STID1103 Computer Applications in Management

Topic 7
Worksheet (MS Excel)

1
Table of Contents - Part 1

• Introduction
• Building a New Worksheet
• Entering Data
• Worksheet displays
• Editing Worksheet
• Changing the style of text and
numbers
• Adding Frames and Shadow
2
Introduction

1 2 3

Known as a Very useful for Application

those who do
financial planning Worksheet used
calculations
program involving numbers is Microsoft Excel
arranged in rows
and columns.

3
Advantage Worksheet

The data can be entered quickly Recalculation can

and accurately be done easily
1 2
and quickly

Can do with simple Able to share

charts 3 advantages 4 information with
other users

Can produce a new 5

Able to manage important
6
worksheet easily information in a more orderly

4
 Title bar Tab

Name box
Formula Bar Toolbar

cell

Row

Navigation Tab Sheet Column

Tab

5
Windows Element

Element Description
Cell Box collision between space and line. Each cell is given the name
according to the position of the letters column and line number (2-
dimensional coordinate points). Example B2, C5

Row Horizontal box marked with the numbers 1, 2, 3 etc.

Column Vertical box marked with the letters A, B, C, etc.

Title Bar There on the screen that broadcasts the title / name of the
worksheet

Tab Menu that have toolbar

6
Windows Element (cont.)

Element Description
Name box Broadcast position the mouse pointer on a cell
Toolbar Contains icon serves as a "shortcut" for commonly used commands
such as Save, Print, Paste etc..

Formula Bar Publish the contents of the cell (as you type)
Navigation Tab Publish the next sheet, previous, first and last

Tab Sheet Publish worksheets are being used - we might have more than one
worksheet

7
Build a New Document

 There are 5 ways to build a new document

 Click on File. Select New

 The above menu will appear
 Choose one and click on Create

8
9
Entering Data

 Type of data
Decimal Auto Sum
 Text
 Number
 Date
 Time
 Formula
 Function
Comma
Currency
Percent

10
 Column Title

Auto Sum

Title Rows

11
Entering Additional Data

• Comment on cell
 Provide additional information on any cells.
 Information is not printed in the cell
 Additional notes resemble
 Select the cells you want to put comments
 Right click and select Insert Comment
 if canceled Comment. Highlight cell. Right click and
select Delete Comment
 This procedure can be used for all transactions

12
13
Zoom Document
 Worksheet display size can be changed according to the
percentage of the screen size

Percentage size view

14
Hiding Worksheets, Rows or Columns

Rows, columns or worksheets To hide a row or column, select

can be hidden from the edited, the title rows or columns. Right
printed or modified (data is a Mouse and select Hide
confidential nature)

To hide Worksheet, select tab View.

then select Hide

15
Column C and D do not appear

16
Editing Worksheet

• The data was included in the cell can be improved /

corrected in the event of any error.
• Click on the cell to be corrected, then click on Formula
Bar. Use BackSpace to Delete and press Enter

17
Finding and changing data

 Finding and changing data with simple ways. No need to

search the data manually
 Select menu Edit. click on Replace. Or Ctrl + F. Dialog box will
display (Find & Replace)

18
Checking Spelling
 Check the spelling. Click on the Review tab and click
on the icon
 The following dialog box will appear

19
Formatting Numbers

• Numerical data should be

available formats for the
purpose of calculating
• Example Format Numeric
– Currency
– Percent
– Decimal
• Click on the cell to be
formatted data

20
Formatting Numbers(cont.)
• Other way is right click
and select Format Cells

21
Alignment

• Arrange so more updates

22
Text and Font Style

• Font

Font type Font size

Blacken the Underline

font font
Tilt the font

23
Frame and shadow

Excel displays grid lines on the

screen but not printed..

Add lines around the document Right click> Format

Cells> Border

24
Frame and shadow(cont.)

25
Table of Contents - Part 2

• Limit / Interval / Range

• Cells, Columns and Rows
• Worksheet
• Operations Worksheet
• Printing Worksheets
• Formula and formula ƒx

26
Limit / Interval / Range

 A group of cells which are related to each other in a box

(B5:B9)

27
Limit / Interval / Range(cont.)

 Name the range

 Cells range can be named
 Select cell range they wish to nominate (Highlight)
 Example : B5:B9 named as Total Sales

Range name

28
Adding Columns and Rows

How to add columns and rows

Select the column or row
 Example: Inserting a new row between rows 4 and 5
 click right > Insert. A new row will be added

5 rows selected New line was inserted

29
Remove Cells, Columns and Rows

• Right-click on Mouse and click Delete; or

• click Home Tab > Delete Cell

30
Remove specific cell

• Remove specific cell

• select cell that wish to cast
– Example : A9, A10, B9, B10, C9, C10

31
Remove specific cell (cont.)
• Click right mouse and click Delete
• The following menu box will be displayed

32
Remove specific cell (cont.).)

• Information (Soap & Shampoo) will be deleted and the

following information will be up to replace the deleted
information

Cell up to replace that

erased cells

33
Column and row size

• Set the row height and column width

– Column: the size specified in the width (width)
– Row : The size specified in height (height)
– Select a Column or Row who want the right set

34
Column and row size (cont.)
• Click Tab Menu > Button
Format
– Choose Column to Row
for row and column
– Example : Set the size of
the column. Click on
Column
• Enter the required size

35
AutoFit Columns and Rows
Tab Menu > Button Format

• Set the size of the columns

and rows so that's consistent
with the data
• Click Tab Menu > Button
Format
– AutoFit Row Height
– AutoFit Column Width

36
Worksheet

There are 3 sheets Benefits: Data can be sorted

worksheet by default well in a worksheet. (Sheet1,
1 2
in Excel Sheet2 & Sheet3)

Add Sheet : Home > Sheet Worksheet 4: Can be

Insert > Insert 3
Worksheet 4 arranged arrangement
Worksheet with Drag Mouse

Worksheet4: Can be Worksheet4 be named with:

removed by Click right 5 6
Click right Sheet4 & click
Sheet4 & click Delete Rename or Highlight Sheet4

37
Worksheet (cont.)

• Menu Insert, Delete, Rename and other available click

right on worksheet

38
Move and Copy Worksheets
Sheet work may be transferred between one workbook or between
the books work

Click right on The books selected

Worksheet > click B C for transfer work
Move or Copy Sheet
Move
/ copy

Examples. Move Text If you want to move the

from Sheet1 to D E worksheet to a new
Sheet4 workbook, Excel will build a
new workbook

39
Move and Copy Worksheets(cont.)

Workbook name will be

placed worksheets

Position a new
worksheet that is
copied

40
Print Preview

 Worksheet displays
 Displaying the form of worksheets before printing.
 Can modify the display of worksheets if not appropriate.
 Click File and click Print: Worksheets are on the right

41
Print - Margins and Layout

 Do modifications and alignment use Margin, Header & Footer

 Please use the Next & Previous to see which documents need
to be printed
 Use Zoom for enlarged view
 Top bottom = 0.75, left n right = 0.7

42
Formula
The Operation Formula Explanation
formula
icon
^ Power =A1^3 Value in cell A1 power 3
+ Add =A1+A2 Total A1 and A2
- Minus =A1-A2 Value in cell A1 minus A2
* Multiply =A1*3 Value in cell A1 multiple with 3
/ Divide =A1/50 Value in cell A1 divide 50
Mix =(A1+A2+A3)/3 Average total value in cell A1, A2
and A3

Priority Ordering
1. Power or equivalent in brackets: ^ and ( )
2 . Multiply and divide : * and /
3. Add and minus : + and -
43
Formula (cont.)

Type the
formula here

44
Use the Formula
 There are two easy ways:
 Typing Formula
 Select Reference cells

 Typing Formula
 Select the cells to be placed formula
 Type sign: =
 Type the formula. Formula appears in the Formula Bar
 Press Enter on the keyboard or click
 calculation icon

45
Use the Formula (cont.)

 Choosing a Cell Reference

 Click in the Formula cell to be
placed
 Type sign: =
 Click on the cell you want to use
first used the formula
 Enter the operator you wish to
use mathematics
 Click on the next cell
 Press Enter or click the icon
calculation

46
Displaying Formulas
 Actual formula displayed
in the cell
 Show only results from
the calculation formula
   There are two easy ways:
 Select File > Option >
Advance > Display option
for this worksheet
 Tick / check on Show
formulas in cells instead of
their calculated result
 Press CTRL + ~

47
Displaying Formulas (cont.)

48
Table of Contents - Part 3

• Functional calculation
• calculation Scores
 VLOOKUP
 COUNTIF

49
Calculation Using Functions

Functions ?

A set of formulas 3 Element Function

that are made • Sign =
available to carry • Function name . eg
out a series of : SUM.
• The names of the
mathematical
cells are placed in
operations
brackets. Ie: (A1:
H1)

50
Calculation Using Functions (cont.)

AVERAGE Calculate the average number of group

=AVERAGE(B4:B9)
COUNT Calculate the numerical values ​given in the interval who
=COUNT(A3:A7)
IF Give conditions on the formula. Eg: If A3 greater than or equal
IF(A3>=100,A3*2,A2* to 100, then A3 * 2 will not always apply A2 * 2 will be used
2)

MAX Provide maximum value in the interval sought Cells

MAX(B4:B10)
MIN Return the minimum value in the interval given cell
MIN(B4:B10)
SUM Calculate the total value of the given cell interval
SUM(A1:A10)

51
Ways to use Functions
Click in the Formula cell to be placed
•Type: = and click on Function Button
•Select formula provided

52
Ways to use Functions(cont.)
 Select a function. (eg : Average)
 Click on the Average. A menu box will appear.

 Click OK and the answer will appear in the cell

53
Ways to use Functions(cont.)

54
Auto calculation
 Calculateb the result without having a formula (Eg : SUM)
 Use AutoCalculate
 Tab Home > AutoCalculate

55
Evaluate Formula
 Click on the cell Formula
 Tab Formula > Evaluate Formula

56
Function - VLOOKUP

VLOOKUP function is used when the

need to find the values ​specified in
the table for comparison purposes.

VLOOKUP also be used to

VLOOKUP find specific data from
Sheets
By creating a sample table that is
generally referred to as lookup
tables, we can extract the
information and compare it with
the scale required to produce the
desired results

57
VLOOKUP ONLINE TUTORIAL

• Excel Easy Dot COM

58
Step Calculate Score: Examination and Grade

1. Complete the table: name, marks,

total
2. Distribution Grade: A (85-100), A-
(80-85) and then
3. Highlight Areas Grades & Marks
4. Click Insert & click Name
5. Click Define (Name Kaw Grade &
Marks, Example: Gred)
6. Click the cell (Example: J5) for
beginning calculation
7. Click Insert Function (Formula icon)
8. Select All & click VLOOKUP & click
OK

59
Step Calculate Score: Examination and
Grade(cont.)

60
Step Calculate Score: Examination and
Grade(cont.)

Grade Range
Scores for
UUM

61
Step Calculate Score: Examination and
Grade(cont.)

Enter lookup value (Example: the total

scores: I5) and press F4 button

9
Enter the table array
(Example: Highlight Enter col_index_num
the grade & Marks. value (Example: 2,
Grade name will 10 11
because space kaw &
appear) Step marks are 2 columns)
calculation

12 13 Copy formula from cell J5

Click Ok until cell J21

62
Step Calculate Score: Examination and
Grade(cont.)

63
Function - COUNTIF

COUNTIF function allows us to

calculate the occurrence data
and shows the result if the
condition is met

COUNTIF

COUNTIF also allows users for

The range and criteria will use the state that contains two
imposed on the data which arguments, namely the range
produce total decision, just and criteria
if criteria specified is true

64
Steps Calculation Number : Grade

Click this cell for fill

grade students &
follow the next
steps next slide

65
Steps Calculation Number : Grade (cont.)

1. Fill in the cell for Grade & Number of students

2. Click on icon Insert Function
3. window Insert Function will appear
4. Click Category: All
5. Click Icon COUNTIF & click OK
6. Window Function Arguments will appear
7. Fill the Range: Example cell J3: J19 (The highlighted Grade
area)
8. Fill the =COUNTIF($J$3:$J$19, “A”) and click F4 and puts
coma and next Grade “A” for beginning.

66
Steps Calculation Number : Grade (cont.)

9. Then have entered the criteria of "A“

10. Click OK
11. Highlight the area cell: Example cell Q4:Q15
12. Click on Formula (Insert Function) where COUNTIF
shows

67
Steps Calculation Number : Grade (cont.)

Click on the letter "A" and Click on the Q6 and

replace it with the letter "A-" change the Grade "A"
grade for the next score. grade "B +".
Example: in cell Q5
13 14

Step

15 16
The next process is done Enter the SUM on the last
on the same grade of cell to find out the
other scores number of students

68
Steps Calculation Number : Grade (cont.)

Number of calculations
Students who get
grade

69
 4/25/20 05:48:51 AM

CHARTS AND GRAPH

• Introduction
• Why use charts & graphs
• Describing data with charts and graphs
• Creating and formatting charts in Excel 2007
• Conclusion

• ONLINE TUTORIAL

70
Introduction

• Charts and graphs can be used to pictorially

represent data.

A Pie Chart Showing the

Percentage Distribution of
Deaths from all Causes

71
Why use charts & graphs?
Year 2011

Undeveloped
Cause of Death Developed countries countries

Accident 1,234,560 210,000

Cancer 657,000 480,000

Heart disease 3,512,000 2,484,000

Suicide 799,000 100,000

• Pie chart is used:

– when have only one data
series.
– when the total of something
is known.
– to show the pieces that make
it up.
– to show the percentage of
total comparison.
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Pie Charts
Ken pays 68% of the bill before the refund

Tom Dick
Chart title 1% Harry
4%
9%

Ben
18%

Ken
68%

Each slice of the pie represents the

percentage of the dinner bill each
Slices are exploded person pays

73
Why use charts & graphs?

• Line charts:
– can display continuous data over time.
– can be extended with no arbitrary ending points.
– can show trends in a data at equal intervals.

What can
we see?

74
Why use charts & graphs?

Such chart enables us to answer questions such as

– How many students graduated in 1992?
– In what year did we have the greatest number of
graduates?
– What is the fewest number of graduates we have had?
– Were there more graduates in 1989 or in 1998?
– Taking the whole graph as a basis, will we likely have more
or less graduates in 2000 than we had in 1999?

75
Column Charts

Embedded chart shows both

the chart and the data

Row 3 contains column

headings and forms labels for
X axis

76
Chart Types

• Keep it simple
• Use the appropriate chart type
– Pie and Exploded pie charts display proportional
relationships
– Column charts display numbers rather than
percentages
– Bar charts display numbers horizontally

77
Describing Data with Charts and Graphs

Purpose of the Chart Appropriate Chart Type

Compare categorical data Column Chart; Bar Chart, Radar Chart

Compare series of data Area Chart, Line Chart, Column Chart

over time (stacked), High-Low Chart

Percentage of total Pie Chart, Donut Chart, Stacked Bar or

comparisons Column chart
Relationship between two Scatter Plot
variables
Relationship between three 3-Dimension Surface Plot
variables
78
Charts and their elements
• Charts are used to display series of numeric data in a graphical
format to understand:
– understand large quantities of data
– relationship between different series of data.
• A chart has many elements: Some of these elements are displayed
by default, others can be added as needed.
• You can change the display of the chart elements by
– moving them to other locations in the chart,
– resizing them, or
– by changing the format.
– Remove any chart elements that you do not want to display.

79
Charts and their elements (cont…)

1. The chart area of the chart. (chart area: The

entire chart and all its elements)

2. The plot area of the chart.

(plot area: In a 2-D chart, the area bounded by
the axes, including all data series. In a 3-D chart,
the area bounded by the axes, including the
data series, category names, tick-mark labels,
and axis titles.)
3. The data points of the data series that are plotted in the chart.
(data points: Individual values plotted in a chart and represented by bars, columns,
lines, pie or doughnut slices, dots, and various other shapes called data markers. Data
markers of the same color constitute a data series.) (data series: Related data points
that are plotted in a chart. Each data series in a chart has a unique color or pattern and
is represented in the chart legend. You can plot one or more data series in a chart. Pie
charts have only one data series.) 80
Charts and their elements (cont…)

4. The horizontal (category) and vertical (value) axis

along which the data is plotted in the chart. (axis: A
line bordering the chart plot area used as a frame of
reference for measurement. The y axis is usually the
vertical axis and contains data. The x-axis is usually
the horizontal axis and contains categories.)
5. The legend of the chart. (legend: A box that
identifies the patterns or colors that are assigned to
the data series or categories in a chart.)

6. A chart and axis title that you can use in the chart. (titles in charts: Descriptive text that is
automatically aligned to an axis or centered at the top of a chart.)
7. A data label that you can use to identify the details of a data point in a data series. (data
label: A label that provides additional information about a data marker, which represents a
single data point or value that originates from a datasheet cell.)

81
Describing Data with Charts and Graphs

• Graphical representation of data is far more

effective in conveying information than are
tables of data
• MS Excel has 11 basic types of charts and
graphs with many sub-classifications within
each of the eleven types

82
Describing Data with Charts and Graphs

• Column • Stock
• Line • Surface
• Pie • Doughnut
• Bar • Bubble
• Area • Radar
• X Y (Scatter)

83
Table of Contents

• Build Chart
• Methods for editing chart
• Modify types of chart
• Adding data in chart

84
Build Chart

1 2 3
Excel allows any Performances Select specific
raw data through this chart data for produce
presented in look more a chart
charts attractive and
easy to interpret

85
Build Chart (cont.)

86
Method For Producing Chart
• Select the cells that have data (Highlight)
• Click on tab Insert and select the type of chart required

87
Method For Producing Chart (cont.)
• Examples of using this type of Bar Chart > Stacked Bar

88
Method For Producing Chart (cont.)

No chart title

No name

No y-axis
labels

No x-axis labels

89
Method For Producing Chart (cont.)
• Click on the Layout tab to enter the relevant data

• Chart Title - The title of the chart

• Axis Title - Axis name
• Legend - Name value in the chart
• Data Label - Values ​in the chart
• Data Table - To enter the chart table together
• Axes – axis
• Gridlines – grid lines

90
Method For Producing Chart (cont.)
• Chart titles, axis labels x and y are included

91
Method For Producing Chart (cont.)
• Entered data given name

Still have not

changed

92
Method For Producing Chart (cont.)
• Name of the series in the chart can also be converted
• Click on the tab Design > Select Data

Click here

• Select the series and click the button Edit

93
Method For Producing Chart (cont.)
• The end result charts

94
Style Chart
• Click tab Design > Chart Style

95
Format Chart

• Change the color chart

• Click right on chart >
Format Chart Area > Fill
• Example : Solid Fill >
black
• Other options such as
Border color, Border
styles, Shadow, Glow
and Soft Edges, 3-D
Format, Size, Properties
and Alt Text are
appropriate
96
Format Bar

• Change the bar color

• Click right on bar >
Format Data Series >
Fill
• Example : Solid Fill >
blue
• Other options such as
Series Option, Border
Color, Border Styles,
Shadow, Glow and Soft
Edges and 3-D format is
appropriate
97
Other Formats

• All parts of the chart can be edited

• Example: Change the font color

98
Other Formats (cont.)

• The end result charts

99
Modifying the Chart Type
• Chart type can be modified.
• Click tab Design > Change Chart Type

100
Modifying the Chart Type( cont.)

101
Adding Data In Chart
• If the data is added to the table that is used for create a chart,
there will be no additional data in the chart automatically
• For the latest data exists in the chart, some adjustments need
to be done

Column latest

102
Adding Data In Chart (cont.)

• Click on the chart has been

developed
• Place the mouse in the
shown on the beside
• Click left and drag to new
column as shown in Figure
• The added data will
appear on the chart

103
Adding Data In Chart(cont.)
• The end result charts

104
Question ?

105
MCQ QUESTIONS, Microsft Worksheet

• 1) What does function of vlookup

• = finds related information

• 2) A typical worksheet has …. Number of columns

• = 2 5 6 column

• 3) A worksheet can have a maximum of …. Number of

rows
• d. 65,535
106
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