TELECOM

EXCELLENCE
ACADEMY
PART - I PART - II PART - III

Microsoft Excel Microsoft VBA Microsoft PowerPoint

ADVANCED TRAINING
Presentation to: FFD and HR Employees
October 2019
Document Control

Date
Version Prepared by Remark
(DD/MM/YYYY)
02/10/2017 Initial Doc Abera Reesom

12/08/2019 V1.0 Abera Reesom and Asrar Mohammed

21/08/2019 V2.0 Abera Reesom and Asrar Mohammed

30/11/2019 V2.1 Tesfaye Belachew Abebe

P_2
 to
Advanced Excel and PowerPoint Training

P_3
 Knowing Each Other

• Name

• Department

• Position

• Educational Background

P_4
 Objectives

• Understand customizing and protecting Excel files

• Apply advanced formulas and features in Excel

• Apply how to process data in Excel

• Apply Graphics, PivotTables, PivotCharts and Slicer in Excel

• Know about Macros and VBA

• Practice working with other office documents

• Practice designing a PowerPoint

• Apply Animations and Templates in PowerPoint

• Understand Slide Master and Backstage View in PowerPoint

P_5
Contents

1. Introduction to Office Excel 10. Applying Conditional Formatting

2. Interface Customization 11. Creating Charts and Graphics
3. Protecting an Excel Document 12. Using PivotTables and
4. Referencing Cells PivotCharts
5. Advanced Formatting 13. Working with Other Office
6. Text Functions Programs
7. Advanced Formulas and Features
8. Working with Data
9. Managing Comments

14. Introduction to PowerPoint 18. Using Animation and Multimedia

15. Designing a Presentation 19. Slide Master and Template
16. Adding Charts and Tables to Slides 20. Backstage View
17. Adding Graphics to Presentation

21. Introduction to VBA Programming

22. Working with Macros and Forms
23. Using Help

P_6
 Part I:
Advanced MS Excel Training

P_7
 Introduction to Office Excel

• Developed by Microsoft for different operating systems.

• Is a spreadsheet program that allows you to store, organize, and analyze Data.
• There are almost 500 million excel users in the world.
Excel Alternatives
• Google Sheets (or Google Spreadsheets) - a free, web-based spreadsheet
program;
• Excel Online - a free, scaled-down, web-based version of Excel;
• Open Office Calc - a free, downloadable spreadsheet program.
Major Uses of Excel
• Used to process almost anything related to data and calculations, whether you're
keeping a budget, organizing a training log, or creating an invoice, Excel makes it easy
to work with different types of data such as Financial activities, Information tracking,
Reporting, Scientific and statistical analysis with large data sets.

P_8
 Interface Customization

• Excel interfaces can be customized as per our needs.

• We can place tools in locations which are natural to us.

Adding a Tab in the Ribbon

• Tabs in Excel can be added, deleted and even organized.
• The feature is useful if we use a set of tools frequently as it can save
navigating between tabs.
• Procedure:
1. Open Excel and choose the blank workbook
2. Click File Tab and choose Options
3. Select Customize Ribbon
4. We can add, rename and remove tabs and groups as per our needs

P_9
 Interface Customization …

Note: We can also choose

directly the Customize Ribbon
by right clicking on the tabs.

P_10
 Interface Customization …

Status Bar Customization

• At the bottom of every Microsoft Office program, there is a
status bar.
• By default, the bar contains different viewing options as
well as the zoom slider.
• We can also add and take away features on the status bar.
• Procedure:
1. Open a new worksheet and observe the status bar
2. Right click on the status bar to see the different options available.
3. Ensure the Average, Count, Minimum, Maximum and Sum are
selected.

P_11
 Interface Customization …
Navigating in Multiple Windows and Panes
• When working with multiple worksheets,
navigating through each sheet can be time
consuming.
• Window views allow us to navigate in multiple
workbooks at the same time.
• We can also split one workbook into four
different views or open the same worksheet
multiple times.
• Procedure:
1. Open multiple excel files.
2. Click on the Restored down button.
3. Navigate to the Window group in the View tab and
click Arrange All.

P_12
 Interface Customization …

Using a Static Column or Row

• Static columns and rows involve the use of panes.
• A pane is a divided section of a worksheet in the same window.
• When a window is divided into panes, scrolling and comparing parts of the
same worksheet becomes easier.
• Procedure:
1. Make ready existing file.
2. Click Split in the Window group on the View tab.
3. Scroll up and down and then left and right.
4. Click Split to disable the feature.
5. On the same group, select the Freeze Panes
6. Check the difference on the three options
7. Finally, select the Unfreeze Panes.

P_13
 Interface Customization …

2
Minutes

Exercise 1
• Under the View tab, try hiding and unhiding workbooks.

P_14
 Protecting an Excel Document

Why?
• We don’t want other people to access (read, modify, ..) our document.
Encrypt an Excel File
• If excel file is encrypted using a password, no one else will be able to open it.
1. Open the Excel document that you want to secure with a password
2. Click File  Info  Protect Workbook  Encrypt with Password
3. Enter a password
4. Confirm password
5. Save the File
6. Close the File
7. Open the File
8. Is a password requested?

P_15
 Protecting an Excel Document …

Set a Password to Allow Reading or Modifying

• You can set two passwords on a file – one to open the file as read-only, and the
other to modify.
• Read-only access prevents users from saving the changes on the file.
• Follow the following steps to set a password to open/modify an Excel file:
1. File  Save As
2. Select location of the file
3. Go to Tools  General Options

4. Specify one or both passwords

5. Confirm the passwords
6. Save and check the outputs
Note: we can have read-only access if
password to modify is set.
P_16
 Protecting an Excel Document …

Protect a Worksheet
• We can prevent other users from accidentally or deliberately changing, moving or
deleting data in a worksheet.
• We can lock cells on our Excel worksheet and then protect the sheet with
password.
• We can restrict access only to specific cells in a worksheet.
• To enable worksheet protection
1. Unlock any cells that need to be editable
a. In your excel file, select the worksheet tab that you want to be protected.
b. Select the cells that others can edit.
c. Right-click and select Format Cells
d. Go to Protection tab and clear Locked
2. Protect the worksheet – select the actions that users should be allowed to take

P_17
 Protecting an Excel Document …

Protect a Worksheet …
2. Protect the worksheet – select the actions that users should be allowed to take
a. Go to Review  protect sheet
b. Select the elements you want people to be able to change (Under Allow all users
of this worksheet to:)

3. Enter password to unprotect the sheet

4. Confirm the password
5. Click OK.

P_18
 Protecting an Excel Document …

5
Minutes

Exercise 2
• Request a user to enter Name and Salary in a given excel sheet. The
user can enter values in the given cells only. Nothing can be entered
outside the provided cells.

P_19
 Referencing Cells
 Have you ever faced a problem when you copy a formula from one cell to
another?
 Do you always get the same result?
 The problem could happen because of absolute and relative references.
 By default, cell reference is relative. However, we maintain the original cell
reference by using an absolute reference.
 We can proceed the column and row references by a $ sign to get an absolute
reference. If not, the reference is relative. We can also have Mixed reference.
 Example for a formula
• A1+B1 is a relative reference
• $A$1+$B$2 is an absolute reference
• $A1 is a mixed reference
• Note: We can switch among the cell references by pressing the function key F4
until we get the desired formula.

P_20
 Advanced Formatting
• Use the Paste Special dialog to copy complex items from a Microsoft Office Excel
worksheet and paste them into the same worksheet or another Excel worksheet using only
specific attributes of the copied data, or a mathematical operation that you want to apply to
the copied data. You can use ctrl + alt + v.
Paste
• Values - pastes only the values of the copied data
as displayed in the cells.
• Formats - pastes only cell formatting of the copied
data.
Operation
• Specifies that the copied data will be added,
subtracted, multiplied or divided with the data in the
destination cell or range of cells.
Transpose
• Changes columns of copied data to rows, and vice
versa when you select this check box.

P_21
 Advanced Formatting …

Minutes

Exercise 3
• You have a list of ethio telecom employees including their salaries in
your work book. You have the permission only to edit the salary column
of the given data. If the board of directories decides an annual
increment of 4.5% for each employee, how can you manipulate the new
salary of each employee without copying the existing data?

P_22
 Advanced Formatting …
Inserting a Line Break in a Cell
• Have you ever tried to insert a line break in a cell?
• Follow the following steps to insert a line break in a cell:
1. Double-click the cell in which you want to insert a line break
2. Click the location where you want to break the line.
3. Press ALT+ENTER to insert the line break.

Prepare a Worksheet for Printing

• Though your worksheet looks fine on the screen, making ready for print is
crucial.
• You could save time and paper by adjusting the format and page layout of
your worksheet.
• We have to also avoid common printing problems before printing.

P_23
 Advanced Formatting …
Prepare a Worksheet for Printing …
1. Making a worksheet easy to read or scan
• Make sure the data is visible on the screen
• If the text or numbers are too wide to fit in a column, the text
will be truncated text and the printed numbers will appear as
number signs (##).
• To avoid such a problem, increase the column width or you may
increase the row height by wrapping the text to fit the column
width.

P_24
 Advanced Formatting …

Prepare a Worksheet for Printing …

2. Fine-tuning the layout of printed pages
• Before you print a worksheet that contains large quantities of data or charts, you can
quickly fine-tune the worksheet in the new Page Layout view to achieve professional-
looking results.
• You can see your data in the context of printed pages.
• Adding useful information in headers or footer
1. Go to Insert tab  Text  Header & Footer
2. Click on the Header or Footer
3. Got to Design tab
4. Insert page number
5. We can also select Different First Page, Different Odd and Even Pages
6. We can also Insert Number of Pages, Current Date, Current Time, …

P_25
 Advanced Formatting …

Prepare a Worksheet for Printing …

3. Printing row and column headings or
labels on every page
• If a worksheet spans more than one
page, you can print row and column
heading or labels on every page.
1. Go to Page Layout  Page
Setup
2. Select the Sheet tab and go to
Print Titles
3. Insert the rows or columns to be
repeated
4. Click OK

P_26
 Advanced Formatting …

Prepare a Worksheet for Printing …

4. Changing the page orientation of the
worksheet
• The page orientation can be portrait
or landscape as per our choice and
data.
1. Go to Page Layout  Page
Setup  Page tab  Orientation
2. Select the Orientation
5. Adjust the margins of the worksheet
6. Fix page breaks
7. Check your spelling (Press F7 Key)
8. Preview a worksheet before you print

P_27
 Text Functions
Text Functions – an Introduction
• Text functions in Excel allow you to change the formatting of text, join text up, split text
down and lots of other things.
• Sometimes, we need to modify the data which we fetch from other sources before
starting manipulation.
• Some of the text functions are:
o Concatenate
o Len
o Trim and Clean
o Upper, Lower and Proper
o Right, Left and Mid
o Match and Exact
o Find
o Search
o Replace
P_28
 Text Functions …
• Concatenate Function
o The CONCATENATE function joins up to 255 text strings into one text string. The joined
items can be text, numbers, cell references, or a combination of those items.
o Syntax: CONCATENATE(text1, [text2], ...)
 Text1: The first text item to be concatenated.
 Text2: Additional text items, up to a maximum of 255 items. The items must be
separated by commas.
 You can also use the ampersand (&) calculation operator instead of the
CONCATENATE function to join text items.
 Example:

P_29
 Text Functions …
• Trim Function
o 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.
o Syntax: TRIM(text)
 Text: The text from which you want spaces removed.
 Example:

 Note: We can use the LEN function to return the number of characters in a given
text string.

P_30
 Text Functions …
• Upper, Lower and Proper Functions
o UPPER Function - converts text to uppercase.
o LOWER Function - converts all uppercase letters in a text string to lowercase
o PROPER Function - 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.
o Syntax:
 UPPER(text)
 LOWER(text)
 PROPER(text)
 Example:

P_31
 Text Functions …
• Right, Left and Mid Functions
o RIGHT Function - returns the last character or characters in a text string, based on the
number of characters you specify.
o LEFT Function - returns the first character or characters in a text string, based on the
number of characters you specify
o MID Function - returns a specific number of characters from a text string, starting at the
position you specify, based on the number of characters you specify. The first text starts
from 1.
o Syntax:
 RIGHT(text,[num_chars])
 LEFT(text, [num_chars])
 MID(text, start_num, num_chars)

P_32
 Text Functions …
Match Function
• The MATCH function searches for a specified item in a range (Two or more cells on a
sheet) of cells, and then returns the relative position of that item in the range.
• Syntax:
o MATCH(lookup_value, lookup_array, [match_type])
o lookup_value: The value that you want to match in lookup_array.
o lookup_array: Required. The range of cells being searched.
o match_type: The number -1, 0, or 1

match_type Behavior lookup_array

1 or omitted MATCH finds the largest value that is less Sorted in ascending
than or equal to lookup_value order
0 MATCH finds the first value that is exactly In any order
equal to lookup_value
-1 MATCH finds the smallest value that is greater Sorted in descending
than or equal to lookup_value order

P_33
 Text Functions …
Match Function …
• 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 a text string, you can use the wild card
characters.
• Example: Let cell B12 has the value “Lemon”

P_34
 Text Functions …
Exact Function
• Compares two text strings and returns TRUE if they are exactly the same, FALSE
otherwise. EXACT is case-sensitive but ignores formatting differences.
• Syntax:
o EXACT(text1, text2)
o text1: the first text string
o text2: the second text string
o Example:

P_35
 Text Functions …
Find
• Returns the position (as a number) of one text string inside another. When the text is
not found, FIND returns a #VALUE error.
• Syntax:
o FIND (find_text, within_text, [start_num])
o find_text: the text to find
o within_text: the text to search within
o start_numb: the starting position in the text to search. Optional, defaults to 1
o Example:

P_36
 Text Functions …
Search
• Returns the location of one text string inside another. SEARCH returns the position of
the first character of find_text inside within_text. Unlike FIND, SEARCH allows
wildcards, and is not case-sensitive.
• Syntax:
o SEARCH (find_text, within_text, [start_num])
o find_text: the text to find
o within_text: the text to search within
o start_numb: starting position in the text to search. Optional, defaults to 1.
o Example:

P_37
 Text Functions …
Replace
• replaces characters specified by location in a given text string with another text string.
• Syntax:
o REPLACE (old_text, start_num, num_chars, new_text)
o old_text: the text to replace
o start_num: the starting location in the text to search
o num_chars: the number of characters to replace
o new_text: the text to replace old_text with
o Example:

P_38
 Text Functions …

Minutes

Exercise 4
• Find “50” in “AA-4-506041” and Replace it with “77”.
• Given a name “Ethiopian telecom”, search the word “Ethiopian” and
replace it with “Ethio”.
• Given “Ethio telecom – my operator.”
1. After finding the first “m”, extract the phrase “Ethio telecom”.
2. After finding the first space, extract “telecom”.
3. After finding the fourth space, extract “operator”.

P_39
 Advanced Formulas and Features
Arrow Keys and End
• Arrow Keys
o Move one cell up, down, left, or right in a worksheet.
o Ctrl+Arrow Key moves to the edge of the current data region in a worksheet.
o Shift+Arrow Key extends the selection of cells by one cell.
o Ctrl+Shift+Arrow Key extends the selection of cells to the last nonblank cell in the
same column or row as the active cell, or if the next cell is blank, extends the
selection to the next nonblank cell
• End
o End key turns End mode on or off. In End mode, you can press an arrow key to move to the
next nonblank cell in the same column or row as the active cell. End mode turns off
automatically after pressing the arrow key. Make sure to press End key again before
pressing the next arrow key. End mode is shown in the status bar when it is on.
o If the cells are blank, pressing End followed by an arrow key moves to the last cell in the
row or column.

P_40
 Advanced Formulas and Features…
Generating Random Numbers
• Like other programming languages, we can generate random numbers in excel.
• The random numbers are used to generate a smaller sample size from a larger
population.
• Example: If we are requested to test the quality of 10,000 PSTN subscribers in a city,
are we going to test all the numbers?
• There are two functions in excel for generating random number
o RAND function - Returns an evenly distributed random real number greater than or equal to 0
and less than 1.
o RANDBETWEEN function - Returns a random integer number between the numbers you
specify.
• Syntax of RAND function
o RAND()
• Syntax of RANDBETWEEN function
o RANDBETWEEN(bottom, top)

P_41
 Advanced Formulas and Features…

Minutes

Exercise 5
• Try to generate random numbers using both functions described in the
previous slide.

P_42
 Advanced Formulas and Features…
Logical Operators
• Excel's logical operators are used in formulas to perform comparisons, and to build
formula criteria. Logical operators can be used in formulas on their own, or combined
with each other and/or other functions. The table below lists the logical operators
available in Excel:

• We can also use AND, OR and NOT operators

P_43
 Advanced Formulas and Features…
Examples

P_44
 Advanced Formulas and Features…
IF Function
• The IF function returns one value if a condition you specify evaluates to TRUE, and
another value if that condition evaluates to FALSE
• Syntax:
o IF(logical_test, [value_if_true], [value_if_false])
o Logical_test: Any value or expression that can be evaluated to TRUE or FALSE.
o Value_if_true: The value that you want to be returned if the logical_test argument
evaluates to TRUE.
o Value_if_false: The value that you want to be returned if the result is FALSE.
o Up to 64 IF functions can be nested.

Example – Student Grade

• Mark >= 85  A
• Mark [75, 85)  B
• Mark [65, 75)  C
• Mark < 65  D

P_45
 Advanced Formulas and Features…

Exercise 6
• Generate a random evaluation result (1st and 2nd
5
terms) ranging from 50 to 100 for each 100
employees and remove the formula. Minutes
• Do the following manipulation in a new column
as per the given info.

1st Term 2nd Term Result

>=95 >=95 Excellent
>=95 >=90 Very Good Note: Results outside
>=90 >=95 Very Good the given range are
>=90 >=90 Satisfactory
considered as “Poor”.
>=90 >=80 Good
>=80 >=90 Good
P_46
 Advanced Formulas and Features…
SumIf, CountIf and AverageIf Functions
• SumIf Function
o You use the SUMIF function to sum the values in a range that meet criteria that you
specify.
o Syntax:
 SUMIF(range, criteria, [sum_range])
 range: The range of cells that you want to be evaluated by the criteria.
 criteria: The criteria in the form of a number, expression, a cell reference, text,
or a function that defines which cells will be added. Example, “>10”, 10, “<=5”, …
 sum_range: This argument is optional. It is the actual cells to add, if you want to
add cells other than those specified in the range argument. If the sum_range
argument is omitted, Excel adds the cells that are specified in the range
argument (the same cells to which the criteria is applied).

P_47
 Advanced Formulas and Features…
SumIf, CountIf and AverageIf Functions …
• SumIf Function …
o Example: Adding cells with values greater than 55.

Note
• We can switch between displaying
formulas and their results by pressing
Ctrl + ` (grave accent)
Question!
• Why do we use absolute reference?

P_48
 Advanced Formulas and Features…
SumIf, CountIf and AverageIf Functions …
• CountIf Function
o The COUNTIF function counts the number of cells within a range that meet a single
criterion that you specify.
o Syntax:
 COUNTIF(range, criteria)
 range: One or more cells to count, including numbers or names, arrays, or
references that contain numbers. Blank and text values are ignored.
 criteria: A number, expression, cell reference, or text string that defines which
cells will be counted. Criteria are case insensitive – “hi” is the same as “HI”.
 Note: The following wild cards are applicable in both COUNTIF and SUMIF.
 ? (question mark) matches any single character
 * (asterisk) matches any sequence of characters
 If you want to find an actual question mark or asterisk, type a tilde (~) before the
character.

P_49
 Advanced Formulas and Features…
SumIf, CountIf and AverageIf Functions …
• CountIf Function …
o Example

P_50
 Advanced Formulas and Features…
SumIf, CountIf and AverageIf Functions …
• AverageIf Function
o Returns the average (arithmetic mean) of all the cells in a range that meet a given
criteria.
o Syntax
 AVERAGEIF(range, criteria, [average_range])
 If a cell in average_range is an empty cell, AVERAGEIF ignores it.
 If range is a blank or text value, AVERAGEIF returns the #DIV0! error value.
 If a cell in criteria is empty, AVERAGEIF treats it as a 0 value.
 If no cells in the range meet the criteria, AVERAGEIF returns the #DIV/0! error
value.
 Like SUMIF and COUNTIF, the wild cards are also considered here in the criteria
argument.
 Average_range is not expected to have the same size as range.

P_51
 Advanced Formulas and Features…
SumIf, CountIf and AverageIf Functions …
• AverageIf Function …
o Example

P_52
 Advanced Formulas and Features…
SumIfs, CountIfs and AverageIfs Functions
• SUMIFS, COUNTIFS and AVERAGEIFS are the same as SUMIF, COUNTIF and
AVERAGEIF functions. The difference is that these functions deal with cells which
meet multiple criteria and they have a different syntax.

• SUMIFS Function Syntax

o SUMIFS(sum_range, criteria_range1, criteria1, [criteria_range2, criteria2], ...)

• COUNTIFS Function Syntax

o COUNTIFS(criteria_range1, criteria1, [criteria_range2, criteria2], …)

• AVERAGEIFS Function Syntax

o AVERAGEIFS(average_range, criteria_range1, criteria1, [criteria_range2, criteria2], ...)

P_53
 Advanced Formulas and Features…

SumIfs, CountIfs and AverageIfs Functions …

• Example

P_54
 Advanced Formulas and Features…

2
Minutes
Exercise 7
• Create a table of employees with titles ID, Age and Salary. The IDs
range from 6801 to 6900.
• Generate random numbers for the Age field ranging from 20 to 60.
• Generate random numbers for the salary field ranging from 5,000 to
25,000.
• Remove the formula from Age and Salary fields by pasting the values
only.
• Save the file for the next Exercise.
P_55
 Advanced Formulas and Features…

10

Minutes
Exercise 8
• From Exercise 7, generate:
1. The number of employees whose age is greater than 45.
2. The number of employees whose salary is between 10,000 and
15,000.
3. The average age of employees whose salary is greater than
20,000.
4. The average salary of employees whose age is between 30 and 50
(both inclusive).
P_56
 Advanced Formulas and Features…
Vlookup and Hlookup Functions
VLOOKUP Function
• You can use the VLOOKUP function to search the first column of a range (range: Two
or more cells on a sheet. The cells in a range can be adjacent or nonadjacent.) of cells,
and then return a value from any cell on the same row of the range.
• Syntax
• VLOOKUP(lookup_value, table_array, col_index_num, [range_lookup])
• lookup_value: The value to search in the first column of the table or range.
• table_array: The range of cells that contains the data
• col_index_num: The column number in the table_array argument from which the
matching value must be returned.
• range_lookup: A logical value that specifies whether you want VLOOKUP to find
an exact match or an approximate match.

P_57
 Advanced Formulas and Features…
Vlookup and Hlookup Functions …
VLOOKUP Function …
• If the col_index_num argument is:
o Less than 1, VLOOKUP returns the #VALUE! error value.
o Greater than the number of columns in table_array, VLOOKUP returns the #REF! error
value.
• If range_lookup is either TRUE or is omitted,
o an exact or approximate match is returned. If an exact match is not found, the next
largest value that is less than lookup_value is returned.
o the values in the first column of table_array must be placed in ascending sort order;
otherwise, VLOOKUP might not return the correct value.
 If range_lookup is FALSE
o the values in the first column of table_array do not need to be sorted.
o The data in the table_array must not contain leading spaces or trailing spaces.
o Please use the CLEAN or TRIM function. Numbers and dates must not be stored as text
values, VLOOKUP might return an incorrect or unexpected value.

P_58
 Advanced Formulas and Features…
Vlookup and Hlookup Functions …
VLOOKUP Function …
• We can also use wildcard characters in lookup_value.

P_59
 Advanced Formulas and Features…
Vlookup and Hlookup Functions …
HLOOKUP Function
• The HLOOKUP function is the same as VLOOKUP function though the searching is on
top row of a table or array of values.
• Example:

P_60
 Advanced Formulas and Features…

2
Minutes
Exercise 9
• From 15,000 employees having different fields including annual
evaluation result,
1. How can you find your evaluation result?
2. How can you find and prepare evaluation of 10 employees?
3. How can you find and prepare evaluation of 100 employees?
4. How can you find and prepare evaluation of 10,000 employees?
• Do practice of VLOOKUP and HLOOKUP by generating random
number.
P_61
 Advanced Formulas and Features…
Date and Time Functions
Function Description
DATE function Returns the serial number of a particular date
DATEVALUE function Converts a date in the form of text to a serial number
DAY function Converts a serial number to a day of the month
DAYS function Returns the number of days between two dates
DAYS360 function Calculates the number of days between two dates based on a 360-day year
Returns the serial number of the date that is the indicated number of months before or after the start
EDATE function date
EOMONTH function Returns the serial number of the last day of the month before or after a specified number of months
HOUR function Converts a serial number to an hour
ISOWEEKNUM function Returns the number of the ISO week number of the year for a given date
MINUTE function Converts a serial number to a minute
MONTH function Converts a serial number to a month
NETWORKDAYS function Returns the number of whole workdays between two dates
Returns the number of whole workdays between two dates using parameters to indicate which and
NETWORKDAYS.INTL function how many days are weekend days
NOW function Returns the serial number of the current date and time
SECOND function Converts a serial number to a second
TIME function Returns the serial number of a particular time
TIMEVALUE function Converts a time in the form of text to a serial number
TODAY function Returns the serial number of today's date
WEEKDAY function Converts a serial number to a day of the week
WEEKNUM function Converts a serial number to a number representing where the week falls numerically with a year
WORKDAY function Returns the serial number of the date before or after a specified number of workdays
Returns the serial number of the date before or after a specified number of workdays using
WORKDAY.INTL function parameters to indicate which and how many days are weekend days
YEAR function Converts a serial number to a year
YEARFRAC function Returns the year fraction representing the number of whole days between start date and end date

P_62
 Advanced Formulas and Features…
Date and Time Functions …
 DAYS Function
• Returns the number of days between two dates
• Syntax: DAYS(end_date, start_date)
• Example:

 NOW Function
• Returns the serial number of the current date and time
• Syntax: NOW()

 TODAY Function
• Returns the serial number of the current date.
• Syntax: TODAY()

P_63
 Advanced Formulas and Features…
Date and Time Functions …
 YEARFRAC function
• Calculates the number of years between two dates
• Syntax: YEARFRAC(start_date, end_date, [basis])
o Start_date: A date that represents the start date
o End_date: A date that represents the end date
o Basis: The type of day count basis to use Basis Day count basis
0 or omitted US (NASD) 30/360
1 Actual/actual
2 Actual/360
3 Actual/365
4 European 30/360

 Extracting the Components of a Time

• Hour: Returns the hour part of a user-supplied time
• Minute: Returns the minute part of a user-supplied time
• Second: Returns the seconds part of a user-supplied time

P_64
 Advanced Formulas and Features…
OFFSET Function
• Returns a reference to a range that is a specified number of rows and columns from a cell or
range of cells. The reference that is returned can be a single cell or a range of cells. You can
specify the number of rows and the number of columns to be returned
• Syntax: OFFSET(reference, rows, cols, [height], [width])
o Reference: The reference from which you want to base the offset. Reference must refer
to a cell or range of adjacent cells; otherwise, OFFSET returns the #VALUE! error value.
o Rows: The number of rows, up or down, that you want to refer to. Rows can be positive
(which means below the starting reference) or negative (which means above the
starting reference).
o Cols: The number of columns, to the left or right, that you want to refer to. Cols can be
positive (which means to the right of the starting reference) or negative (which means to
the left of the starting reference).
o Height: Number of rows to be returned. It is a positive number.
o Width: Number of columns to be returned. It is a positive number.
o If height or width is omitted, it is assumed to be the same height or width as reference.
P_65
 Advanced Formulas and Features…
OFFSET Function Examples

• Reference is B2
• From row 2, we move four
rows and reach at row 6.
• Then we move 2 columns
and we get the final result
92 which is at D6.

P_66
 Advanced Formulas and Features…
OFFSET Function Examples …
• Reference is B2
• From row 2, we move four rows and reach at row 6.
• The height is 3, three rows are selected. As the width is 4, four columns are selected.
• Finally, we get the sum of the selected range which is 551.

P_67
 Advanced Formulas and Features…
OFFSET Function Examples …
• Reference is I5.
• From row 5, we move five rows down and reach at row 10.
• From row ten we move 5 columns to the left, hence -5, and reach at D10.
• As the height and the width are both 4. A range 4 by 4 is selected.
• Finally, we get an average value of 53.75.

P_68
 Working with Data
• Moving or Copying a Worksheet
o We may have a data fetched from
other sources. If we are interested to
process the data, we have to put a
copy of the data for future references
and a back-up.
o We can copy or move a worksheet as
follows:
1. Go to Home Tab  Cells group
2. Select format (Or you can start
by right-clicking on the file tab)
3. Select Move or Copy Sheet
4. Select the location
5. If you want to create a copy
select Create a copy
6. Click OK
P_69
 Working with Data …
• Data Validation
o When multiple people are working on the same file, sometimes it is necessary for a cell
to warn users that the data is not the correct type for that cell.
o Data validation allows you to designate a type of data for a cell. It also allows you to
designate if Excel will block incorrect data or allow it and give a warning after the
incorrect data has been entered.
o This can help keep forms neat by not allowing data which would cause errors in
formulas.
o Steps
1. Go to the Data tab  Data Tools
2. Select Data Validation
3. There are three options
a. Data Validation
b. Circle Invalid Data – if a cell allows invalid data, we can easily find it
c. Clear Validation Circles – clears the circles that have been allowed
P_70
 Working with Data …
• Data Validation …

4. Select Data Validation

P_71
 Working with Data …
• Data Validation …
Note: We want the Range B2:B10 to accept whole numbers between 0 and 100.
5. Set the Validation criteria as shown below

6. Put some remarks on Input Message and Error Alerts

7. Click OK
8. Check the validation by inserting valid and invalid values on the selected range.
P_72
 Working with Data …
• Creating Drop Down List
o Let’s create a list which consists of Year I, Year II, Year III and Year IV.
1. Enter values “Year”, “Year II”, “Year III” and “Year IV” in the range K1:K4.
2. Select Column A
3. Open the Data Validation menu and choose List in the allow section
4. Choose K1:K4 for the source of the list
5. Click OK
6. Select any cell on column A
7. Click on the drop down arrow

8. You can now choose one of the items

P_73
 Working with Data …
• Sorting Data
o Depending on the type of data analysis that needs to be done, data can be sorted in
different ways.
o We can sort data using the Home tab or Data tab. We can also use other options.
o Sorting using the Data Tab:
1. Click anywhere in the column you want to sort by
2. Click on the Data tab on the Ribbon
3. Go to the Sort and Filter Group
4. Select Sort A to Z, or
5. Select Sort Z to A

P_74
 Working with Data …
• Sorting Data …
o We can also sort data by adding more labels

o Sorting can also be done by cell and font colors

P_75
 Working with Data …
• Filtering Data
o Filtering allows us to hide the information that we don not want to see.
o We can do the filtering by selecting one of the following options:
1. Filtering on the Home Tab

2. Filtering on the Data Tab

3. You can use the shortcut key ctrl + shift + L

P_76
 Working with Data …
• Filtering Data – Filter on Text
1. Select the header of your data
2. Select filter
3. Click on the drop down arrow by the column
heading you want to filter
4. Un-check select all
5. Select the item on which you want to filter
6. Click OK

P_77
 Working with Data …
• Filtering Data – Filter on Text …
o We can do the filtering on more than one column.
o Filtering can also be done by choosing the Text Filter
o Select the Text Filters and choose one of the following options.
 Equals
 Does Not Equal
 Begins With
 Ends With
 Contains
 Does Not Contain
 Customer Filter
o The filtering can also be combinations of the above two using the AND & OR logical
operators.
o Example: We can filter a row which beings with ‘B’ and ends with ‘a’. Any row which
begins with ‘B’ and ends with ‘a’ will be visible.
P_78
 Working with Data …
• Filtering Data – Filter on Text …
o Example – filtering by setting criteria  A row which begins with ‘B’ AND ends with ‘a’

o Exercise: Try to see the output when the logical operator OR is selected.
P_79
 Working with Data …
• Filtering Data – Filter on Text …
o Data can also be filtered by cell and font colors.

P_80
 Working with Data …
• Filtering Data – Number Filters
o Excel has many more filters for
numbers than a simple select all
rows with number option.
o We can look for rows with a
value greater than one we
specify, or less than, equal to or
between.
o We can also filter numbers
above or below average values.

P_81
 Working with Data …
• Filtering Data – Date Filters
o We can also filter dates..

P_82
 Working with Data …
• Filtering Data – Remover the Filter
o We can clear the filter

o We can turn off the filter (Or key

combination ctrl + shit + L)

o Clear the filter from one column

only by selecting clear filter from the
field name. (A column name with
“Rating”)

o By right clicking on the filtered

column. (A column name with
“Rating”)

P_83
 Working with Data …
• Removing Duplicates
o We may have duplicate values in our data. We can remove the duplicate values by
selecting Data Tab and Remove Duplicates in the Data Tools Group.

P_84
 Working with Data …
• Converting Text to Columns
o We may be interested to
convert one cell to two or more
columns.
o The text in the cell can have
commas, semi-colon, colon, or
other characters.
o We can convert the text to
columns by selecting Data Tab
and Text to Columns in the
Data Tools Group.

P_85
 Working with Data …
• Converting Text to Columns …
o If we select Delimited, each
filed will be separated by
characters – as per our choice.

P_86
 Working with Data …
• Converting Text to Columns …
o If we select Fixed width, fields
will be aligned in columns.

P_87
 Managing Comments
• Inserting and Editing Comments
o We may be interested to make a note on our excel
worksheet.
o The notes are important for us and others to remind
what we want to make change or explain.
o We can add comments as follows:
1. Select the cell which you want to insert
comment
2. Go to the Review Tab
3. Go the Comments group
4. Click New Comment
5. A yellow comment is added to the cell with a
small red triangle displayed on the top right of
the cell
6. Type the comment into the yellow post.
P_88
 Managing Comments …
• Inserting and Editing Comments …
o The cell containing the comment has a small
red triangle to show that a comment exists.

o To see the comment, hover or click on the cell

with the comment indicator.

o To edit a comment:
1. Click the cell with a comment
2. Go to Review Tab, Comments group
3. Click Edit Comment
4. You can edit the comment

OR, Right-click on the cell with the comment

indicator and select Edit Comment.

P_89
 Managing Comments …
• Deleting Comments
o If you want to delete a comment
1. Click on the cell with comment
2. On the Review Tab, go to comments
3. Select Delete

o OR
1. Right-click on the cell with comment
2. Select Delete comment

P_90
 Managing Comments …
• Show/Hide Comments
o If you want to see the comments displayed on the screen
all the time, you can show them.
o Then when you no longer need to see them you can hide
them.
o To show comments
1. Click on the cell with the comment indicator
2. Go to Review Tab  Comments
3. Click on Show/Hide Comments
4. The comment is displayed on the screen. If you move
to another cell, the comment stays being displayed.
o To hide the comment Click on Show/Hide comments – the
comment will be hidden.
o We can also show or hide all comments by clicking on
Show All Comments.
P_91
 Managing Comments …
• Moving Between Comments
o When you have lots of comments on your
spreadsheet, it can be useful to display them one
after the other.
o You can move to the next or previous comments
by navigating one of the commented cells.
o Steps:
1. Select one of the commented cells
2. Go to the Review Tab
3. On the Comments group, select either Next
or Previous
4. Now you can move between the comments

P_92
 Managing Comments …
• Printing Comments
o Comments will not be printed, they are on the
screen as a reminder.
o If you want to print them, you can have them
print on screen exactly as they appear or print
them at the end of the sheet.
o To print the comments on the worksheet
1. Display the comments on the worksheet
first
2. Click File  Print
3. Click on Page Setup
4. On the sheet tab, go to comments and
select one of the options
5. Click OK.

P_93
 Applying Conditional Formatting
• Conditional Formatting
o Conditional formatting is a handy tool for formatting our data.
o Format your data so that you can highlight all entries over a certain value, or below a
certain value.
o User fancy formatting to show data that matches your criteria.
o There are several types of Conditional Formatting to choose from
 Highlight Cell Rules
 Top/Bottom Rules
 Data Bars
 Color Scales
 Icons Sets

• Go to the Home Tab and select Conditional

Formatting under Styles Group.

P_94
 Applying Conditional Formatting …
• Highlight Cells Rules
o Pick this to show cells that match a
particular number/text value/date.
o Steps:
1. Select the cells to which you
want to apply the formatting
2. Click on conditional formatting
3. Click on Highlight Cell Rules
4. Choose one of the given
options
5. You can also create a custom
format if you are not interested
to use the default one.

P_95
 Applying Conditional Formatting …
• Highlight Cells Rules …
o We can check if duplicate values
exist in our data by using Highlight
Cell Rules.

P_96
 Applying Conditional Formatting …
• Removing Conditional Formatting
o We can also remove the applied
conditional formatting.
o Steps:
1. Highlight the cells with the
formatting.
2. Click Conditional Formatting
3. Select Clear Rules
4. Make choice of Clear Rules
from Selected Cells or Clear
Rules from Entire Sheet.

P_97
 Applying Conditional Formatting …
• Top/Bottom Rules
o Pick this one, for example, to find the
Top 10, Top 10%, Bottom 10 or
Bottom 10%.
o Steps:
1. Select the cells
2. Click Conditional Formatting
3. Click on To/Bottom Rules
4. Select your criteria

P_98
 Applying Conditional Formatting …
• Data Bars
o These shade the cells based on top
and bottom values, so the greater
the value the more shading in the
cell.
o You can pick the color scheme to
suit.
o Steps:
1. Select the cells you want to
use
2. Click Conditional Formatting
3. Click Data Bars
4. Select the color scheme to suit
5. Select your criteria

P_99
 Applying Conditional Formatting …
• Color Scales
o Use these to apply a scale
from smallest to largest and
set what each color means.
o Steps:
1. Select the data to which
you want to apply the
format
2. Click Conditional Form-
atting
3. Click Color Scales
4. Select the color scale
you want to use
5. Apply your choice

P_100
 Applying Conditional Formatting …
• Icon Sets
o Use these to show crosses and
ticks, traffic lights etc. as symbols in
the highlighted cells.
o Steps:
1. Select the data to which you
want to apply Conditional
Formatting
2. Click Conditional Formatting
3. Click on Icon Sets
4. Pick the Icon Set you want to
use.

P_101
 Applying Conditional Formatting …
• Icon Sets – Showing Icons Only
o Steps:
1. Select the data with the rule
applied
2. Click conditional Formatting
3. Click Mange Rules
4. In the dialog box, click the
rule you want to edit.
5. Click Edit Rule
6. Check the box show Icon
only
7. Then Click OK.

P_102
 Applying Conditional Formatting …
• Using Formula to Control Conditional Formatting
o We can have formulas to use the conditional formatting
o For example: changing the color to fill. Let’s apply the conditional format to cells in
column A based on the values in column B.
 If B1 >= 90, color goes Green
 If B1 >= 80 and less than 90, color goes Yellow
 If B1 < 80, color goes Red
o Follow the following steps
1. Select A1
2. Click Conditional Formatting
3. Select New Rule
4. Select use a formula to determine …

P_103
 Applying Conditional Formatting …
• Using Formula to Control Conditional Formatting …
o Follow the following steps …
5. Type the formula you want to use
6. Format the values where this formula is true.

7. Click the format button

8. Apply the formula as per the given criteria
9. Repeat for the other conditions
10. Check the final result
11. If the result is not as expected, go to
 Select A1 and go to Manage Rules under Conditional Formatting
12. Edit the rules
13. Again check the output
14. It has to work!

P_104
 Applying Conditional Formatting …

Exercise 10
• Make ready an action plan which
consists of Serial number, Action 10
Details, Start Date, Expected
Minutes
End Date and Status.
• Make drop down list for the
Status with Open, Closed,
Pending and In Progress.
• Colors will be filled for each
action plan based on the status
field as per the following table.

P_105
 Creating Charts and Graphics
• Creating Charts
o You can create charts quickly by
using the Quick Analysis Lens,
which displays recommended charts
to summarize your data.
o Steps:
1. Select the entire data range you
want to chart
2. Click the Quick Analysis button
3. Then click Charts to display the
types of charts that Excel
recommends
4. Click the icon that represents the
chart
5. You can also chose more charts

P_106
 Creating Charts and Graphics …
• Creating Charts – Sample Charts
Balance Balance
30000
25000
20000
15000
10000
5000
0
Jan Feb Mar Apr May Jun

Income Tax (%) Jan Feb Mar Apr May Jun

Balance Balance
30000 100%

25000

20000

15000

10000

5000

0 100%
Jan Feb Mar Apr May Jun Jan Feb Mar Apr May Jun

Income Tax (%) Income Tax (%)

P_107
 Creating Charts and Graphics …
• Creating Charts – Using Insert Tab
o Steps:
1. Select the data that you want to
summarize
2. Go to the Insert tab  Charts
group
3. Click the type of chart that you
want to create
o Press Alt + F1, to create a default
chart on the current worksheet.
o Press F11, to create the default
chart on a new chart sheet.

P_108
 Creating Charts and Graphics …
• Creating Charts – Changing Axis
o If Excel doesn’t plot your data the
way that you want to appear, you
can change the axis on which Excel
plots a data column.
o You can change which data Excel
applies to the vertical axis (also
known as the y-axis) and the
horizontal axis (also known as the x-
axis).
1. Select the chart
2. Go to the Design Tab
3. In the Data Group, Select
Switch Row/Column
4. Or click Select Data
P_109
 Creating Charts and Graphics …
• Creating Charts – Customizing the Appearance of Charts
o If you want to change a chart’s appearance, select the chart and the click the Chart
Styles button, which appears in a group of three buttons.

P_110
 Creating Charts and Graphics …
• Creating Charts – Customizing the
Appearance of Charts …
o The Chart Styles gallery has two tabs:
 Style and
 Color.
o If you prefer to work with the ribbon,
the same styles appear in the Chart
Styles gallery on the Design Tab.

P_111
 Creating Charts and Graphics …
• Creating Charts – Customizing the
Appearance of Charts …
o If you don’t find the exact chart layout you
want, you can follow the following steps:
1. Select the chart
2. Click the Chart Elements action button
which appears on the right of the chart
3. Control each element’s appearance
and options

P_112
 Creating Charts and Graphics …
• Creating Charts – Customizing the
Appearance of Charts …
o You can display a list of the selectable chart
elements following the steps listed below.
1. Select the chart
2. Go to Format  Current Selection
group
3. Click the Chart Element arrow
4. Click the desired chart element to
select it.
5. After you select the chart element, you
can drag or resize the element.

P_113
 Creating Charts and Graphics …
• Creating Charts – Customizing the
Appearance of Charts …
o To change the chart element’s format
1. Select the chart element
2. Go to the Format Tab
3. In the Current Selection group, click
Format Selection
4. A Format pane that you can use to
change the chart element’s appearance
will be displayed.
5. OR, you can right click on the char
element and select Format …

P_114
 Creating Charts and Graphics …
• Creating Charts – Customizing the
Appearance of Charts …
o With the third action button, Chart Filters,
you can focus on specific data in your chart.
o Clicking the Chart Filters action button
displays a filter interface that is very similar
to that used to limit the data displayed in an
Excel table.

P_115
 Creating Charts and Graphics …
• Creating Charts – Saving Graph Templates
o If you think you want to apply the same set of
changes to charts you will create in the future,
you can save your chart as a chart template.
o To save the chart as a chart template,
1. Right-click the chart
2. Click Save As Template
3. Use the controls in the dialog box that
opens to name and save your template.

P_116
 Creating Charts and Graphics …
• Creating Charts – Saving Graph Templates …
o To create a chart based on the template the save
graph template.
1. Select the data that you want to summarize
2. Go to Insert Tab
3. In the Charts group, click the dialog box
launcher in the lower-right corner of the
group to open the Insert Chart dialog box
4. On the All Charts tab, click Templates,
5. Click the template you want to use
6. Click OK (OR double-click!)
o You can apply a template for an existing chart by
selecting the chart and then, on the Design tab,
in the Type group, clicking Change Chart Type.

P_117
 Creating Charts and Graphics …
• Creating Charts – Finding Trends in Your Data
o You can use the data in Excel workbooks to
discover how your business has performed in the
past, but you can also have Excel make guess if the
current trend continues.
o Follow the following steps
1. Click the chart
2. Click the Chart Elements action button
3. Point to Trendline
4. Click the right-pointing triangle that appears
5. Click More Options to display the Format
Trendline pane.

P_118
 Creating Charts and Graphics …
• Creating Charts – Finding Trends in Your Data …
o On the Trendline Options page of the Format
Trendline pane, you can choose the data distribution
that Excel should expect when it makes its project.

o If you don’t know which distribution to choose, use

Linear, which is applied to most business data. The
other distributions are used for scientific and
engineering applications.

o You can also custom the Trendline name and put your
forecast.

o Like other lines, you can change the format of the

trendline.
P_119
 Creating Charts and Graphics …
• Creating Charts – Creating Dual-axis Charts
o We can also plot more than one data series,
even if the series use two different scales.
o When you have two different but related data
series in a table, you can summarize the data
by using a dual-axis chart.
o Steps
1. Click on you chart
2. On the Design tool tab, click Change Chart
Type
3. Click All Charts tab
4. Then click Combo to display the Combo
charts page

P_120
 Creating Charts and Graphics …
• Creating Charts – Creating Dual-axis Charts ..
o Steps …
5. Use the controls in Choose the chart type
and axis for your data series
6. Click the Chart Type arrow and select its
chart type
7. If you want the series to be plotted in
relation to the values on the left vertical axis,
leave the Secondary Axis check box cleared
8. If you want to be plotted on the right vertical Income and Tax
30000 7
axis, select the Secondary Axis check box. 25000 6
20000 5

Tax (%)
Income
9. Click OK. Excel will create your chart. 15000
4
3
10000 2
10. You can add the axis names: Go to the 5000 1
0 0
Design tab  Chart Layouts  Add Chart Jan Feb Mar Apr May Jun

Income Tax (%)

Element  Axis Titles
P_121
 Creating Charts and Graphics …
• Creating Diagrams by Using SmartArt
o Excel has a tool to create diagrams which is called SmartArt.
o To create a SmartArt graphic
1. Go to the Insert tab
2. In the Illustrations group, click SmartArt to display the Choose A SmartArt Graphic
dialog box.
3. When you click one of the thumbnails, Excel displays a description of the diagram.
4. Select your choice.
5. Click OK.

P_122
 Creating Charts and Graphics …
• Creating Shapes and Mathematical Equations
o We can augment our worksheets by adding objects such
as geometric shapes, lines, flowchart symbols, and
banners.
o To add a shape to your worksheet,
1. Click the Insert tab
2. In the Illustrations group, click the shapes button
3. Click anywhere in the worksheet and drag the pointer
until your shape is the size you want
4. Release the mouse button
5. After the appearance of your shape, Excel displays
the Format tool tab on the ribbon.
6. Format your shape as per your interest.
• Exercise: draw a shape by holding the Shift key.
Discuss your observation.

P_123
 Creating Charts and Graphics …
• Creating Shapes and Mathematical Equations …
o One other way to work with shapes in Excel is to add
mathematical equations to their interior.
o To add an equation to a shape:
1. Click the shape
2. Go to Insert tab  Symbols group
3. Click Equation
4. Click the Design tool tab to display the interface for
editing equations.
5. Click any of the controls in the Structures group to
being creating an equation.

P_124
 Using PivotTables and PivotCharts
• Analyzing Data Dynamically by Using PivotTables
o Excel has a tool that you can use to create worksheets that can be sorted, filtered, and
arranged dynamically to emphasize different aspects of your data. The tool is PivotTable.
o Let’s consider the following data. The data shows the number of complaints handled in Addis
Ababa zones from January through June, 2017. Let’s generate random numbers between 50
and 200 for each month and complaint type (Mobile and PSTN).

P_125
 Using PivotTables and PivotCharts …
• Analyzing Data Dynamically by Using PivotTables …
o We can reorganize our data using PivotTable too.
o In Excel 2013, you can create Recommended
PivotTables.
o To open the Recommended PivotTables dialog box for a
data set,
1. Click any cell in the data range they you want to
summarize
2. Go to the Insert Tab  Tables group
3. Click Recommended PivotTables
4. Check the preview
5. Click the image of the arrangement you want to create
6. Click OK.

Note: If Excel 2013 has no Recommended PivotTables for your data, it

displays the option to create a blank PivotTable.

P_126
 Using PivotTables and PivotCharts …
• Analyzing Data Dynamically by Using
PivotTables …
o To create a PivotTable
1. Create an Excel table
2. Click any cell in the table
3. Go to the Insert tab  Tables group
4. Click PivotTable to open the Create
PivotTable dialog box
5. Verify the data source
6. Verify where the pivot table has to be
placed (Existing Worksheet is
recommended)
7. Click OK
8. PivotTable Fields pane will be
displayed.
P_127
 Using PivotTables and PivotCharts …
• Analyzing Data Dynamically by Using
PivotTables …
o PivotTable Fields Pane

o If the PivotTable is not visible, you

can click any cell in the PivotTable
which displays the PivotTable
Tools tab.

P_128
 Using PivotTables and PivotCharts …
• Analyzing Data Dynamically by Using
PivotTables …
o To assign a field or column of data to an
area of the PivotTable, drag the field
header from the Choose Fields To Add to
Report area at the top of the PivotTable
Fields pane to the Drag Fields Between
Areas Below are at the boom of the pane.

P_129
 Using PivotTables and PivotCharts …
• Analyzing Data Dynamically by Using
PivotTables …
o In our previous data, you can move the
Zone field to the values area and you will
get the sum of each zone and the total
number of zones.
o Row Labels show the name of each Zone.
o Count of Zone shows the total number of
each Zone.
o Grand Total – total number of Zones

P_130
 Using PivotTables and PivotCharts …
• Analyzing Data Dynamically
by Using PivotTables …
o It is important to note that the
order in which you enter the
fields in the Rows and
Columns areas affects how
Excel organizes the data in
your PivotTable.

Exercise: In the Rows area, swap the

position of Type and Zone. Discuss your
observation. Is it different from the result
shown on the picture?

P_131
 Using PivotTables and PivotCharts …
• Analyzing Data Dynamically by
Using PivotTables …
o If we drag the header from the
Rows area to the Columns area,
the PivotTable reorganizes (pivots)
its data to form a different
configuration.

P_132
 Using PivotTables and PivotCharts …
• Analyzing Data Dynamically by Using PivotTables …
o If your PivotTable data is changed, you can refresh the
PivotTable to its data source.
o Steps:
1. Click any cell in the PivotTable
2. Go to the Analyze tab under PivotTable Tools
3. Go to Data Group
4. Click Refresh
o Or
1. Right-click on any cell in the PivotTable
2. Click Refresh

P_133
 Using PivotTables and PivotCharts …
• Filtering, Showing and Hiding
PivotTable Data
o PivotTables often summarize huge
data sets in a relatively small
worksheet.
o The more details you can capture
and write to a table, the more
flexibility you can have in analyzing
the data.
o After selecting the fields, PivotTable
displays several sorting options,
commands for different categories
of filters, and a list of items that
appear in the field you want to filter.

P_134
 Using PivotTables and PivotCharts …
• Filtering, Showing and Hiding
PivotTable Data …
o Excel indicates that a
PivotTable has filters applied
by placing a filter indicator in
the filtered field name in the
PivotTable. However, we have
to make sure that unwanted
fields are excluded to avoid
complexity.

P_135
 Using PivotTables and PivotCharts …

• Filtering, Showing and

Hiding PivotTable Data …
o If you’d like to filter your
PivotTable by more than one
value, you can do so by
selecting the Select Multiple
Items check box.

P_136
 Using PivotTables and PivotCharts …
• Filtering, Showing and Hiding
PivotTable Data …
o If your PivotTable has more than one
field in the Rows area, you can filter
values in a PivotTable by hiding and
collapsing levels of detail within the
report.
o To do that, you click the Hide Detail
control (which looks like a box with a
minus sign in it) or the Show Detail
control (which looks like a box with a
plus sign in it) next to a header.

P_137
 Using PivotTables and PivotCharts …
• Editing PivotTables
o After you create a PivotTable, you can rename it,
edit it to control how it summarizes your data,
and use PivotTable cell data in a formula.
o Example: Consider a PivotTable named as
PivotTable1.
o Excel displays the name of the PivotTable at
Analyze tool tab.
o You can give a more descriptive name to the
PivotTable.
o Steps:
1. Click on any cell in the PivotTable
2. On the Analyze tab, go to PivotTable group
3. Enter the new name in the PivotTable
Name filed
P_138
 Using PivotTables and PivotCharts …
• Editing PivotTables …
o When you create a PivotTable with at least one
field in the Rows area and one filed in the
Columns area of the PivotTable Fields pane,
Excel adds a grand total row and column to
summarize your data.
o You can control how and where these summary
rows and columns appear by following the
following steps:
1. Click any PivotTable cell
2. Go to Design tab  Layout group
3. Click either the Subtotals or Grand Totals
button
4. Select the desired layout.

P_139
 Using PivotTables and PivotCharts …
• Editing PivotTables …
o After you create a PivotTable, Excel determines
the best way to summarize the data in the
column you assign to the Values area. Example,
SUM function is used for numeric data.
o If you want to change a PivotTable summary
function:
1. Right-click any data cell in the PivotTable
values area,
2. Point to Summarize Values By
3. Click the desired operation
4. If you want other functions, select More
Options
5. Choose the summary operation you want to
use.
P_140
 Using PivotTables and PivotCharts …
• Editing PivotTables …
o You can create a formula that incorporate a value from
a PivotTable cell. To do so:
1. Click the cell which you want to create a formula
2. Enter equal sign
3. Click the cell in the PivotTable that contains the
data you want to appear in the other cell.
4. A GETPIVOTDATA formula appears in the formula
box of the worksheet that contains the PivotTable
5. Press enter
6. Excel creates the GETPIVOTDATA formula
7. The contents of the PivotTable cell in the target cell
will be displayed.

P_141
 Using PivotTables and PivotCharts …
• Formatting PivotTables
o You can make your data in PivotTable more
comprehensive.
o One way to improve your data’s readability is to
apply a number format to the PivotTable Values
field.
o To apply a number format to a field:
1. Right-click any cell in the field.
2. Click Number format to open the Format
Cells dialog box
3. Select or define the format you want to apply
4. Click OK to enact the change

Note: We can also apply conditional format to a

PivotTable filed.

P_142
 Using PivotTables and PivotCharts …
• Creating PivotTables from External Data
o When you create PivotTables, you can also bring data from outside sources into
Excel.
o For example, you might need to work with data created in another spreadsheet
program by using a file format that Excel can’t read directly.
o Fortunately, you can export the data from the original program into a text file, which
Excel then translates into a worksheet.
o To import data from a text file,
1. On the Data tab, click Get External Data group
2. Click from Text to display the Import Text File dialog box
3. Browse the directory that contains the text file
4. Double-click the file

P_143
 Using PivotTables and PivotCharts …
• Creating PivotTables from
External Data …
o To import data from a text file …
5. Excel launches the Text Import
wizard
6. Indicate the data file you are
importing is Delimited or Fixed
Width.
7. Click next
8. Choose the delimiters (in our
case, Excel selects for you)
9. Click next
10. Change the data type and
formatting and click Finish
11. Process your data
P_144
 Using PivotTables and PivotCharts …
• Creating Dynamic Charts by Using PivotCharts
o Just as you can create PivotTables that you can
recognize different aspects of the data in a list, you
can also create dynamic charts, or PivotCharts, to
reflect the contents and organization of a
PivotTable.
o Create a PivotChart:
1. Click any cell in a list or Excel table that you
would use to create a PivotTable
2. Go to the Insert tab  Charts group
3. Click PivotChart button to create chart
4. Create PivotChart dialog box will be opened
5. Select your range and click OK
6. Excel displays a new PivotChart in your
workbook.
P_145
 Using PivotTables and PivotCharts …
• Creating Dynamic Charts by Using PivotCharts ..
o To create a PivotChart from an existing PivotTable
1. Click a cell in the PivotTable
2. Go to the Insert tab
3. In the Charts group, click the type of chart you
want to create
4. Excel displays a new PivotChart in your
workbook.
5. Now, you create your chart
6. Format the chart

P_146
 Using PivotTables and PivotCharts …
• Using Slicer in Tables and PivotTables
o A Slicer is a set of clickable buttons.
o We can apply slicer to perform action like what we do in filters.
o Example:
• Create the data in the next slide in an empty excel worksheet.
• Make sure that the data is converted to an excel table.
• Select the data  go to Insert  Tables  Table

• Or Select the data and press Ctrl + T.

• Name the table as MyTable1.

P_147
 Using PivotTables and PivotCharts …
• Using Slicer in Tables and PivotTables …

P_148
 Using PivotTables and PivotCharts …
• Using Slicer in Tables and PivotTables …
o Step 1: Select the table
o Step 2: Go to Table Design
o Step 3: In the Tools group, select Insert Slicer

o Step 4: Select the fields Zone and Type

o Step 5: Click OK
o Finally, you will see an out which is similar to the following figures.
o See the output by clicking each button
o Select multiple buttons using Shift key
o Select multiple button using Ctrl key
o Clear the filters to check the effect

P_149
 Using PivotTables and PivotCharts …
• Using Slicer in Tables and PivotTables …
o Go to the Slicer tab and change the design of the Zone group

o Right click on the Type group and Remove it.

P_150
 Using PivotTables and PivotCharts …
• Using Slicer in Tables and PivotTables …
o You can also create a Slicer for PivotTables and PivotCharts
o You can select the PivotTable and PivotChart and add a slicer filter

P_151
 Using PivotTables and PivotCharts …

10

Minutes

Exercise 11
• From you own data,
1. Do practice on creating Slicer from a PivotTable.
2. Do practice on creating Slicer from a PivotChart.

P_152
 Working with Other Office Programs
• Linking to Office Documents from Workbooks
o It is possible to combine data from Excel and other Office programs to create
informative documents and presentations.
o Just as you can combine data from one Excel workbook into another, you can combine
information from another Office document with an Excel workbook, either by pasting
the other document into the Excel workbook or by creating a link between the two.
o There are two advantages creating a link between your Excel workbook and other file
 Linking to the other file, as opposed to copying the entire file into your workbook,
keeps the file size of your Excel workbook small.
 Any changes in the file to which you link are reflected in your Excel workbook.
o You can create a link between an Excel workbook and other Office document as
follows:
1. Click the cell in which you want the document to appear
2. Click Insert tab  Text group

P_153
 Working with Other Office Programs …
• Linking to Office Documents from
Workbooks …
o You can create a link between an Excel
workbook and other Office document as
follows …
3. Click Object to display the Object
dialog box

4. Click the Create From File tab

5. Click the browse button
6. Browse to the folder that contains the
file you want to link to.
7. Double-click the file

P_154
 Working with Other Office Programs …
• Linking to Office Documents from Workbooks …
o You can create a link between an Excel workbook and other Office
document as follows …
8. The file name and path will be added to the File Name box of
the Object dialog box
9. To create a link to the file, select the Link To File check box
10. Click OK
o If you want to link a file to your workbook but don’t want the file
image to take up much space on the screen, you can also select the
Display As Icon check box.
o The file will be represented by the same program icon used to
represent it in Windows. Double-clicking the icon opens the file.
o To edit the file, right-click on the image or icon and select the
appropriate Object command. Click Edit and save after editing your
document.
P_155
 Working with Other Office Programs…
• Embedding Workbooks into Other Office
Documents
o You can embed your Excel workbooks in other Office
document.
o For example, In PowerPoint, you can embed an Excel file
in a presentation by displaying the Insert tab in
PowerPoint and then , In the Text group, clicking Object to
display the Insert Object dialog box. Then in the Insert
Object dialog box, select Create From File.
o After browsing the file, we can select the Display As Icon
check box. The file will be represented by the same icon
used to represent it in Windows.
o Double-clicking the icon opens the embedded document
in its original application.

P_156
 Working with Other Office Programs…
• Creating Hyperlinks
o One of the characteristics of the web is that
documents published on webpages can
have references, or hyperlinks, to locations
in the same document or to other web
documents.
o A hyperlink functions much like a link
between tow cells or between two files.
o To create a hyperlink,
1. Click the cell in which you want to
Insert the hyperlink
2. Go to Insert tab  Links group
3. Select Hyperlink
4. The Insert Hyperlink dialog box
appears
P_157
 Working with Other Office Programs…
• Creating Hyperlinks …
o To create a hyperlink, …
5. Other options to open the Insert Hyperlink dialog box
is to press Ctrl + K or right-click on the cell and select
Hyperlink.
6. You can choose one of the four options in the Insert
Hyperlink dialog box
7. To have explanatory text appear when the user points
to a hyperlink, click the ScreenTip button, enter the
text you want in the ScreenTip Text box, and then
click OK to close.
Exercise: Create a workbook with three worksheets. Name the worksheets as
One, Two and Three, respectively. Go to Cell A1 of worksheet One and create a
link to D19 of worksheet Three. When a user hovers on Cell A1 of worksheet
One, a text “This goes to Worksheet Three (Cell D19)” will be displayed.

P_158
 Working with Other Office Programs…
• Creating Hyperlinks …
o To edit an existing hyperlink:
1. Right-click the cell that contains the
hyperlink
2. On the shortcut menu that appears, click
Edit Hyperlink
3. You can also click Open Hyperlink to go to
the target document
4. You can also click Remove Hyperlink to
delete the hyperlink.

Exercise: Create a Hyperlink that opens and creates a

new email message to your immediate supervisor!

P_159
 Working with Other Office Programs…
• Pasting Charts into Other Office Documents
o One more way to include object from one workbook in another Office
document is to copy the object you want to share and then paste it into
its new location.
o For example, you can copy Excel charts to Word documents and
PowerPoint presentations to reuse your data without inserting a
worksheet into the file and re-creating your chart in that new location.
o Pasting a copied chart into another Office document by using Ctrl+V
creates a link between workbook and the other Office document.
Whenever the original data changes, both copies of the chart will
change as long as the files can connect on a computer or over a
network.
o You can also select the User Destination Theme & Link Data option or
the keep Source Formatting & Link Data option from the Paste Options
list to create this link and control how the pasted chart should appear.
P_160
 Working with Other Office Programs…
• Pasting Charts into Other Office Documents …
o When you want to copy the current appearance of
the chart to another document without creating a link
back to the chart:
1. Right-click the chart
2. Click Copy on the short-cut menu to copy the
chart to the Microsoft Office Clipboard
3. In the document into which you want to paste
the chart’s image, on the Home tab, go to the
Clipboard group
4. Click the Paste button’s arrow to display the
menu of paste options that are available
5. Select Picture, the last option – pastes the
image of the chart in its current state.

P_161
 Part II:
MS VBA Training

P_162
 Introduction to VBA Programming Language

• It is domain specific programming language for MS office Applications namely: Excel, PowerPoint,
Access, Outlook, Word, etc
• Its development environment is built into each office application hence you don’t need any additional
development environment
• Its main aim is to enhance the usage of MS Applications as per the users need.

P_163
 Typical VBA Application Areas

1. Automating any routine/repetitive simple or complex Excel related tasks/processes like report
generation, working on multiple workbooks and worksheets or on any types of Excel objects like cells,
ranges, tables, pivot tables, charts etc, working on different types of text processing example toggling
between upper case and lower case, extracting numbers from a text, ...
2. Creating new Worksheet Functions(user defined functions) that are not available from Excel built-in
functions
3. UserForms also call GUI Application development
4. Creating Excel Add-ins and
5. Integrating Excel with other MS Office Applications (such as outlook, PowerPoint, Access & Word)
6. Working with different Windows APIs
7. Web Scraping

P_164
 Working with Macros and Forms
• Introduction
o You may have one or two tasks you perform frequently that require a lot of steps to
accomplish.
o Instead of going through a lengthy of series steps to highlight cells that have
important information, you can create a macro, which is a recorded series of
actions, to perform the steps for you.
o After you have created a macro, you can:
 run
 edit, or
 delete it as needed.
o You can also use form controls and macros to create custom solutions for your
business.
o By adding controls such as text boxes, spin controls, and list boxes, you can design
a user-friendly interface for you and your colleagues to enter the data quickly while
minimizing errors.
P_165
 Working with Macros and Forms …
Enabling and Examining Macros
o It is possible for unprincipled programmers
to write viruses and other harmful
programs by using Microsoft Visual Basic
for Applications (VBA) programming
language,
o You have to be sure that you don’t run
macros from unknown sources.
o You can also change your Excel macros
security settings to control when macros
can be run.
o After you are sure a macro is safe, you can
open it in the Visual Basic Editor to
examine its code.

P_166
 Working with Macros and Forms …
Enabling and Examining Macros
• Changing Macro security Settings
o Excel 2013 has several file types that you can use to
control whether a workbook will allow macros to be run.
o The following table summarizes the macro-related file
types.

o When you open a macro-enabled workbook, the Excel

program-level security settings might prevent the
workbook from running the macro code.

P_167
 Working with Macros and Forms …
Enabling and Examining Macros
• Changing Macro security Settings …
o To allow a workbook’s macro to run, click the Enable
Content button on the Message Bar.
o Always take time to verify the workbook’s source.
o If you decide not to enable the macros in a workbook,
click the Close button at the right edge of the Message
Bar.
o You can change your program-level security to make them
more or less restrictive using the following steps:
1. Click the File tab to display the Backstage view
2. Click Options in the left pane,
3. Click the Trust Center category
4. Click the Trust Center Settings button to display the
Trust Center dialog box.
P_168
 Working with Macros and Forms …
Enabling and Examining Macros
• Changing Macro security Settings …
o The Excel default macro security level is
Disable All Macros With Notification,
which means that Excel displays a
warming on the Message Bar but allows
you to enable the macros manually.
o Selecting the Disable All macros Without
Notification option does exactly what the
label says.
o Even if you have virus-checking
software installed on your computer, you
should never choose the Enable All
Macros security setting.

P_169
 Working with Macros and Forms …
Enabling and Examining Macros
• Examining Macros
o The best way to get an idea of how macros work
is to examine an existing macro. To do that:
1. Go to the View tab
2. In the Macros group, click the Macros
button
3. Click View Macros
4. To view the code, click the macro’s name
and click edit.
o In the Macro dialog box, you can display the
macros available in other workbooks by clicking
the Macros In box and selecting a workbook by
name or selecting All Open Workbooks to display
every macro in any open book.
P_170
 Working with Macros and Forms …
Enabling and Examining Macros
• Examining Macros …
o Macros are opened in Visual Basic Editor
o Press Alt+F11 to open and close the Visual
Basic Editor.
o Excel macros are recorded by using VBA.
o To test how the macro works,
1. Open the Macro dialog box
2. Click the name of the macro you want
to examine
3. Click Step Into
4. The Visual Basic Editor opens with a
highlight around the instruction that will
be executed next.

P_171
 Working with Macros and Forms …
Enabling and Examining Macros
• Examining Macros …
o To test how the macro works, …
5. To execute an instruction, press F8.
6. The highlight moves to the next
instruction and your worksheet then
changes to reflect the action that
resulted from the execution of the
previous instruction.
o You can run a macro without stopping after
each instruction.
1. Open the Macro dialog box
2. Click the macro to run
3. Click Run

P_172
 Working with Macros and Forms …
Creating and Modifying Macros
o The first step to create a macro is to plan the
process you want to automate.
o After you plan your process, you can create a
macro as follows:
1. Click the View tab
2. In the Macros group, click the Macros arrow
3. Select Record Macro
4. The Record Macro dialog box appears
5. Enter the name of the Macro
6. Click OK
7. Perform your actions
8. Click Stop Recording in the Macros list
9. Now you can view your macro. It is added to
the list of macros available in your workbook.
P_173
 Working with Macros and Forms …
Creating and Modifying Macros …
o The Record and Stop Recoding icons also appear on the status
bar.

o To modify an existing macro, you can simply delete the macro

and re-record it.
o Or if you just need to make a quick change,
1. Open it in the Visual Basic Editor
2. Add to or change the macro’s instructions.

o To delete a macro
1. Open the Macro dialog box
2. Click the macro you want to delete
3. Click delete

P_174
 Working with Macros and Forms …
Running Macros When a Button is Clicked
o Excel offers several ways for you to make your macros
more accessible.
o If you want to display the Macro dialog box quickly, you
can add the View Macros button to the Quick Access
Toolbar.
1. Click the Customize Quick Access Toolbar button
2. Click More Commands
3. In the Popular commands group, the last item in
the command pane is View Macros.
4. Add the button and click OK.
5. Excel adds the command to the Quick Access
Toolbar and closes the Excel Options dialog box.
6. Now clicking the View Macros button on the Quick
Access Toolbar opens the Macro dialog box
P_175
 Working with Macros and Forms …
Running Macros When a Button is Clicked …
o If you prefer to run a macro without having to display
the Macro dialog box, you can do so by adding a
button representing the macro to the Quick Access
Toolbar.
1. Click the Customize Quick Access Toolbar button
2. Click More Commands
3. In the Choose Commands From list, click Macros
4. Select the macro the you want represented on the
Quick Access Toolbar
5. Click Add and then click OK.

P_176
 Working with Macros and Forms …
Running Macros When a Button is Clicked …
o If you add more than one macro button to the
Quick Access Toolbar or if you want to change
the button that represents your macro on the
Quick Access toolbar, you can select a new
button from more than 160 options.
o To assign a new button to your macro:
1. Click the macro command in the
Customize Quick Access Toolbar pane
2. Click the Modify button to display your
choices
3. Click the symbol you want
4. Enter a new text value to appear when a
user points to the button
5. Click OK twice
P_177
 Working with Macros and Forms …
Running Macros When a Button is Clicked …
o You can have Excel run a macro when you click a shape in your
workbook.
o To run a macro when you click a shape,
1. Insert a shape
2. Right-click the shape
3. Click Assign Macro on the shortcut menu that opens
4. In the Macro dialog box, click the macro that you want to run when
you click the shape
5. Click OK.

Running Macros When a Workbook is Opened

o One advantage of writing Excel macros in VBA is that you can have Excel run
a macro whenever a workbook is opened.
o To happen this, you should change the name of your macro.
o When ever Excel finds a macro with the name Auto_Open, it runs the macro
when the workbook to which it is attached is opened.
P_178
 Working with Macros and Forms …
Inserting Form Controls and Setting Form Properties
o UserForms are Excel objects that you create to provide a
user-friendly interface for data entry.
o We can add a text box, define specific items in a list box, or
combine the two approaches in a combo box.
o To create a UserForm, press Alt+F11 to open the Visual
Basic Editor. Then:
1. On the Insert menu, click UserForm
2. You can change the form’s name by clicking in the
properties pane and entering a new value in the
Name field.
3. You can change the size of a UserForm by dragging
any of the handles on its size or corners.

P_179
 Working with Macros and Forms …
Inserting Form Controls and Setting Form Properties …
o The Name property is the internal representation of the
UserForm (that is, how you will refer to it in your code).
Consider putting frm at the start of the name to indicate
that is represents a form. (for this case, name your form as
frmEnterprise)
o The Caption property contains the word or words that
appear on a UserForm’s title bar.
1. Adding Text Boxes to UserForms
o You can create a text box in a UserForm so that users can
enter textual information.
o If the Toolbox isn’t displayed in the Visual Basic Editor, on
the Insert menu, click Toolbox. Then click the TextBox
button in the ToolBox and drag in the body of the UserForm
to define the text box.
P_180
 Working with Macros and Forms …
1. Adding Text Boxes to UserForms …
o Use the Properties pane to change the name of text box.
o You can also add a label to identify the control.
o To add a label, display the Toolbox, click the Label button,
and drag to define the label in the body of the form.
o Name the text box as txtID.
2. Adding List Boxes to UserForms
o In a text box, users can enter any text they want into the
control. If you prefer to have users select from a list of
values, you can create a list box.
o List boxes increase data entry accuracy at the expense of
user flexibility.
o To create a list box, display a UserForm in the Visual Basic
Editor and then, in the Toolbox, click the ListBox button,
and drag on the UserForm to create the list box.
P_181
 Working with Macros and Forms …
2. Adding List Boxes to UserForms …
o A list box control draws its values from a range of
worksheet cells.
o To assign a cell range to a list box, you enter the range’s
definition into the list box’s RowSource property.
o In Excel 2013, the easiest way to define the row source for
a list box is to create a one-column Excel table.
o Name the list box as lstSex and enter a table with contents
‘Female’ and ‘Male’..
o With your data source defined, enter an equal sign (=)
followed by the name of the table in the RowSource
property for your list box.
o When you run the userFrom, you can use the list box’s
arrows to scroll through the list of available values. When
you find the value you want, click it to highlight.
P_182
 Working with Macros and Forms …
3. Adding Combo Boxes to UserForms
o In a list box, users can select a value from a predetermined
list of values; in a text box, they can enter any text value
they want.
o A combo box provides either mode of entry, which is more
flexible than a list box but introduces the possibility that
misspellings might lead to inconsistent data entry.
o To add a combo box to a UserForm, display the UserForm
in the Visual Basic Editor and then, in the Toolbox, click the
ComboBox button.
o Draw the outline of the combo box on the body of the
UserForm to create it.
o The values can be assigned by following the same
procedure as we have done for ListBox.

P_183
 Working with Macros and Forms …
3. Adding Combo Boxes to UserForms …
o Name your combo box as cmbDivision
o Enter the following data on the source table.
 Enterprise, Finance, HR, IS, Marketing, Network and
Q & P.
4. Adding Option Buttons to UserForms
o With option buttons, user can indicate whether an option,
such as whether a delivery requires signature confirmation,
is turned on or turned off. You can also create groups of
option buttons that lets user select at most one option from
the group.
o To add an option button to a UserForm, display the
UserForm and then, in the Toolbox, click the Option Button
control.
o Draw the option button on the UserForm.
P_184
 Working with Macros and Forms …
4. Adding Option Buttons to UserForms …
o If you want an option button to be selected by default,
change its Value property from False to True.
o You can also create groups of option buttons where only
one of the buttons can be selected at a time.
o To allow only one option button of the given option buttons,
you assign the same GroupName property value to each
button.

P_185
 Working with Macros and Forms …
5. Adding Graphics to UserForms …
o One way to add some visual interest or useful information
to a VBA UserForm is by adding graphics.
o To add an image to a UserForm, display the UserForm in
the Visual Basic Editor and then, in the Toolbox, click the
Image button.
o Drag on the UserForm to define the frame within which the
image should appear.
o To select the graphic you want to display on the UserForm,
click the image control on the UserForm and then, in the
Properties panel, click in the box next to the picture
property name. Click the Browse button that appears,
navigate to the folder that contains the image you want to
add to the UserForm, click the image , and then click Open
to display it.
P_186
 Working with Macros and Forms …
6. Adding Spin Buttons to UserForms
o When we enter data, text boxes are flexible, but you can
take more control over the numbers a user enters by
linking a spin button to a text box.
o Clicking the spin button’s up or down arrow changes the
value in the attached control by an amount that you define.
o To create a spin button, click the UserForm and then, in the
Toolbox, click the SpinButton control and draw the spin
button on the UserForm.
o Next, click the spin button and then, in the Properties
panel, change the values of these properties.
• Max: The largest value allowed in the spin button
• Min: The smallest value allowed in the spin button
• SmallChange: The amount that each click changes
the spin button’s value.
P_187
 Working with Macros and Forms …
6. Adding Spin Buttons to UserForms …
o Example, let’s create a spin button with maximum 40 and minimum 1 with
change of values 1 (both up and down clicks).
o After you create the spin button, create a text box to display the value
assigned to the spin control. Write down the name of the text box, which
you can discover by clicking the text box and observing the value of he
Name property in the Properties panel. Name to the text box as
txtExperience and the spin button as spnExperience.
o To link the spin button with the text box, you set the text control’s Value
property so that it is equal to the same property of the spin button.
o Change the Enabled property of the text property to False so that no one
will edit it.
o Right-click the spin button and from the shortcut menu that appears, click
View Code. Enter the following.

P_188
 Working with Macros and Forms …
7. Writing UserForm Data to a Worksheet
o After you’ve created your UserForm, you need to
write VBA code to record controls’ values to a
worksheet.
o You do that by adding a command button to your
form and assigning code to the button’s On_Click
event that reads the control’s values and writes
them to a worksheet.
o Create a command button to which you can attach
code that writes the values to the worksheet.
o To Create the command button, display a UserForm
and then, in the Toolbox, click the CommandButton
button. Draw the button on the UserFrom and name
it as cmdSubmit and change the Caption property to
Submit.
P_189
 Working with Macros and Forms …
7. Writing UserForm Data to a Worksheet …
o Right-click the button and from the shortcut menu
that appears, click View Code to display the button’s
On_Click event handling code.
o You could use the code displayed on the next slide
to find the first empty cell in Column A of your
worksheet, read the values in the given controls,
and write values into the worksheet.

P_190
 Working with Macros and Forms …
7. Writing UserForm Data to a Worksheet …

P_191
 Working with Macros and Forms …
8. Displaying and Hiding UserForms
o After you create a UserForm, you must display it so that user can
interact with it.
o Consider the form which we have created in the previous slide called
frmEnterprise.
o All you need to do to display the from is enter the name of the form
followed by a period and the Show method.

o Hiding a UserForm on the Hide method. The syntax follows the same
pattern used for the Show method.

P_192
 Part III:
Advanced PowerPoint
Training

P_193
 Introduction to PowerPoint
What is PowerPoint?

o Microsoft office program to create slides

o It includes text, graphics and multi-media.

o Sway is similar program from Microsoft to create slides

Why do we need PowerPoint?

o To support a presentation - not to replace the presenter

o To create slide shows

o To create multimedia project

o Many more …

P_194
 Introduction to PowerPoint …
PowerPoint Interface

P_195
 Introduction to PowerPoint …

Minutes

Exercise 12
• Customize Quick Access Toolbar

P_196
 Introduction to PowerPoint …
• PowerPoint View
PowerPoint’s views enable you to see your presentation in a variety of ways
o Normal view is the default view that lets you focus on an individual slide.
o Outline view a text outline of the presentation appears in the left pane.
o Slide Sorter view displays all the slides in a presentation on a single screen.
o Notes Page view shows one slide at a time, along with notes if any.
o Reading view is like Slide Show view except it is in a window.
o Slide Show view lets you preview your presentation on the screen
PowerPoint’s views can be shown in two ways: from status bar or from Ribbon  view
Status bar In the view tab

You can Zoom in and out the slide using Zoom slider under status bar

P_197
 Introduction to PowerPoint …
• PowerPoint View …
During presentation you may need to use short cut keys to control your slide
show. Normal view is the default view that lets you focus on an individual slide.
o Alt + S, B. To enter Slide Show mode from beginning
o Pressing F5 is the same as Alt + S, B.
o After having a Slide show, you can use the following shortcuts.
 B  display a blank black slide and W  display a blank white slide

 Ctrl + P  change the pointer to a pen

 Ctrl + A  change the pointer to an arrow
 Ctrl + E change the pointer to an eraser
 +  Zoom In and -  Zoom Out
 Press f1 for more slide show help
o To view slide continuously: Navigate to slide show  Setup  choose loop option

P_198
 Introduction to PowerPoint …
• Working with Ribbon
PowerPoint uses Ribbon to organize related commands (icon, color, font…) together in
a tab each with its own several groups. For example, the Font group on the Home tab
contains commands for formatting text.

Some groups also have a small arrow in the bottom-right corner that you can click for
even more options.

P_199
 Introduction to PowerPoint …
• Adding, Removing, Moving Slides
Slide can be added from home tab  New Slides window where you can select
the layout type based on your content or you can copy the existing slide with
similar layout you want

• Duplicate Slide
To duplicate similar layout with its content right click on the slide and select Duplicate Slide
• Remove Slides
To remove slide right click on slide you want to delete and select Delete Slide
Ctrl + Slide to select two or more slides
Shift + Slide to select two or more continuous slides
• Move Slides
You can order the slide by simply clicking and dragging the slide in the Slide pane
P_200
 Introduction to PowerPoint …
• Color and Grayscale Modes
Color and Grayscale Modes feature is helpful to see the slide in different modes for better
appearance. For instance, it is good to check before printing in black and white printer.

Navigation: Click on View tab  select Grayscale or color or black and white mode

P_201
 Introduction to PowerPoint …
• The Ruler, Guides, and Gridlines
PowerPoint includes several tools to help organize and arrange content on your slides,
including the Ruler, Guides, and Gridlines. These tools make it easier to align objects
on your slides. Simply click the check boxes in the Show group under View tab to show
and hide these tools.

P_202
 Introduction to PowerPoint …
• Working with Text
PowerPoint uses different command to work with text. Under Home tab, you will see font
group where you can format the font and on the paragraph group you can adjust
alignment and many more.

P_203
 Introduction to PowerPoint …

10

Minutes

Exercise 13
• Create a simple presentation which has 3 Text boxes
• Add random text using random function for the first text box
• For the other text boxes you can add your own text
• Make the font type, size and color of each text box different
• The line spacing shall be 1.5 for each text box

P_204
 Designing PowerPoint
• Working with Themes
Theme is the core of designing process to have a ready-made layout and formatting
o Theme includes a set of color, font, formatting, effects, shapes and pictures
o For specific theme you can have different variants

You can change the color and fonts of a theme or Customize

o Under variants group click on the small arrow
o You can select color, font, effects or background styles
o Or customize your own color or font

P_205
 Designing PowerPoint …
• Setting and Customizing Background

Navigation : Design tab  More button

To select background from existing theme

o Click on more button under design tab and variants group
o Select Background Styles
o Choose the background you want

To Format/customize the background

o After following the above steps
 Click on format background under design tab
 Then you will see formatting pane for more options

The Fill can be Solid, Gradient, Picture, Pattern or Hidden

P_206
 Designing PowerPoint …
• Setting and Customizing Background …
Background difference for solid vs Gradient fill

Using gradient fill to format background

o Preset gradients: to chose from a ready made gradients
o Type : which can be linear, radial, rectangular, path or shade from title
o Gradient stops determine the formatting based on the type of gradient selected
and parameters such as color, position, transparency and brightness
o You can add or remove gradient stops per your need

P_207
 Designing PowerPoint …
• Inserting Date, Footer and Slide Number
You can Insert Date, Footer and slide number in one window by selecting Header and
footer under the Insert tab.

o You can tick the specific box if you want to add Date time, Slide Number and footer

P_208
 Designing PowerPoint …
• Working with Hyperlink
Hyperlink can be created on slide for easy navigation within slide or link documents or
webpages, or you can begin a message to an email address.
1. Select Insert tab  Links group  Link, you will Insert Hyperlink window
o Place in This Document: Link to a specific slide in your presentation.
o Create New Document: Link from your presentation to another presentation.
o E-mail Address: Link a displayed email address to open up a user's email
program.
2. Fill in the Text to display, ScreenTip and click OK
To change the color for Hyperlink
o Select the Hyperlink
o Home tab  Font group
o Change the color

Right click to remove or edit the link

P_209
 Designing PowerPoint …
• Using Sections
o Working with section is useful to organize a long presentation into groups
Navigation: Right click between slides and click on Add section
o You can move or delete a section
Select View  Slide Sorter.
Move a section: Right-click and select Move Section Up or Move Section Down.
Delete a section: Right-click and select Remove Section.

o You can also edit section from slide pane

1. Right click between slides
2. Rename or remove the section or the section and slides under it

P_210
 Adding Table and Chart to Slides
• Adding Table
Table is used mainly to show complex data with row and column
To create table select the slide that you want to add a table to
Navigation: Insert tab  Table  Drag across the grid or
Select Insert Table, and then enter a number in the Number of columns and Number of
rows input box.

P_211
 Adding Table and Chart to Slides …
• Adding Table …
To add excel spreadsheet on your slide
1. Select the slide that you want to insert an Excel spreadsheet.
2. Go to Insert >Table, and then choose Excel Spreadsheet.
3. To add text to a table cell, click the cell, and then enter your text. After you enter
your text, click outside the table.

To edit the Excel spreadsheet after you have deselected it, double-click the table.

P_212
 Adding Table and Chart to Slides …
• Applying and removing Table style
A table style is a combination of different formatting options, including color combinations
that are derived from the theme colors of the presentation.

Select the table that you want to apply a new or different table style.
1. Select Table Tools / Design tab on the ribbon and then select the table style
that you want.
2. To see more table styles, click the More drop-down arrow

o To change the look of text in a table, go to Home >Font, or click the table and then
select the Table Tools / Design tab and choose from the WordArt Styles.
o To remove the table style click the more drop down key above and press clear

P_213
 Adding Table and Chart to Slides …
• Modifying Table Layout
Using Table Layout rows or columns can be added or deleted, adjust column widths, or
merge or split table cells

1. Click on the table/cell

2. Select Table Design and Layout will appear as shown on the above figure
3. Click on Layout to Insert, delete, split and merge as you wish
4. Click on Table Design to draw boarders, shading background, effects and more

The column or raw size can be distributed using Distributed Row and Distribute column
options.

P_214
 Adding Table and Chart to Slides …
• Formatting Table
You can use table Design and Layout tabs to apply formatting options.
To change Table’s text data alignment and orientation you can navigate to alignment
group under Table layout option

1. Click on Layout tab Text Direction

2. Text alignment center, top or bottom
3. Modify margins which can be the default or customized

P_215
 Adding Table and Chart to Slides …
• Creating Charts on Slide
o Like Tables you can Insert a Chart from a Content Placeholder or directly from Insert
tab as shown below

o Go to Insert tab and illustrations group to insert chart from PowerPoint

P_216
 Adding Table and Chart to Slides …
• Modifying Charts on Slide
o To modify the chart design and formatting select/click the chart design and format tab
appear

o Or you can select and edit on the chart Design tab include formatting for chart style,
color. Chart element such as title, legend
o Similar to excel chart you can edit the Details including the data via edit data and
select data options

P_217
 Adding Graphics to Presentation
• Creating SmartArt graphics
o SmartArt shows items of related information in a graphical way
o Organization chart is one of the well known SmartArt graphics
o SmartArt graphics can be added from insert tab and illustrations grouped. To create
organizational chart:
1. Go to Insert Tab
2. Under the Illustrations group, select SmartArt
3. Select the graphics you want form Choose a SmartArt Graphic
4. Edit the details

P_218
 Adding Graphics to Presentation …
• Modifying SmartArt graphics
o Like other graphics, you can modify the SmartArt after selecting the graph and
SmartArt Tools design and Format tab appear.

P_219
 Adding Graphics to Presentation …

Smartart Example 1: Radial Venn Diagram

ethiotelecom PERSPECTIVES OF ORGANIZATIONAL STRUCTURE

Strategy
Accountability Span Control Specialization
Oriented

Efficiency and
Stable &
Task Oriented Effectiveness
Flexible

P_220/246
 Adding Graphics to Presentation …

Infrastructure -Transport Network Division(text layout)

• Transport Network Strategy planning & Performance Analysis Section
• Transport Network Planning & Engineering
 IP Core Planning & Engineering
 Backbone Fiber Planning & Engineering
 Backbone Transmission Planning & Engineering
• Transport Network Rollout
 IP Core Rollout
 Backbone Fiber Rollout
 Backbone Transmission Rollout
• Transport Network O&M
 IP core O&M
 Backbone Fiber O&M
 Backbone Transmission O&M
 Satellite Hub & VSAT
• Transport Network OPMO
 Transport Network Budget Control
 Transport Network Sourcing & Operation Support
 Transport Network Project Management
 Internal and External Coordination

P_221/246
 Adding Graphics to Presentation …
Smartart Example 2: Hierarchy Organization Structure
Division
Department
Section
Group

P_222/246
 Adding Graphics to Presentation …
• Modifying SmartArt graphics …
o Convert word or text to SmartArt graphics through navigating to Home tab  Convert
to SmartArt under paragraph group.
o From SmartArt design tab you can select SmartArt layout and styles.
o You can also convert the SmartArt to text or shape
o Create graphic group can be used to add a shape on SmartArt graphics
o Change color option under SmartArt Design can be used for changing color

P_223
 Adding Graphics to Presentation …

2
Minutes

Exercise 14
• Use convert to SmartArt feature to create agenda for your presentation

P_224
 Adding Graphics to Presentation …
• Inserting and Formatting Pictures and Shapes
Navigation : Insert tab  Pictures or Shapes
o To modify the pictures or shapes
 Right click on the shape/picture
 Select format pictures
 or you can navigate on the tab

o Similarly you can add Icons and 3D Models which are available under illustrations group
o You can also create your own icons using shapes and image

P_225
 Adding Graphics to Presentation …

2
Minutes

Exercise 15.1
1. Create your own icon combining image and shape
• Add another shape for the text and use eyedropper tool to pic the
color that match the image
2. Create your own icon only using shapes

P_226
 Adding Graphics to Presentation …

Exercise 15.2 Texa icon Outlook icon

30
Divide the class
* into Group:
A & B Minutes

* toshapes
design their own favorite icon from the above choices using PowerPoint
only and its editing features. For the outlook icon option duplicate the icon
you design three times and place each icon on a separate slide and set their color
to red, purple and light blue respectively. Also:
1. Duplicate each icon three times and resize them as large, medium and small icon
so that your slide can accommodation all the three identical color icons
2. Align middle the red icons and distribute them horizontally
3. Align top the purple icons and distribute them horizontally
4. Align bottom the light blue icons and distribute them horizontally
5. Finally save each icon as image with a proper file name. i.e. the file name should
contain the type of their color and size. E.g. outlook-icon-red-large.png

P_227
 Adding Graphics to Presentation …
• Rotating Pictures and Shapes
Navigation: Click on the Picture/ Shape on the slide and Picture/ Shape Format will
appear  Rotate Object

Cropping Pictures or Shapes removing portion of the graphics deemed unnecessary

which can be done via picture/Shape format tab.

To crop a picture or shape click Crop and drag the dashed line to wards the area to cut
out.

Pictures brightness and sharpness can be adjusted using correction option

Navigation: Click on the Picture  Picture Format  Corrections

Effects can be artistic or picture for pictures and shape effects for shapes

P_228
 Adding Graphics to Presentation …

• Merging Shapes

Two or more shapes can be merged in four different way to create custom shape

P_229
 Adding Graphics to Presentation …

2
Minutes
Exercise 16
• Create and Merge different shapes and see the effect. You can clone
the timers shown in this slide and next slide.

10 5 2

Minutes Minutes Minutes

P_230
 Timer

10

Minutes

P_231
 Timers

10 10 10

Minutes Minutes Minutes

P_232
 Adding Graphics to Presentation …
• Setting Object Order
By default the shapes are layered on the order in which you created them
Bring to Front : The selected object will be on top of the stack
Bring Forward: Bring one layer toward the front or top of the stack
Send to Back: The selected object will be at the back of the stack
Send Backward: An object one layer toward the back or bottom of the stack

Alignment options allow you to line up objects on a slide both horizontally and vertically
Horizontally : Left, Center, or Right
Vertically: Top, Middle, or Bottom
Distribution the total area equally using vertical or horizontal distribution option

Grouping Objects : Allows you to work with a number of objects as one unit.
Shapes also include Action Button such go to next, previous, first, last …

P_233
 Adding Graphics to Presentation …

10

Minutes

Exercise 16
• Create 7 slides consisting of:
• Home with list of question number,
• Three questions, and
• Three answers.
• From Home slide, we go to each question
• From each question, we go to its respective answer slide
• From the answer slide, we go to the Home slide

P_234
 Using Animation and Multimedia Presentation
• Setting Up Slide Transitions

Transitions are animated effects that occur when you move from one slide to another
Navigation: Transitions tab  select the slide  choose the transition option

o Preview : To play the transition on the selected slide to see the effect
o Effect Options : Depends on the effect you choose from
o Sound: To play sound between during transition to selected slide
o Duration: Specify the length of the transition
o Apply To All: to apply the transition for selected slide to remaining once
o Advance Slide: On mouse click or after a certain time

P_235
 Using Animation and Multimedia Presentation …
• Using Animation on Slides
Animations are effects applied to placeholders or other content to move the content in
unique ways on the slide. Animation Pane enables you to manage all the animation
effects on the active slide.

Animation effect can be:

Entrance
• Animate on entry to slide
Emphasis
• Modify an object on the slide
Exit
• Modify an object on the slide
Motion path
• Move object from Point A to B

P_236
 Using Animation and Multimedia Presentation …
• Adding Media Clips to a Presentation
Audio, video, and screen recording clips can added to increase interest to a
presentation. Adding Media Clips to a Presentation can be made through Media group
under the Insert Tab.

o For instance video can be added from online such as YouTube or from file in the
computer
o Similarly you can record audio or use existing one from your PC
o Adding Animation to a chart
o To animate the chart serious
Click on Chart  Animation  click on effect  select by serious

P_237
 Using Slide Master and Template
• Using Slide Master
Slide Master is used to add consistency to your colors, fonts, footer, logos, and other
styles, and to help unify the form of your presentation. It also help to quickly modify the
slides and slide layouts in your presentation.

P_238
 Using Slide Master and Template…
• Using Slide Master …
To create/view slide master navigate to View tab  Slide Master

In Slide Master View, the slide master appears at the top of the slide pane with related
layouts beneath it.

You can use Slide Master view to modify any slide layout in your presentation. When
you're finished, click the Close Master View command on the Slide Master tab.

P_239
 Using Slide Master and Template…
• Using Slide Master …
o To modify or update the slide master select the master slide, then click Master Layout
on the Slide Master tab. Make the updates that you want such as background, logo,
footer …
o To set the page orientation for all of the slides in your presentation, on the Slide
Master tab, Click Slide Orientation, then click either Portrait or Landscape.

Customizing text formatting

Customization such as font, text size, color, and alignment can be made on the slide
master. For instance you can change title style for all on the slide master.

Creating/customizing new slide layouts

Navigate to Slide Master view. From the Slide Master tab, click the Insert
Layout command.
o The layout may include title and footer placeholders by default
o To add new placeholders, click Insert Placeholder under slide master tab

P_240
 Using Slide Master and Template…

Creating PowerPoint Template

After editing the Slide Master you can make it template for future use

o On the File tab, click Save As.

o In the File name box, type a file name. In the Save as type list, click PowerPoint

Template, then click Save.

P_241
 Using Slide Master and Template…

20

Minutes

Exercise 17
• Create your own slide master and template

P_242
 Backstage View
Working with Backstage View
o Starting and saving PowerPoint are performed on backstage view
o Beside these Backstage view contains features like sharing, export. Print. Security …

P_243
 Backstage View …
Working with Backstage View …
o You can go to open recover unsaved presentation if you lost a slide without saving
Navigation : File tab  Open  Recover Unsaved Presentation
o Compress media option will be available under File Tab if you have media file and
need compression to save size.

When you print a slide,

1. File tab  Print
2. Choose the number of slides to
print per page

P_244
 Using Help
o We can use reference books to upgrade our Excel knowledge.
o In addition to this, we can also search on the internet when we face difficulties.
o For Microsoft Office, we can press F1 key or click the Help button to see further
explanations of selected topics.
o We can enter the searching criteria for further clarification.
o We can click the topic we are interested in and exercise as per the given description
and examples.

P_245
 References

1. Advanced Microsoft Excel 2013, AT Computer Labs.

2. D. Frye, Step by Step Microsoft Excel 2013, 2013.

3. S. Fishel, Excel 2013 Core Advanced, 1st Edition, 2014.

4. Microsoft Excel and PowerPoint Help.

5. M. Lemons, Microsoft Official Academic Course,

MICROSOFT POWERPOINT 2016, 2016.

P_246
P_247
Thank You