GROUP 4

MICROSOFT EXCEL –
INTERMEDIATE
R E P O R T P R E S E N T A T I O N
 OBJECTIVES
a.) Indicate the names and functions of the
Excel interface
components.
b.) Construct formulas, including the use of
built-in functions,
and relative and absolute references.
c.) Create a spreadsheet to tabulate and
record numeric values
SHEET OPTIONS
L E S S O N 1
 SHEET OPTIONS

MS Excel provides various sheet options

for printing purpose like generally cell
gridlines aren’t printed. If you want your
printout to include the gridlines, Choose
Page Layout » Sheet Options group »
Gridlines » Check Print.
OPTIONS IN SHEET OPTIONS DIALOGUE

Print Area − You can set the print

area with this option.

Print Titles − You can set titles to

appear at the top for rows and at
the left for columns.
PRINT-

Gridlines − Gridlines to appear while printing worksheet.

Black & White − Select this check box to have your color
printer print the chart in black and white.

Draft quality − Select this check box to print the chart using
your printer’s draft- quality setting.

Rows & Column Heading − Select this check box to have

rows and column heading to print.
HEADER AND FOOTER
L E S S O N 2
 HEADER AND FOOTER IN EXCEL

A header is the information that appears

at the top of each printed page and a
footer is the information that appears at
the bottom of each printed page. By
default, new workbooks do not
have headers or footers.
ADDING HEADER
AND FOOTER
Choose Page Setup
dialog box » Header or
Footer tab.
ADDING HEADER AND FOOTER

You can choose the predefined header and footer or create your
custom ones.

&[Page] − Displays the page number.

&[Pages] − Displays the total number of pages to be printed.
&[Date] − Displays the current date.
&[Time] − Displays the current time.
&[Path]&[File] − Displays the workbook’s complete path and
filename.
&[File] − Displays the workbook name.
&[Tab] − Displays the sheet’s name.
 OTHER HEADER AND FOOTER OPTIONS

When a header or footer is

selected in Page Layout view, the
Header & Footer » Design »
Options group contains controls
that let you specify other options −
Different First Page − Check this to specify a different header
or footer for the first printed page.

Different Odd & Even Pages − Check this to specify a

different header or footer for odd and even pages.

Scale with Document − If checked, the font size in the

header and footer will be sized. Accordingly if the document
is scaled when printed. This option is enabled, by default.

Align with Page Margins − If checked, the left header and

footer will be aligned with them left margin, and the right
header and footer will be aligned with the right margin. This
option is enabled, by default.
PAGE BREAK
L E S S O N 3
 PAGE BREAK

MS Excel gives you precise control over page breaks.

MS Excel handles page breaks automatically, but

sometimes you may want to force a page
break either a vertical or a horizontal one.

For example, if your worksheet consists of several

distinct sections, you may want to print each section on
a separate sheet of paper.
INSERT
HORIZONTAL
PAGE BREAK
For example, if you want
row 14 to be the first
row of a new page,
select cell A14. Then
choose Page Layout »
Page Setup Group »
Breaks » Insert Page
Break.
INSERT VERTICAL
PAGE BREAK

In this case, make sure

to place the pointer in
row 1. Choose Page
Layout » Page Setup »
Breaks » Insert Page
Break to create the
page break.
REMOVING PAGE BREAKS

Remove a page break you’ve added − Move

the cell pointer to the first row beneath the
manual page break and then choose Page
Layout » Page Setup » Breaks » Remove Page
Break.

Remove all manual page breaks − Choose

Page Layout » Page Setup » Breaks » Reset All
Page Breaks
FREEZE PANES
L E S S O N 4
FREEZ PANES

MS Excel provides a handy solution to

this problem with freezing panes.
Freezing panes keeps the headings
visible while you’re scrolling through
the worksheet.
 USING FREEZE PANES

Follow the steps mentioned

below to freeze panes.
INSERT VERTICAL PAGE
BREAK
Select the First row or First Column
or the row Below, which you want
to freeze, or
Column right to area, which you
want to freeze.
Choose View Tab » Freeze Panes.
Select the suitable option −
Freeze Panes − To freeze area of cells.
Freeze Top Row − To freeze first row
of worksheet.
Freeze First Column − To freeze first
Column of worksheet.
 If you have selected Freeze
top row you can see the first
row appears at the top, after
scrolling also. See the below
screen-shot.

Unfreeze Panes
To unfreeze Panes, choose View
Tab » Unfreeze Panes.
CONDITIONAL FORMATTING
L E S S O N 5
 CONDITIONAL FORMATTING

MS Excel 2010 Conditional Formatting

feature enables you to format a range of
values so that the values outside certain
limits, are automatically formatted.

Choose Home Tab » Style group »

Conditional Formatting dropdown.
VARIOUS CONDITIONAL
FORMATTING OPTIONS

Highlight Cells Rules − It opens a

continuation menu with various options for
defining the formatting rules that highlight the
cells in the cell selection that contain certain
values, text, or dates, or that have values
greater or less than a particular value, or that
fall within a certain ranges of values.
HOW FIND CELL WITH AMOUNT 0
AND MARK THEM AS RED?
Choose Range of cell » Home
Tab » Conditional Formatting
DropDown » Highlight Cell Rules »
Equal To.

After Clicking ok, the cells with value

zero are marked as red.
Top/Bottom Rules − It opens a
continuation menu with various options
for defining the formatting rules that
highlight the top and bottom values,
percentages, and above and
below average values in the cell
selection.
HOW TO HIGHLIGHT THE TOP 10%
ROWS?
you can do this with
these Top/Bottom rules.
Data Bars − It opens a palette with
different color data bars that you
can apply to the cell selection to
indicate their values relative to
each other by clicking the data bar
thumbnail.
With this conditional Formatting data Bars will appear in
each cell.
Color Scales − It opens a palette
with different three- and two-
colored scales that you can
apply to the cell selection to
indicate their values relative to
each other by clicking the
color scale thumbnail.
See the below screenshot with Color Scales, conditional
formatting applied.
Icon Sets − It opens a palette with
different sets of icons that you can
apply to the cell selection to
indicate their values relative to
each other by clicking the icon set.
See the below screenshot with Icon Sets conditional
formatting applied.
New Rule − It opens the New Formatting Rule dialog box,
where you define a custom conditional formatting rule to
apply to the cell selection.

Clear Rules − It opens a continuation menu, where you can

remove the conditional formatting rules for the cell selection
by clicking the Selected Cells option, for the entire worksheet
by clicking the Entire Sheet option, or for just the current data
table by clicking the This Table option.

Manage Rules − It opens the Conditional Formatting Rules

Manager dialog box, where you edit and delete particular
rules as well as adjust their rule precedence by moving them
up or down in the Rules list box.
EXCEL FORMULA
L E S S O N 6
EXCEL CREATING FORMULAS
Formulas in Excel can be created
by entering a value in cell C5 and
then using the formula = C 5+5 in
cell C5. This results in a 25. Other
formulas include multiplication
and subtraction of values in cell
C2.

=C2*5 Multiplication
=C2-5 Subtraction
To create more formulas,
type = in the cell, select
the appropriate value, and
type the correct
mathematical symbol
between.
EXCEL FILL HANDLE IN FORMULAS
To multiply numbers in
column B with 5, type the
formula =B3*5 in cell C3. Left
click on the right bottom
corner of cell C3, and pull the
fill handle downward until cell
C10. This will multiply the
entire list of numbers in
column B by 5.
EXCEL RELATIVE REFERENCING
To use relative referencing in
Excel, type the formula in the
first cell D3 and press Enter.
The formula will automatically
change in the respective
cells, multiplying all values of
list 1 with respective values of
list 2. However, this method is
not applicable for multiplying
all cells of list 1 with a single
cell of list 2, such as C3.
QUICK EXCEL FUNCTIONS
Quick functions in Excel
provide statistics without
formulas, such as Status Bar
quick functions. These
functions display the desired
range of numbers, averages,
cell count, and sums of
numbers, allowing users to
quickly analyze their
worksheets.
The status bar can be
customized by right-clicking
on it and selecting from the
menu. The status bar displays
the maximum and minimum
numbers, as shown in the
image shown below, allowing
users to easily manage their
data.
EXCEL FORMULA
L E S S O N 7
 EXCEL IF FUNCTION

The IF function or IF statement in Excel is

composed of three parts separated by
commas.
A condition
What to display if the condition is fulfilled
What to display if the condition is not
fulfilled
See how the "IF function" is
created step by step to
find the safe and unsafe
travelling speeds in the
following example.
Select the cell in which you want to create the "IF function"
Type the code in the cell: =if(
Type the condition with comma: B4>70,
Type what you want to show if condition is fulfilled. If you
want to display text then write it within quotation marks:
"Unsafe"
Type a comma: ,
Type what you want to show if the condition is not fulfilled
within quotation marks: "Safe"
Then close the bracket and press the Enter key.
The IF function created above will look like this:
=if(B4>70,"Unsafe","Safe")
EXCEL IF FUNCTION WITH
CALCULATIONS
"IF function" can be used in complex
calculations. See the example:

If a sales executive sells more than 5

items, the company will pay incentive 40
rupees per item sold and if the sales
executive sells less than 5 items, the
company will pay 20 rupees per item
sold.

See how the "IF function" is used with the

calculation:
 THE IF FUNCTION CAN BE MODIFIED TO
PERFORM DIFFERENT CALCULATIONS:

Suppose in the above example the company

wants to pay rupees 50 along with incentive
to those employees who have completed
probation period of 5 months or their job
duration is more than 5 months.
In this case, we can insert one more column in the
worksheet for job months and modify the IF
function accordingly to get the results.
The modified IF function is:

=if(C4>5,50+E4,E4)

It says if the value in cell C4 is greater than 5 then

add 50 to E4 which is incentive of Peter. And if it is
less than 5 then keep the incentive, the value of
cell E4 same. See the image shown below:
KNOWING
EXCEL IS LIKE
KNOWING HOW
TO READ
CHRIS GARDNER