Microsoft Office XP

Microsoft Excel
 Microsoft Office XP
Microsoft Excel
• Entering Text and Numbers
• Formatting Text and Performing
Mathematical Calculations
• Numbers and Mathematical Calculations
• Creating Charts
 Entering Text and Numbers

• Start > Program > Microsoft Office >

Microsoft Office Excel
 Entering Text and Numbers
• The Title Bar

• The Menu Bar

• Toolbars
– The Standard Toolbar

– The Formatting Toolbar

 Show full menus
1. Point to the word Tools, which is located on
the menu bar.
2. Click your left mouse button.
3. Press the down arrow until customize is
highlighted.
4. Press Enter.
5. Choose the Options Tab by clicking on it.
6. If Always Show Full Menus does not have a
check mark in it, click in the Always Show Full
Menus box.
7. Click Close to close the dialog box.
Show full menus
Show full menus
Show full menus
Worksheets
 The Formula Bar

• If the Formula bar is turned on, the cell

address displays in the Name box on the
left side of the Formula bar. Cell entries
display on the right side of the Formula
bar. Before proceeding, make sure the
Formula bar is turned on.
Selecting Cells
 Selecting Cells
• By pressing the F8 key
• Using the shift key

Go to Specific Cell

• Go to -- F5
• Go to -- Ctrl-G
Wrapping Text
 Wrapping Text

• Return to the Cell

• Choose Format > Cells  from the menu.
• Choose the Alignment tab.
• Click Wrap Text.
• Click OK. The text wraps.
Entering Numbers as Labels or
Values
Labels
Labels are alphabetic, alphanumeric, or
numeric text on which you do not perform
mathematical calculations.
Values
Values are numeric text on which you perform
mathematical calculations
Enter a number:
1. Move the cursor to a cell.
2. Type any number.
3. Press Enter.
Enter a value:
1. Move the cursor to a Cell .
2. Type '100.
3. Press Enter.
Formatting a Cell
 Formatting Text and
Performing Mathematical
Calculations
 Setting the Default Font
• Choose Format > Cells  from the menu.
• Choose the Font tab.
• In the Font box, choose desire Font .
• In the Font Style box, choose the desire style.
• In the Size box, choose the desire size.
• If there is no check mark in the Normal Font box,
click to place a check mark there. Your
selections are now the default.
• Click OK.
Setting the Default Font
 Moving to a New Worksheet
• In Microsoft Excel, each workbook is made
up of several worksheets
 Performing Mathematical
Calculations
• + Addition
• - Subtraction
• * Multiplication
• / Division
• ^ Exponential
 Addition
• Move your cursor to cell A3.
• Type a number.
• Press Enter.
• Type another number (Value) in cell A4.
• Press Enter.
• Type =A3+A4 in cell A5.
• Press Enter. Cell A3 has been added to
cell A4, and the result is shown in cell A5.
Addition
 Subtraction
• Move your cursor to cell A3.
• Type a number.
• Press Enter.
• Type another number (Value) in cell A4.
• Press Enter.
• Type =+A3-A4 in cell A5.
• Press Enter. Cell A3 has been added to
cell A4, and the result is shown in cell A5.
Subtraction
 Multiplication
• Move your cursor to cell A3.
• Type a number.
• Press Enter.
• Type another number (Value) in cell A4.
• Press Enter.
• Type =A3*A4 in cell A5.
• Press Enter. Cell A3 has been added to
cell A4, and the result is shown in cell A5.
Multiplication
 Division
• Move your cursor to cell A3.
• Type a number.
• Press Enter.
• Type another number (Value) in cell A4.
• Press Enter.
• Type =A3/A4 in cell A5.
• Press Enter. Cell A3 has been added to
cell A4, and the result is shown in cell A5.
Division
 AutoSum Icon
• Go to cell C6.
• Type any number. Press Enter.
• Type any number . Press Enter.
• Type any number. Press Enter.
• Click on the AutoSum button, which is located
on the Standard toolbar.
•
• C6 to C8 should now be highlighted.
• Press Enter. C6 to C8 are added.
AutoSum Icon
 Automatic Calculation

• If you have automatic calculation

turned on, Microsoft Excel
recalculates the worksheet as you
change cell entries. You can check to
make sure automatic calculation is
turned on.
 Automatic Calculation
• Choose Tools > Options  from the menu.
• Choose the Calculation tab.
• Select Automatic if it is not already
selected.
• Click OK.
Automatic Calculation
 Formatting Numbers
• You can format the numbers you enter into
Microsoft Excel.
• Choose Format > Cells  from the menu.
• Choose Tab “Number”
• You can choose the format you need
 More Advanced Mathematical
Calculations
• When you perform mathematical
calculations in Microsoft Excel, be careful
of precedence. Calculations are performed
from left to right, with multiplication and
division performed before addition and
subtraction
 More Advanced Mathematical
Calculations
• Go to cell A1.
• Type =3+3+12/2*4.
• Press Enter.
• Note: Microsoft Excel divided 12 by 2,
multiplied the answer by 4, added 3, and
then added another 3. The answer, 30,
displays in cell A1.
 More Advanced Mathematical
Calculations
• To change the order of calculation, use
parentheses. Microsoft Excel calculates the
information in parentheses first.
• Double-click in cell A1.
• Edit the cell to read =(3+3+12)/2*4.
• Press Enter.
• Note: Microsoft Excel added 3 plus 3 plus 12,
divided the answer by 2, and multiplied the result
by 4. The answer, 36, displays in cell A1.
 Cell Addressing
• Microsoft Excel records cell addresses in
formulas in three different ways, called
– absolute,
– relative,
– mixed.
 Relative
• cell addressing, when you copy a formula
from one area of the worksheet to another,
Microsoft Excel records the position of the
cell relative to the cell that originally
contained the formula
 Exercises
• Go to cell A7.
• Type 1. Press Enter.
• Type 1. Press Enter.
• Type 1. Press Enter.
• Go to cell B7.
• Type 2. Press Enter.
• Type 2. Press Enter.
• Type 2. Press Enter.
• Go to cell A10.
 Exercises
• You should be in cell A10.
• Type =.
• Use the up arrow key to move to cell A7.
• Type +.
• Use the up arrow key to move to cell A8.
• Type +.
• Use the up arrow key to move to cell A9.
• Press Enter.
• Look at the Formula bar while in cell A10. Note that the
formula you entered is recorded in cell A10.
 Copying by Using the Menu
You can copy entries from one cell to another cell.
To copy the formula you just entered, follow
these steps
– You should be in cell A10.
– Choose Edit > Copy  from the menu. Moving dotted
lines appear around cell A10, indicating the cells to
be copied.
– Press the Right Arrow key once to move to cell B10.
– Choose Edit > Paste  from the menu. The formula in
cell A10 is copied to cell B10.
– Press Esc to exit the Copy mode.
 Copying by Using the Menu
• Compare the formula in cell A10 with the
formula in cell B10 (while in the respective
cell, look at the Formula bar). The
formulas are the same except that the
formula in cell A10 sums the entries in
column A and the formula in cell B10 sums
the entries in column B. The formula was
copied in a relative fashion
 Absolute Cell Addressing
• Refers to the same cell, no matter where
you copy the formula. You make a cell
address an absolute cell address by
placing a dollar sign in front of both the
row and column identifiers. You can do
this automatically by using the F4 key.
 Exercises
• Go to cell A7.
• Type 1. Press Enter.
• Type 1. Press Enter.
• Type 1. Press Enter.
• Go to cell B7.
• Type 2. Press Enter.
• Type 2. Press Enter.
• Type 2. Press Enter.
• Go to cell A10.
 Exercises
• Move the cursor to cell A10.
• Type =.
• Use the up arrow key to move to cell A7.
• Press F4. Dollar signs should appear before the A and
before the 7.
• Type +.
• Use the up arrow key to move to cell A8.
• Press F4.
• Type +.
• Use the up arrow key to move to cell A9.
• Press F4.
• Press Enter. The formula is recorded in cell A10.
 Exercises
• Copy the formula from A10 to B10. This time,
you will copy by using the keyboard shortcut.
• Your cursor should be in cell C10.
• Hold down the Ctrl key while you press "c"
(Ctrl-c). This copies the contents of cell C10.
• Press the right arrow once.
• Hold down the Ctrl key while you press "v"
(Ctrl-v). This pastes the contents of cell A10 in
cell B10.
• Press Esc to exit the Copy mode.
• Compare the formula in cell A10 with the
formula in cell B10. They are the same. The
formula was copied in an absolute fashion.
Both formulas sum column A
 Mixed Cell Addressing
• Reference a cell that is part absolute and part
relative. You can use the F4 key.
• Move the cursor to cell E1.
• Type =.
• Press the up arrow key once.
• Press F4.
• Press F4 again. Note that the column is relative
and the row is absolute.
• Press F4 again. Note that the column is absolute
and the row is relative.
• Press Esc.
 Numbers and Mathematical
Calculations
• Microsoft Excel has many functions that
you can use. Functions allow you to
quickly and easily find an average, the
highest number, the lowest number, a
count of the number of items in a list, and
make many other useful calculations
 Reference Operators
• Reference operators refer to a cell or a
group of cells.
• There are two types of reference
operators,
– range
– union.
 Range
• Refers to all the cells between and
including the reference. A range reference
consists of two cell addresses separated
by a colon. The reference A1:A3 includes
cells A1, A2, and A3. The reference A1:C3
includes A1, A2, A3, B1, B2, B3, C1, C2,
and C3.
 Union

• Consists of two or more cell addresses

separated by a comma. The reference
A7,B8,C9 refers to cells A7, B8, and C9
 Functions
• A set of prewritten formulas called
functions.
• When using a function, remember the
following
– Use an equal sign to begin a formula.
– Specify the function name
– Enclose arguments within parentheses.
– Use a comma to separate arguments
 Functions
• Here is an example of a function:
=SUM(2,13,A1,B27)
– In this function:
– The equal sign begins the function.
– SUM is the name of the function.
– 2, 13, A1, and B27 are the arguments.
– Parentheses enclose the arguments.
– A comma separates the arguments
 Entering a Function by Using the
Menu
• Type 150 in cell C1.
• Press Enter.
• Type 85 in cell C2.
• Press Enter.
• Type 65 in cell C3.
• Press Enter. Your cursor should be in cell C4.
• Choose Insert > Function  from the menu.
• Choose Math & Trig in the Or Select A Category box.
• Click Sum in the Select A Function box.
• Click OK. The Functions Arguments dialog box opens.
• Type C1:C3 in the Number1 field, if it does not automatically appear.
• Click OK. Microsoft Excel sums cells C1 to C3.
• Move to cell A4.
• Type the word Sum.
• Press Enter.
 Calculating an Average
• You can use the AVERAGE function to
calculate the average of a series of
numbers.
• Move your cursor to cell A6.
• Type Average. Press the right arrow key
to move to cell B6.
• Type =AVERAGE(B1:B3).
• Press Enter. The average of cells B1 to
B3, which is 21, will appear.
Calculating an Average by Using
the Sum Icon
• In Microsoft Excel XP, you can use the
Sum icon to calculate an average.
• Move your cursor to cell C6.
• Click the drop-down arrow next to the Sum
icon.
• Click Average.
• Highlight C1 to C3.
• Press Enter. The average of cells C1 to
C3, which is 100, appears.
 Calculating Min
• You can use the MIN function to find the
lowest number in a series of numbers.
• Move your cursor to cell A7.
• Type Min.
• Press the right arrow key to move to cell
B7.
• Type = MIN(B1:B3).
• Press Enter. The lowest number in the
series, which is 12 appears.
 Calculating Max
• You can use the MAX function to find the highest
number in a series of numbers.
• Move your cursor to cell A8.
• Type Max.
• Press the right arrow key to move to cell B8.
• Type = MAX(B1:B3).
• Press Enter. The highest number in the series,
which is 27, appears.
• Note: You can also use the drop-down menu
next to the Sum icon to calculate minimums and
maximums.
 Calculating Count
• You can use the count function to count the
number of items in a series.
• Move your cursor to cell A9.
• Type Count
• Press the right arrow key to move to cell B9.
• Click the down arrow next to the Sum icon.
• Click Count.
• Highlight B1 to B3.
• Press Enter. The number of items in the series,
which is 3 appears.
 Filling Cells Automatically
• You can use Microsoft Excel to fill cells
automatically with a series. For example,
you can have Excel automatically fill in
times, the days of the week or months of
the year, years, and other types of series.
Days of the week and months of the year
fill in a similar fashion
 Exercises
• Move to cell A1.
• Type Sun.
• Move to cell B1.
• Type Sunday.
• Highlight cells A1 to B1.
• Bold cells A1 to B1.
• Find the small black square in the lower right corner of
the highlighted area. This is called the Fill Handle.
• Grab the Fill Handle and drag with your mouse to fill cell
A1 to B24. Note how the days of the week fill the cells in
a series. Also, note that the Auto Fill Options icon
appears
Exercises
 Creating Charts
• Using Microsoft Excel, you can represent
numbers in a chart. You can choose from
a variety of chart types. And, as you
change your data, your chart will
automatically update.
 Creating a Column Chart
• To create the column chart shown above,
start by creating the spreadsheet below
exactly as shown.
 Exercises
1. Highlight cells A1 to D4. You must highlight all
the cells containing the data you want in your
chart. You should also include the data labels.
2. Choose Insert > Chart from the menu.
3. Click Column to select the type of chart you
want to create.
4. In the Chart Sub-type box, choose the
Clustered Column icon to select the chart sub-
type.
5. Click Next.
6. To place the product names on the x-axis, select the Columns radio button.
7. Click Next.
8. Type Server in the Chart Title field. Server will appear as the title of your
chart.
9. Type Server in the Category (X) Axis field. Products will appear as your x-
axis title.
10. Type Location in the Value (Y) Axis field. Location will appear as your y-axis
title.
11. Choose the Data Labels tab.
12. Select Value in the Labels Contain Frame to display the data labels as
values.
13. Choose the Data Table tab.
14. Select Show Data Table. The data table will appear below your chart.
15. Click Next.
16. Choose As Object In Sheet1 to make your chart an embedded object and
part of the worksheet.
17. Click Finish
18. Your chart will appear on the spreadsheet
Exercises