9. This is
a really important DELETE, since what we’ll explain below won’t work correctly if you do
not delete the formula in cell C9.
Functions

There are a number of formulas built

into Excel, like Sum. These formulas
are called Functions.

Another new feature of Excel 2007 –

Tabs/Ribbons. Look at the top of your

Prepared By: Muhammad Haris

21
Excel screen and click on the Formulas Tab. The Formulas Ribbon will display.

On the left of the Formulas Tab/Ribbon is an Insert Function button. Click the Insert
Function button.

The Insert Function menu screen will

appear (image at right).

Let’s work with the Insert Function

menu screen. Click the small down
arrow to the right of Or select a
category: (see arrow at left).

In the drop down menu that appears

you can see that there are all kinds of
formulas (functions) that come with
Excel spreadsheet (e.g. statistical,
mathematical, financial, etc.). Instead
of having to go to math, financial, or
statistical tables in a book, you can enter data from your spreadsheet into the formulas and
receive answers.

This is a really great, timesaving feature. We’ll now show you how to use the Help features of
Excel 2007 to work with, and understand, these functions.

Prepared By: Muhammad Haris

22
 Click All in the drop down menu.

The Select a function menu will look like the image below.

Look at all the functions (formulas)! We’ll just go through how to use the addition formula
(SUM) in this tutorial. If you need these formulas in the future, you’ll know they’re here.

Use the elevator bar on the right side of the Select a function menu screen to move down the
list until you see SUM. Click SUM.

Then click OK.

Prepared By: Muhammad Haris

23
Remember, you clicked-on Cell C9 – which was “empty” because you deleted the formula in
that cell.

When you clicked OK, the Function Arguments menu screen (above) appeared. If you look
at the top of the screen in the SUM area, you’ll see that Excel 2007 has “guessed” that you
desire to add the numbers above cell C9 – where you clicked in your spreadsheet. Smart
Excel! Notice that it indicates that cells C6:C8 will be added (sum cells C6 through C8 – the
colon (:) means “through.” It also indicates the numbers in cells C6, C7 and C8 and gives you
the sum {300;50;150} = 500 (right arrow above).

But it’s a little unclear how Excel did this. The Help on this Excel Function is excellent. So, to
see how this SUM equation works, we’ll go to Help. To do this, click Help on this function in

Prepared By: Muhammad Haris

24
the lower left corner of the screen (see lower left arrow above).

You will see a Microsoft Office Excel Help window appear (similar to the one above) that will
show you how to use this SUM function (or any function).

One of the really neat things about these Help windows is that there are examples for each
function. We moved down the SUM help screen using the elevator bar on the right of the help
screen. The bottom of the screen looks like the image below. Spend a few minutes looking at
the SUM Help window and notice all of the features.

The bottom of the

SUM help screen
looks like the
image on the left.
Notice that it gives
you examples
from a small
spreadsheet that
has data in cells
A1 through A6. It
uses these numbers

Prepared By: Muhammad Haris

25
in the examples at the bottom of the help screen.

When you have reviewed all of the help you care to see, carefully click the X at the upper right
corner of the Microsoft Office Excel Help blue bar to close the Microsoft Excel Help
window. If you accidentally close the spreadsheet, simply reply yes to Save, and then re-
open the spreadsheet as you did on Page 13.

The Function Arguments menu screen will still be on the screen.

Prepared By: Muhammad Haris

26
As you can see, in the area to the right of Number 1, the “Wizard” has “guessed” that you want
to add the numbers in the range C6 to C8 - (C6:C8). Now that you are becoming skilled with
Excel, we’ll try something special. Carefully, point to some “plain part,” in the gray area
above. Click and hold down the left mouse button, and drag the above SUM box “away” so
that you can see your numbers in C column cells. When you have done this, release the mouse
button. Now click-on the “small box” on the right edge of the Number 1 area (see arrow
above). It has a little red arrow in it.

The below Function Arguments window will appear.

Highlight cells C6 to C8 in the spreadsheet (click-on C6, hold down the left mouse button,
and drag until the three cells are highlighted). A “marquee” will begin to flash around the
cells, indicating they are highlighted (left arrow above). The Function Arguments area will
appear as above. Now click the small button on the right of the cell (see right arrow above).
Prepared By: Muhammad Haris
27
The numbers will show in the area to the right of Number 1. Click OK at the bottom of the
Function Arguments menu screen. You’ll see that the SUM formula [=SUM(C6:C8)] shows
in the formula area at the top of the screen. This is a really handy method to highlight a
“group” of numbers you want to add.

AutoSum METHOD - ∑

Since we add numbers more than any other

operation in spreadsheets, Excel spreadsheet
has an additional feature - Auto Sum. Move
to cell C9 again and tap the Delete key to
erase your last formula.

You should still be on the Formulas

Tab/Ribbon. Notice ∑ Auto Sum button.
Click the AutoSum button.

An image similar to the one on the left

will appear.

Click ∑ Sum.

Prepared By: Muhammad Haris

28
WOW !! Automatic addition!! Notice that the cells,
you’d logically desire to add, have a marquee around
them and that the SUM function is displayed in cell C9.
You’ll need to confirm that this is the correct formula.
So, tap the Enter key, and the SUM function will now
be set in cell C9. Any time you want to add using this
method just click-on the cell where you desire the total to be and click ∑ Sum.

This would be a good time to save your work.

PERIODICALLY SAVE AND REPLACE YOUR WORK IN CASE YOU LOOSE

POWER TO YOUR COMPUTER

Now move to cell C17 and add the total Expenses in cells
C13 to C16 - using each of the four methods.
While you are in cell C17, go ahead and place a line at the top of cell C17 using the format
cells – border method that you learned on Page 5.
Subtraction

In cell A19 type-in Net Income. Next, adjust the width of column A (Page 6).

Click-on cell C19.

In cell C19 we want to subtract ( - ) the amount in for Expenses in cell C17 from the amount
for Income in cell C9. This can be accomplished by using either the Type-In Method or Point

Prepared By: Muhammad Haris

29
Method. Go ahead and do this. Don’t forget to tap the Enter key to confirm your formula.

The formula should look like =C9-C17

More Cell Formatting

We want our numbers to look better. To do this we'll include dollar signs and decimal points
in our numbers. This is done by using the mouse. Point to cell C6, hold down the left mouse
button and drag (move) down slowly to highlight cells C6 through C19. Your screen should
look like the image below.

Now point anywhere in the highlighted area

and click the RIGHT mouse button. A pop-up
menu will appear. Click-on Format Cells (like
you have done before).

Your Format Cells menu screen will appear – similar to the image at the top of the next page.

Click-on the Number “Tab” at the top of the Format Cells menu screen. Point to Currency
and click-on Currency.

Prepared By: Muhammad Haris

30
Notice several things. The right side shows the number of decimal places. The 2 is the
default for cents. We'll use 2. Notice above the Decimal Places that there is a sample of what
our number will look like. At the lower right it shows how negative numbers can appear,
depending on your choice. When a negative number is calculated, it will appear with your
choice. Now click-on OK. All the numbers now have $. If you have large numbers that are
"too wide" for the current column width you will see some ######## in the cells where these
numbers are located. If this occurs in your spreadsheet, go ahead and widen the columns as you
did previously (Page 6).

Your spreadsheet numbers should now look like the one

on the left.

Prepared By: Muhammad Haris

31
Division

Now move to cell A21 and type in the word Percent. We're going to calculate a fun percentage
to show you how division works and give you some more practice with numbers.

Now move to cell C21. Using either the Type-In Method or the Point Method, divide ( / ) the
amount for Income in cell C9 by the amount for Expenses in cell C17.

[The formula should look like =C9/C17]

This will give you a horrid number so why not put a percent symbol with it. Now we’ll repeat
what we did above to format our $$$$ (Currency).

Percentages

Point to cell C21 and click the RIGHT mouse button. Point to Format Cells, then click the
Number tab, then click-on Percentage. Select zero ( O ) Decimal Places. Click OK.
Ta Da !!! A %.
Your spreadsheet should look similar to the image below.

Copying
We could repeat what we did to this point and fill in the
Income and Expenses for each of the remaining columns
(months). There is a simpler way to do this. Assuming
our income and expense amounts are about the same,
throughout the months, we want to copy the amounts in

Prepared By: Muhammad Haris

32
Column C to Columns D, E and F. This will require TWO “steps.”

First: Move your cursor to cell C6. We'll highlight what we want to copy; second, we'll tell
the spreadsheet where we want to place what we've copied. So, point to C6, hold down the
left mouse button and drag (move) down the column until cells C6 through C21 are high-
lighted. Your highlighted area should look like the one on the left.

Click the Home Tab then click the Copy

button.

You will notice that once again, when you highlight an area, a marquee of
running lights moves around the copy area. So, you’ll know you highlighted the correct area
(image on right).

Now we'll tell Excel where to copy the data. Point to cell D6, click and hold down the left
mouse button and drag down and to the right to cell F21 (This will highlight three columns
-- OCT, NOV, DEC -- to copy to.). When you have finished your highlighting, your screen
should look like the image below.

Prepared By: Muhammad Haris

33
Make sure you are still on the Home Tab and click the Paste button. Wow !' All those
numbers and dollar signs and formulas - EVERYTHING - was copied in a flash!! That
sure saved us a lot of time.

Your spreadsheet should look

similar to the image on the right.

Click on a cell away from the

area where the numbers are located. This will “turn-off” the highlight. Tap the Esc key
and the marquee will also disappear.

Prepared By: Muhammad Haris

34
Change a few numbers in each of the months in both the income and expense areas
to see how the spreadsheet works.

Notice how all of the formulas, totals, and percentages change –

AUTOMATICALLY!!! This is the POWER of a spreadsheet!!!!

(This will make the graphs we’ll create more realistic when we create them later in the
tutorial.)

Our spreadsheet now looks

like the image on the right.

This would be a great time to Save again.

Now for something to do on your own.

Entering formulas in the Monthly Totals Column

Click cell G6 (under the title Monthly Totals). Choose one of the formulas you learned
earlier to add the four monthly amounts in the Parents row. Use any of the four
methods you desire. Your spreadsheet should look similar to the image below:
Prepared By: Muhammad Haris
35
After you have added the four columns in cell G6, you’ll
copy the formula in cell G6 to cells G7 through G19.
Click on cell G6 and follow the Copy process you did on
Page 26.

Next, click on cell G7, hold down the left mouse button,
and drag down through cell G19. Your spreadsheet
should look like the one to the right.

Now follow the Paste process you used on Page 26 to paste the formula from cell G6 to
cells G7 through G19.

After you Paste your formula, you will see some "stuff
(zeroes)" in cells G10, 11, 12, and 18. This is because
there was "nothing there" to add. So, go in and “clean-
up” these cells by deleting the zeros in these cells.

Go to cells G9 and G17 and underline like you did on Page 5.

Prepared By: Muhammad Haris

36
Copying the Percentage Formula

Notice that we didn’t copy the percentage formula when we did the
last copying process. If we had copied a SUM formula, it would have
added the four percentages. We don’t want the sum of the
percentages. We want a percentage of only applies to the overall
Monthly Totals. So, we need to copy the percentage formula
separately. Click on cell F21, copy the percentage formula in cell
F21 to cell G21. This is the average percentage that Income is greater
than Expenses.

Now put a $ in cells G6 through G19 (like you did on Pages 23 and
24) , and a % in G21 (Page 25). Your spreadsheet column G should look something like
the image on the right

This would be a great time to Save again.

Absoluting (and multiplication)

There are times, when we are working with a spreadsheet, that we do not want a cell to

"roll" to the next column when we use the copy feature of the spreadsheet – like it did in our
last copying exercise. To stop the cells from “rolling” we utilize something called absoluting.
The following is an illustration of absoluting.

Go to cell A23 and type-in Number. Go to cell A25 and type-in Result.

Prepared By: Muhammad Haris

37
Go to cell C23 and type in the number 2 – then tap the Enter key.

We'll now create a formula to multiply our number times Net Income. You may use either the
Type-in or Point method. Go to cell C25, and type-in a formula to multiply cell C23 times cell
C19.

The formula should look like: =C23*C19

The result in C25 should be two times the net income in cell C19.

Now copy the formula in cell C25 to cells D25, E25, F25 and G25. Your row 25 should look
similar to the one below.

Uh Oh!!! Where did all of those "0's" come from?

Point to each of the cells D25, E25, F25 and G25. Notice, as you click on each cell, and look
at the screen, how C23 (the cell with the 2) "rolled" and became D23, E23, F23 and G23
(which are blank - this caused the "0's"). A blank times a number is a “0.”We want the 2
to be in each formula and not to "roll".

To do this we utilize something called Absoluting or Anchoring.

Go back to cell C25. Now we'll enter the formula again, but a little differently
(to anchor the 2).

Type-in a =C23 (or you could type = and point to C23). NOW, tap the F4 function
Prepared By: Muhammad Haris
38
key. Notice, in cell C25 and the Edit bar at the top of the screen, that the =C23 changes
to: $C$23. (This tells you that cell C23 is absoluted or anchored. The "$'s" indicate the
absoluting.) Now finish the formula by typing in or pointing *C17 as before. Tap Enter.

The formula in cell C25 should look like: =$C$23*C19

Now copy the formula in cell C25 to cells D25, E25, F25 and G25 again. Your row 25 should
look similar to the image below.

The numbers should now be correct. Point to cells D25, E25, F25 and G25 (like you did
before). You will notice the "$'s" have copied the =$C$23 to each cell (absoluting) and the Net
Income figures (Cells D19, E19, F19 and G19 have “rolled” as they should. Absoluting is
something you should know and understand.

Pause and reflect -- Look at all you have accomplished. If you want go in and change
some more numbers or change the income and expense titles to something you feel is
more fun or appropriate, please do so.

This would be a great time to Save again.

The next important lesson is to learn how to print. This done with a few easy steps.

Prepared By: Muhammad Haris

39
Printing

First, click cell A1.

All of the Windows spreadsheets try to figure out what you want to print. Sometimes they're right,
sometimes they're wrong. So........
The most important thing with printing is to tell the printer what to print.
Unlike a word processor, you may need to highlight what you want to print. For the moment,
we’ll assume that Excel 2007 will “guess” correctly, and that you have not “clicked” somewhere
that will cause a problem. If you do have problems, which we’ll know in a second, we’ll show
you how to take care of the problem - a bit later.

It's usually a good idea to see what our printout will look like – before you print it. First, we’ll
use a Print Preview to “see” what our spreadsheet looks like.

Click the Microsoft Office Button.

When the menu screen appears, move your

cursor over Print and then click the Print
Preview choice

At the top of the Print Preview

screen you will see the Print

Prepared By: Muhammad Haris

40
Preview Tab.

We’ll these buttons to assist us with our printing.

Notice: the Next and Previous buttons are not highlighted – they are just gray. This means
that the buttons are not “active.” This indicates that we are OK with our spreadsheet – it is all
on one page. If we saw that the Next button was active, this would mean that there are other
pages to our spreadsheet. If you’ll look at the lower left corner of the Print Preview screen
you’ll see: Preview: Page 1 of 1. This confirms that our spreadsheet is on one page. If you
do not see this “combination,” we’ll show you how to take care of it later.

If you do see this combination, click the Print button. Then,

Click-on OK in the Print menu screen that appears.

Label (write on) this printout: Default Spreadsheet Printout.

A picture, of what the printout will look like, appears below.

Prepared By: Muhammad Haris

41
The “image” above should also look similar to your spreadsheet.

If you move your cursor over the spreadsheet, you’ll notice that the
cursor changes from an arrow to a tiny magnifying glass. If you click the
left mouse button, your magnifying glass will “zoom-in” on the exact
spot where the magnifying glass is located. If you click-again, it will
zoom-out. Try this a couple of time. It is a really handy feature.

Now click the Page Setup button on the Print Preview

Tab.

The Page Setup menu screen at the top of the next

page will appear.

Prepared By: Muhammad Haris

42
Notice that the Page Setup menu screen indicates that you are in Portrait view. Now we’ll
enhance the spreadsheet to make it a bit more presentable. In the Orientation area click-in the
small circle to the left of Landscape (see arrow above). The spreadsheet will now print on the
page as indicated. Next, in the Scaling area, click-in the box to the left of % normal size.
Using either the “up/down” arrows, or by typing in the information, change the size to 125.
Then click OK.

Your spreadsheet will now be larger and fill the paper more appropriately. Click-on Print and
when this spreadsheet comes out of the printer label it: Landscape – enlarged to 125 %.

Go ahead and adjust the “size” of your spreadsheet so that it becomes too large to fit on a single
page. Set the Scaling to 200 and click OK. When you return to the Preview screen, the Next
and Previous buttons at the top left will now be active, and you’ll see 1 of 3 or 4 pages in the
lower left corner of the screen. Go ahead and click the Next and Previous buttons to get a
“feel” for the “size” of your spreadsheet. If you click-on Print (please don’t do it), you’ll get
these 3 or 4 pages. If you made a mistake when you created the spreadsheet, you might see that
you have 58 (or some big number of) pages in your spreadsheet!

Now, click-in the small circle to the left of Fit to 1 page(s) wide by 1 tall in the Scaling area
and make sure that 1 page is set. Excel 2007 will now return your spreadsheet to one page. Try
other things here. Work with the Margins, Header/ Footer, and Sheet tabs at the top of the
Page Setup menu screen. Any time you desire to print, go ahead and do so. This will give you a
feel for how the spreadsheets will print. When you are finished, simply click OK or Cancel and
you will return to your spreadsheet.

Many people ask how to center a spreadsheet on the page. This feature is located on the
Margins Tab at the bottom left of the Margins screen.

Many users also ask how to place gridlines and show the row and column headings (A, B, C
and 1, 2, 3) in their spreadsheet printouts. This feature is located on the Sheet tab in the Page
Setup menu screen.

Prepared By: Muhammad Haris

43
When you are finished working with Print Preview, click the Close Print Preview button.
When you return to your spreadsheet you will see “dashed lines” around your data. Print
Preview added these to assist you in knowing where the “edges” of your printed data will be on
paper. We’ll show you a nice new feature that assists even more in a minute.

Cure for the problem – if you have too many spreadsheet pages.

Click cell A1 and highlight your

spreadsheet down through cell G25.

After you’ve highlighted A1 through

G25, click the Microsoft Office Button
and then click Print. In the Preview and
print the document area (on the right)
click Print

A Print menu screen will appear.

In the lower left corner of the Print menu screen you will see an
area that looks like the image on the right. Click-in the small
circle to the left of Selection. This indicates to Excel that you only
want to print the area you’ve highlighted. Click OK. Only the
section that you’ve highlighted will print. You can still modify

Prepared By: Muhammad Haris

44
your spreadsheet if you desire. Once you’ve clicked Selection, you may click-on the Preview
button to see a preview of your highlighted area. Follow the instructions above to modify as you
desire.

Page Layout View

Now that you have a “feel” for printing your spreadsheets, we’ll look at a neat new feature in
Excel 2007 – Page Layout View. In the lower right corner of your Excel screen you’ll see the
Excel 2007 Toolbar.

Page Layout Zoo

The Excel View Toolbar

looks similar to the image on
the right.
Normal View Page Break

You are currently in Normal View. Look at your screen and then click the Page Layout
button (as shown above) on the Excel View Toolbar. Your Excel screen should look similar to
the image below. Wow! Your screen now has all the settings you entered in Print Preview.
Notice the Rulers
at the top and on
the left – just like
Microsoft Word!
So you now have
a very accurate
Print Preview as
you are working.

Prepared By: Muhammad Haris

45
Spend a few minutes using the Elevator Bars on the Right side and Bottom of your Excel
spreadsheet to move up and down and left to right. As you move you’ll see the Page Breaks and
Pages as they’ll Print!

Headers and Footers

Look at the top of your spreadsheet and you’ll also see an area which indicates: Click to add
header.

If you desire a Header (or Footer) on each spreadsheet page, you can now create them in this
view! Notice (above) we’ve moved our cursor over the center Header area (the Footer area is
at the bottom of the page). When we did it turned light blue. If you move your cursor over the
left and right Header areas, you will see that they’ll turn blue as well. If you then click on one of
these areas you’ll see a Header & Footer Tools Tab – with a Design Tab below. In the Design
Ribbon you’ll see that this Tab/Ribbon is “tailored” to work with creating your Headers and
Footers. This is one of the great new features in 2007 Office and Excel.

Prepared By: Muhammad Haris

46
Go ahead and experiment as you desire. This new feature really makes working with Headers
and Footers really easy.

Print Preview Button in Quick Access Toolbar

Since you’ll be using the Print Preview feature frequently, it would be nice to have a button
in the Excel Quick Access Toolbar, so you won’t have to do all that “clicking.”

To add a Print Preview button click the

Microsoft Office Button - like we did to
open our Print Preview..

When the menu screen appears, move your

cursor over Print and then move the
cursor over the Print Preview choice.

Prepared By: Muhammad Haris

47
When the Print Preview selection “turns orange,” click the RIGHT mouse button and a
pop-up menu will appear.

Move your cursor over the Add to Quick Access Toolbar selection and click the left mouse button.

As soon as you “click” you’ll see your Print

Preview button added to the Excel Quick Access
Toolbar! Now, anytime you desire to Print
Preview your spreadsheet, all you’ll have to do is click the Quick Access Print Preview button.

As you see other buttons you would like to add to your Excel Quick Access Toolbar, simply follow the
instructions above.

Graphics
This will be a lot of fun. We are now going to turn your spreadsheet numbers into graphics - bar
charts, pie charts, etc. This will greatly assist you when you display and explain your work. A
new – really awesome – feature in Excel 2007 is Conditional Formatting. We’ll begin with
Conditional Formatting and them move to full page Charts.

Conditional Formatting

Conditional Formatting will let you show graphics in your spreadsheets!

The best way to describe this amazing new feature is to show you how it’s
done.

First, you’ll need to highlight some of the data on your spreadsheet. We

highlighted the Income and Expense numbers for the month of December
for our image. Our Conditional Formatting graphics will appear in this
column.

Prepared By: Muhammad Haris

48
Now, look at the Tabs at the top of your Excel screen and make sure you are on the Home Tab.
Under each Tab is a Ribbon made up of Groups (Clipboard, Font, Alignment, etc.). Over to
the right is a Conditional Formatting selection in the Styles Group.

Groups

When you move your cursor over the

Conditional Formatting button, an image
similar to the one on the right will appear.
We’ve enlarged the image so you can get
an idea of how this feature will work.

In the lower right corner of the Conditional Formatting button is a small down arrow.
Click on this arrow.
Prepared By: Muhammad Haris
49
 When you click the down arrow the image on the
right will appear. Notice the Data Bars, Color
Scales and Icon Sets choices.

As you move your cursor over these selections you

will see that a number of choices are available with
each option.

To show you how

this works we
moved our cursor
over Data Bars.
Then, we moved
our cursor over the Blue selection on
the right.

Notice, our December

Column data is now
highlighted in blue.

Also notice that the

larger numbers have a
longer blue bar
highlight with them.

Prepared By: Muhammad Haris

50
This is really a neat new feature. Go ahead and look at Color Scales and Icon Sets as well.
Experiment as you like. If you click a selection it will show that graphic on your spreadsheet. If
you go to Print Preview, you will see that effect. Now you can print spreadsheets that have not
only data numbers, but a graphic to show their size!

If you don’t like the Conditional Formatting effects, you can use the Undo
Arrow (in the Quick Access Toolbar) to remove them.

Charts

Before we work with Charts, there are a couple of ESSENTIAL steps we have to do. First,

we have to tell Excel 2007 what we want to see in our chart and then were we want the chart
to go.

First: in cell B9 type-in Income (to replace the word Total). Next, type-in Expenses in

cell B17 for the same reason. You’ll see why we do this when you see your chart.

VERY IMPORTANT………. But Tricky!

Something new.... Hold down the left mouse button and highlight cells B3 to F3. Next,

HOLD DOWN a Ctrl key at the bottom of the keyboard and, while you are holding
Ctrl down, highlight cells B9 through F9. You will now see two "ranges" highlighted.
Hold down the Ctrl again, and highlight cells B17 through F17. These three ranges
will make up your chart. The x-axis will be made up of cells B3 through F3. And, the two sets
of bars – Series - will show Income and Expense. When you complete the above instructions,

Prepared By: Muhammad Haris

51
your screen should look like the image below.

If your spreadsheet does not look exactly like the one above, please try again. This is a bit
tricky and it often takes (even experienced spreadsheet users) a couple of “tries” to get the
highlighting just right.

What we are about to do is entirely new in Excel 2007. So, if you have used previous versions
of Excel – hang on – this is awesome!

Click the Insert Tab at the top of the Excel screen. When you do you’ll see that one of the
Groups in the Insert Tab/Ribbon is Charts.

Prepared By: Muhammad Haris

52
For our first chart, we’ll use a Column Chart. Move
your cursor over Column and an image like the one on
the right will appear.

Click the Column button and you’ll see an image

like the one on the left. As you can see there all
kinds of Column Charts. We’ll begin with a simple
two dimension 2-D Column chart. You’ll be able to
change this later, if you desire – to another Column
Chart of one of the other selections.

Click on the 2-D Column chart indicated by the

arrow on the left.

As soon as you click, because you highlighted your data, an image similar to the one below will
appear. Don’t worry that the Chart is covering your data – we’ll take care of that in a
minute.

Prepared By: Muhammad Haris

53
Notice that when we highlighted cells B3 to F3 this created the X-Axis labels (SEPT, etc.).
When we highlighted cells B9 to F9 and B17 to F17 this created the two Income and Expense
bars for each month. And, when you typed Income into B9 and Expenses into F9 this created
a Legend on the right side of your chart.

Now, let’s move our chart to a page of its own – so it will be easier to work with and not cover
our data. Click anywhere on your chart and you will notice that a new Tab appears at the top

Prepared By: Muhammad Haris

54
of your Excel screen – Chart Tools. Click the Chart tools Tab and the Chart Tools
Tab/Ribbon will appear like the image below.

Notice, on the right end of the Chart Tools Tab/Ribbon is a

Move Chart Location button. Click the Move Chart
Location button.

When you click the Move Chart Location button a Move Chart menu screen will appear
(like the image below).

Click on the small circle to the left of New Sheet and change Chart 1 to My Budget Chart – as
indicated above. Then click the OK button.

Look at the bottom left of your Excel screen. You will see a new Tab – My Budget Chart!
Your data is on Sheet 1. We’ll rename it when we have finished working with our chart.

Prepared By: Muhammad Haris

55
You should be on you’re My Budget Chart Tab. If not, click this tab. Your chart should now fill
the Excel screen. Click in one of the outside corners of your chart.

Prepared By: Muhammad Haris

56
Chart Tools

Make sure that you can still see the Chart Tools Tab/Ribbon. If not, click the Chart Tools Tab.

Notice that there is a Chart Layouts

Group in the Chart Tools Ribbon.
There are many different Layouts you
can choose to enhance your chart.

Click the More down arrow in the lower right corner of the Chart Layouts Group.

When you click the More arrow an image similar to

the one on the right will appear. We’ll choose the
Layout in the upper left corner. We’ll click on
this choice

As you become more experienced with Charts, you

choose the Layout that will best display your data.

You can also enhance the colors of your chart bars

Prepared By: Muhammad Haris

57
and backgrounds in a similar manner. To the right of the Chart Layouts Group is the Chart
Styles Group. To see these styles, click the More down arrow on the lower right of the
Chart Styles Group.

Chart Styles

A Chart Styles menu screen (similar to the one below) will appear. You can click the various
choices as you desire. Each time you click, you’re My Budget Chart will change to the Style you
chose.

Prepared By: Muhammad Haris

58
If you don’t like the Chart Styles, you can use the Undo Arrow (in the
Quick Access Toolbar) to remove them.

A note – as you choose different Chart Types, you will see the Chart Styles menu (above)
change to that new Chart Type.

We’ll show you another way to enhance the colors of your bars in a moment.

If you would like to change your Chart

Type – look in the upper left corner of
the Chart Tools Ribbon. You’ll see a
Change Chart Type button.

Click the Change Chart Type button.

A Change Chart Type menu screen (below) will appear. Currently it is “on” our
2-D Column Chart. We’ll change it to a 3-D Clustered Column chart next.

Prepared By: Muhammad Haris

59
We’ll click the 3-D Clustered Column choice and then click the OK button. As soon as we
click the OK button our entire chart changes to a 3-D Chart.

Prepared By: Muhammad Haris

60
Another way to change chart colors

On Pages 44 & 45 you saw how you could

change the colors of the bars in your chart
(Chart Styles). Here is the second way to
change colors that we promised.

Move your cursor over one of the bars in

your chart and click the RIGHT mouse button. When the pop-up menu appears, click the
Format Data Series… selection.

A Format Data Series menu screen (like the one below) will appear “over” your chart. In our
original chart the Income bars were blue. We think green would be a better color for our Income
bars. So, we clicked the Fill choice on the left. When the Fill menu appeared on the right, we
clicked the small circle to the left of Solid fill and then clicked the down arrow on the right
side of the Color button. Then we clicked the green color choice (if you would like to see a lot
more colors you can click More Colors…). As soon as we clicked our Income bars changed to
green.

Notice the other choices in the Fill menu area. Experiment with the other choices as you desire.
You can really get some neat effects with Gradient and Picture or texture fill.

Prepared By: Muhammad Haris

61
When you are finished, click the Close button.

Changing Text

To change text in Excel 2007 you need to click on the text, the Legend, or the axis on which
the text is located.

We RIGHT clicked on our Chart Title and

two menus appeared. The upper menu is
another new, great feature in Excel 2007. It’s
called the Mini Toolbar. The lower menu is
the standard menu that appeared previously.

Prepared By: Muhammad Haris

62
We clicked the down arrow to the right of
Calibri and a drop down menu of font
choices appeared. We moved down the list
and clicked-on Comic Sans MS. You move
down the menu and choose a font you like.

As soon as we clicked our font choice, our

Chart Title changed to that font.

You can also change the Font size, Bold,

Color, and more using the other Mini
Toolbar selections. Experiment as you desire

Now we’ll change our Chart Title to something more

meaningful. Move your cursor over Chart Title and
click the left mouse button three times quickly. This
will highlight all of the title – just like Microsoft Word. Or, you can click and drag your cursor
of the title to highlight Chart Title.

Type in a title for your budget. We typed in the title you see below. When you have finished
typing your title, click the left mouse button in an “open” area of your chart (to turn-off and
confirm the title)

Prepared By: Muhammad Haris

63
If you desire to enhance your
text some more, RIGHT click
on the title and the Format
Chart Title menu screen will
appear. You can use this menu
to augment your text.
Now it would be a good time to Save again.

In Excel 2007, when you save your spreadsheet, you also save your graph. Your graph is
saved wherever you are working in the graph.

Changing (Renaming) Excel 2007 Tabs

If you would like to have logical names for your Excel 2007 spreadsheet tabs – rather than
Sheet 1 and Chart 1, we’ll show you how to do this.

At the bottom of your spreadsheet you will see you tabs (like the image on the below). To
change the name of one of the tabs, place your cursor over a tab and click the RIGHT

mouse button.

We’ll change the name of Sheet 1 first.

RIGHT click on Sheet 1and the drop down menu screen to the
right will appear. Choose Rename.

Prepared By: Muhammad Haris

64
When you choose Rename, the Sheet 1 tab will “turn black” – like
the image on the right. As soon as you see this, type in the name
you want for your chart. We typed in Budget Data.

As soon as we began typing, the tab name changed. When we finished, the Tabs for our Chart
and Data looked like the image on the below.

So, anytime you need to change Tab names, all you have to do is Right Click and Rename.

Some additional Charting

Sizing your Graph Area - Click-on the upper right corner of your chart area. You will see
little circles now appear at the four corners and sides of the graph area. Point to the upper right

corner circle and move the cursor until you see an arrow with two heads  . Click and hold
down the left mouse button and drag down and to the left then let go. Your graph will get
smaller. You can make the graph area of your chart smaller or larger as you desire.

Legend Area - Click-on the Legend on the right (box with Income and Expenses). When you
see the corner “grabbers,” make the Legend box a bit larger. Then click right in the Legend
area. When the Quick Toolbar appears, make the font bold and size 14.

Printing Charts - Now let's look at your graph and then print it. Click the Print Preview
button you placed in the Quick Access Toolbar. If you like what you see go ahead and print

Prepared By: Muhammad Haris

65
the graph. If not, close Preview and make some more graph changes. If you have a color
printer, your graph will print in color.

Whenever your graph is visible, you can point to any area of the graph, and click the right
mouse button on the area, and edit that particular area. You can also click-right in the chart
itself.

You can really go “wild” at this point. If you make a mistake, simply click the
undo button at the top of the menu screen and try again.

Note: No matter what type of printer you have, graphs take awhile to print. Be patient.

Well that's it Excel 2007 fans! Go for it!

Prepared By: Muhammad Haris

66
Power:
Returns the result of a number raised to a power.
Syntax:
POWER(number,power)
Remark:
The "^" operator can be used instead of POWER to indicate to what power the base
number is to be raised, such as in 5^2.
Examples: POWER(5,2) equals 25, POWER(98.6,3.2) equals 2401077, POWER(4,5/4) equals
5.656854

Product:
Multiplies all the numbers given as arguments and returns the product.
Syntax:
PRODUCT(number1,number2, ...)

Rand:
Returns an evenly distributed random number greater than or equal to 0 and less than 1.
A new random number is returned every time the worksheet is calculated.
Syntax:
RAND( )
Remarks:
To generate a random real number between a and b, use: RAND()*(b-a)+a. If you want to
use RAND to generate a random number but don't want the numbers to change every time the
cell is calculated, you can enter =RAND() in the formula bar, and then press F9 to change the
formula to a random number.
Examples: To generate a random number greater than or equal to 0 but less than 100:
RAND()*100

Round:
Rounds a number to a specified number of digits.
Syntax:
ROUND(number,num_digits)
Examples: ROUND(2.15, 1) equals 2.2, ROUND(2.149, 1) equals 2.1, ROUND(-1.475, 2)

Prepared By: Muhammad Haris

67
equals -1.48

RoundDown:
Rounds a number down, toward zero.
Syntax:
ROUNDDOWN(number,num_digits)
Examples: ROUNDDOWN(3.2, 0) equals 3, ROUNDDOWN(76.9,0) equals 76,
ROUNDDOWN(3.14159

RoundUp:
Rounds a number up, away from 0 (zero).
Syntax:
ROUNDUP(number,num_digits)
Examples: ROUNDUP(3.2,0) equals 4, ROUNDUP(76.9,0) equals 77, ROUNDUP(3.14159, 3)
equals 3.142

Sqrt:
Returns a positive square root.
Syntax:
SQRT(number)
Examples: SQRT(16) equals 4, SQRT(-16) equals #NUM!, SQRT(ABS(-16)) equals 4, SQRTPI

Sum:
Adds all the numbers in a range of cells.
Syntax:
SUM(number1,number2, ...)
Examples: SUM(3, 2) equals 5, SUM("3", 2, TRUE) equals 6 because the text values are
translated into numbers, and the logical value TRUE is translated into the number 1, if A1
contains "3" and B1 contains TRUE, then: SUM(A1, B1, 2) equals 2 because references to
nonnumeric values in references are not translated.
If cells A2:E2 contain 5, 15, 30, 40, and 50: SUM(A2:C2) equals 50, SUM(B2:E2, 15) equals
150

Prepared By: Muhammad Haris

68
Sum IF:
Adds the cells specified by a given criteria.
Syntax:
SUMIF(range,criteria,sum_range)
Example: Suppose A1:A4 contain the following property values for four homes: $100,000, $200,000, $300,000, $400,000,
respectively. B1:B4 contain the following sales commissions on each of the corresponding property values: $7,000, $14,000,
$21,000, $28,000.

SUMIF(A1:A4,">160000",B1:B4) equals $63,000

Sum Product:
Multiplies corresponding components in the given arrays, and returns the sum of those
products.
Syntax:
SUMPRODUCT(array1,array2,array3, ...)
Example: The following formula multiplies all the components of the two arrays on the
preceding worksheet and then adds the products ¾ that is, 3*2 + 4*7 + 8*6 + 6*7 + 1*5 + 9*3.
SUMPRODUCT({3,4;8,6;1,9}, {2,7;6,7;5,3}) equals 156

Sumsq:
Returns the sum of the squares of the arguments.
Syntax:
SUMSQ(number1,number2, ...)
Example: SUMSQ(3, 4) equals 25

Date:
Returns the serial number of a particular date.
Syntax:
DATE(year,month,day)
Remarks: The DATE function is most useful in formulas where year, month, and day are
formulas, not constants.

Prepared By: Muhammad Haris

69
DateValue:
Returns the serial number of the date represented by date_text. Use DATEVALUE to convert a date represented by text to
a serial number.
Syntax:
DATEVALUE(date_text)
Remarks: Most functions automatically convert date values to serial numbers.

Days360:
Returns the number of days between two dates based on a 360-day year (twelve 30-day
months), which is used in some accounting calculations. Use this function to help compute
payments if your accounting system is based on twelve 30-day months.
Syntax:
DAYS360(start_date,end_date,method)
Example: DAYS360("1/30/93", "2/1/93") equals 1

Now:
Returns the serial number of the current date and time.
Syntax:
NOW( )
Remarks:
· The NOW function changes only when the worksheet is calculated or when a macro that
contains the function is run. It is not updated continuously.

Timevalue:
Returns the serial number of the time represented by time_text. The serial number is a
decimal fraction ranging from 0 (zero) to 0.99999999, representing the times from
0:00:00 (12:00:00 A.M.) to 23:59:59 (11:59:59 P.M.). Use TIMEVALUE to convert a
time represented as text into a serial number.
Syntax:
TIMEVALUE(time_text)
Examples: TIMEVALUE("2:24 AM") equals 0.1, TIMEVALUE("22-Aug-55 6:35 AM")
equals 0.274305556

Prepared By: Muhammad Haris

70
Today:
Returns the serial number of the current date. The serial number is the date-time code
used by Microsoft Excel for date and time calculations.
Syntax:
TODAY( )

Average:
Returns the average (arithmetic mean) of the arguments.
Syntax:
AVERAGE(number1,number2, ...)

Count:
Counts the number of cells that contain numbers and numbers within the list of
arguments. Use COUNT to get the number of entries in a number field in a range or array of
numbers.
Syntax:
COUNT(value1,value2, ...)

Counta:
Counts the number of cells that are not empty and the values within the list of arguments.
Use COUNTA to count the number of cells that contain data in a range or array.
Syntax:
COUNTA(value1,value2, ...)

Countblank:
Counts empty cells in a specified range of cells.
Syntax:
COUNTBLANK(range)
Remarks:
Cells with formulas that return "" (empty text) are also counted. Cells with zero values
are not counted.

Prepared By: Muhammad Haris

71
Countif:
Counts the number of cells within a range that meet the given criteria.
Syntax:
COUNTIF(range,criteria)

Large:
Returns the k-th largest value in a data set. You can use this function to select a value
based on its relative standing. For example, you can use LARGE to return the highest, runner-up,
or third-place score.
Syntax:
LARGE(array,k)

Small:
Returns the k-th smallest value in a data set. Use this function to return values with a
particular relative standing in a data set.
Syntax:
SMALL(array,k)

Max:
Returns the largest value in a set of values.
Syntax:
MAX(number1,number2,...)

Min:
Returns the smallest number in a set of values.
Syntax:
MIN(number1,number2, ...)

Left:
Returns the first (or leftmost) character or characters in a text string.
Syntax:
LEFT(text,num_chars)
Examples:
LEFT("Sale Price", 4) equals "Sale"

Prepared By: Muhammad Haris

72
 If A1 contains "Pakistan", then:
LEFT(A1) equals "P"

Len:
Returns the number of characters in a text string.
Syntax :
LEN(text)
Examples:
LEN("Phoenix, AZ") equals 11, LEN("") equals 0

Lower:
Converts all uppercase letters in a text string to lowercase.
Syntax :
LOWER(text)

Mid:
Returns a specific number of characters from a text string, starting at the position you
specify.
Syntax:
MID(text,start_num,num_chars)
Examples: MID("Fluid Flow", 1, 5) equals "Fluid", MID("Fluid Flow", 7, 20) equals "Flow"
MID("1234", 5, 5) equals "" (empty text), Also see the examples for CODE and FIND.

Upper:
Converts text to uppercase.
Syntax:
UPPER(text) Text is the text you want converted to uppercase. Text can be a reference
or text string.

Proper:
Capitalizes the first letter in a text string and any other letters in text that follow any
character other than a letter. Converts all other letters to lowercase letters.
Syntax:
PROPER(text)

Prepared By: Muhammad Haris

73
Examples: PROPER("this is a TITLE") equals "This Is A Title", PROPER("2-cent's worth")
equals "2-Cent'S Worth", PROPER("76BudGet") equals "76Budget"

Replace:
Replaces part of a text string with a different text string.
Syntax:
REPLACE(old_text,start_num,num_chars,new_text)

Rept:
Repeats text a given number of times. Use REPT to fill a cell with a number of instances of a
text string.
Syntax:
REPT(text,number_times)

Right:
Returns the last (or right most) character or characters in a text string.
Syntax:
RIGHT(text,num_chars)

Search:
Returns the number of the character at which a specific character or text string is first found,
reading from left to right. Use SEARCH to discover the location of a character or text string
within another text string, so that you can use the MID or REPLACE functions to change the
text.
Syntax:
SEARCH(find_text,within_text,start_num)

Substitute:
Substitutes new_text for old_text in a text string. Use SUBSTITUTE when you want to
replace specific text in a text string; use REPLACE when you want to replace any text that
occurs in a specific location in a text string.
Syntax:
SUBSTITUTE(text,old_text,new_text,instance_num)
Examples: SUBSTITUTE("Sales Data", "Sales", "Cost") equals "Cost Data",

Prepared By: Muhammad Haris

74
SUBSTITUTE("Quarter 1, 1991", "1", "2", 1) equals "Quarter 2, 1991", SUBSTITUTE("Quarter
1, 1991", "1", "2", 3) equals "Quarter 1, 1992", To replace every occurrence of the text constant
named Separator in the cell named CellCont2 with square brackets: SUBSTITUTE(CellCont2,
Separator, "] [")

Text:
Converts a value to text in a specific number format.
Syntax:
TEXT(value,format_text)
Examples: TEXT(2.715, "$0.00") equals "$2.72", TEXT("4/15/91", "mmmm dd, yyyy") equals
"April 15, 1991"

Trim:
Removes all spaces from text except for single spaces between words. Use TRIM on text
that you have received from another application that may have irregular spacing.
Syntax:
TRIM(text)
Example: TRIM(" First Quarter Earnings ") equals "First Quarter Earnings"

Value:
Converts a text string that represents a number to a number.
Syntax:
VALUE(text) Text is the text enclosed in quotation marks or a reference to a cell
containing the text you want to convert. Text can be in any of the constant number, date, or time
formats recognized by Microsoft Excel. If text is not in one of these formats, VALUE returns the
#VALUE! error value.
Examples: VALUE("$1,000") equals 1,000, VALUE("16:48:00")-VALUE("12:00:00") equals
"16:48:00"-"12:00:00" equals 0.2, the serial number equivalent to 4 hours and 48 minutes.

And :
Returns TRUE if all its arguments are TRUE; returns FALSE if one or more arguments is
FALSE.
Syntax:
AND(logical1,logical2, ...)

Prepared By: Muhammad Haris

75
Examples: AND(TRUE, TRUE) equals TRUE, AND(TRUE, FALSE) equals FALSE,
AND(2+2=4, 2+3=5) equals TRUE, If B1:B3 contains the values TRUE, FALSE, and TRUE,
then: AND(B1:B3) equals FALSE
If B4 contains a number between 1 and 100, then: AND(1<B4, B4<100) equals TRUE
Suppose you want to display B4 if it contains a number strictly between 1 and 100, and you want
to display a message if it is not. If B4 contains 104, then: IF(AND(1<B4, B4<100), B4, "The
value is out of range.") equals "The value is out of range."
If B4 contains 50, then: IF(AND(1<B4, B4<100), B4, "The value is out of range.") equals 50

Or:
Returns TRUE if any argument is TRUE; returns FALSE if all arguments are FALSE.
Syntax:
OR(logical1,logical2,...)
press CTRL+SHIFT+ENTER in Microsoft Excel
Examples: OR(TRUE) equals TRUE, OR(1+1=1,2+2=5) equals FALSE, If A1:A3 contains the
values TRUE, FALSE, and TRUE, then: OR(A1:A3) equals TRUE, Also see the example for
EXACT.

Not:
Reverses the value of its argument. Use NOT when you want to make sure a value is not
equal to one particular value.
Syntax:
NOT(logical)
Examples: NOT(FALSE) equals TRUE, NOT(1+1=2) equals FALSE

False:
Returns the logical value FALSE.
Syntax:
FALSE( )
Remark: You can also type the word FALSE directly onto the worksheet or into the formula,
and Microsoft Excel interprets it as the logical value FALSE.

Prepared By: Muhammad Haris

76
If:
Returns one value if a condition you specify evaluates to TRUE and another value if it
evaluates to FALSE.
Use IF to conduct conditional tests on values and formulas.
Syntax 1
IF(logical_test,value_if_true,value_if_false)

True:
Returns the logical value TRUE.
Syntax:
TRUE( )
Remark:
You can enter the value TRUE directly into cells and formulas without using this
function. The TRUE function is provided primarily for compatibility with other spreadsheet
programs.

Lookup:
The LOOKUP function has two syntax forms: vector and array.
A vector is a range of only one row or one column. The vector form of LOOKUP looks in a one-
row or one-column range (known as a vector) for a value and returns a value from the same
position in a second one-row or one-column range. Use this form of the LOOKUP function when
you want to specify the range that contains the values you want to match. The other form of
LOOKUP automatically looks in the first column or row.
Syntax 1
Vector form
LOOKUP(lookup_value,lookup_vector,result_vector)

Match:
Returns the relative position of an item in an array that matches a specified value in a
specified order. Use MATCH instead of one of the LOOKUP functions when you need the
position of an item in a range instead of the item itself.
Syntax:
MATCH(lookup_value,lookup_array,match_type)

Prepared By: Muhammad Haris

77
Remarks:
· MATCH returns the position of the matched value within lookup_array, not the value
itself. For example, MATCH("b",{"a","b","c"},0) returns 2, the relative position of "b" within
the array {"a","b","c"}.
· MATCH does not distinguish between uppercase and lowercase letters when matching
text values.
· If MATCH is unsuccessful in finding a match, it returns the #N/A error value.
· If match_type is 0 and lookup_value is text, lookup_value can contain the wildcard
characters, asterisk (*) and question mark (?). An asterisk matches any sequence of characters; a
question mark matches any single character.

Row:
Returns the row number of a reference.
Syntax:
ROW(reference)
Examples:
ROW(A3) equals 3
When entered as an array formula in three vertical cells:
ROW(A3:B5) equals {3;4;5}
If ROW is entered in C5, then:
ROW() equals ROW(C5) equals 5

Vlookup:
Searches for a value in the leftmost column of a table, and then returns a value in the same row
from a column you specify in the table. Use VLOOKUP instead of HLOOKUP when your
comparison values are located in a column to the left of the data you want to find.
Syntax:
VLOOKUP(lookup_value,table_array,col_index_num,range_lookup)
Remarks
If VLOOKUP can't find lookup_value, and range_lookup is TRUE, it uses the largest value that
is less than or equal to lookup_value.
If lookup_value is smaller than the smallest value in the first column of table_array, VLOOKUP

Prepared By: Muhammad Haris

78
returns the #N/A error value.
If VLOOKUP can't find lookup_value, and range_lookup is FALSE, VLOOKUP returns the
#N/A value.
Examples:
On the preceding worksheet, where the range A4:C12 is named Range:
VLOOKUP(1,Range,1,TRUE) equals 0.946
VLOOKUP(1,Range,2) equals 2.17
VLOOKUP(1,Range,3,TRUE) equals 100
VLOOKUP(.746,Range,3,FALSE) equals 200
VLOOKUP(0.1,Range,2,TRUE) equals #N/A, because 0.1 is less than the smallest value in
column A
VLOOKUP(2,Range,2,TRUE) equals 1.71

SubTotal:
Returns a subtotal in a list or database. It is generally easier to create a list with subtotals using
the Subtotals command (Data menu). Once the subtotal list is created, you can modify it by
editing the SUBTOTAL function.
Syntax:
SUBTOTAL(function_num,ref1,ref2,…)
Function_num is the number 1 to 11 that specifies which function to use in calculating subtotals
within a list.
Function_Num Function
1 AVERAGE
2 COUNT
3 COUNTA
4 MAX
5 MIN
6 PRODUCT
7 STDEV
8 STDEVP
9 SUM
10 VAR
Prepared By: Muhammad Haris
79
Ref1, ref2, are 1 to 29 ranges or references for which you want the subtotal.
Remarks:
· If there are other subtotals within ref1, ref2,… (or nested subtotals), these nested
subtotals are ignored to avoid double counting.
· SUBTOTAL will ignore any hidden rows that result from a list being filtered. This is
important when you want to subtotal only the visible data that results from a list that you have
filtered.
· If any of the references are 3-D references, SUBTOTAL returns the #VALUE! error
value.
Example
SUBTOTAL(9,C3:C5) will generate a subtotal of the cells C3:C5 using the SUM function

Concatenate:
Joins several text strings into one text string.
Syntax
CONCATENATE (text1,text2,...)
Remarks
The "&" operator can be used instead of CONCATENATE to join text items.
Examples
CONCATENATE("Total ", "Value") equals "Total Value". This is equivalent to typing
"Total"&" "&"Value"

Prepared By: Muhammad Haris

80