Microsoft excel

Lesson 7
 Microsoft Excel

 Microsoft Excel is a spreadsheet application that is commonly used for a

variety of uses.
 It is a table made of rows and columns.
 It uses a Spreadsheet to display data.
 Some features include ; Calculation, graphing tools, pivot tables and a macro
programming language called Visual Basic for Applications
Rows and columns
 Inserting Rows and columns
 To Add a Row:  To add a Column
1. Select the entire row below where you want to add 1. Select the column to the right of where you want to
the new row add the new column.
2. Right click and Select Insert. 2. Right click, select insert.
 Navigation
 Moving Between Cells
1.Use the arrow keys on your keyboard to move from one
cell to another
2.Use the Tab key to move horizontally to the right. Hold the
Shift key and press the Tab key to move horizontally to the
left.
3.Use the Enter key to move vertically downward. Hold the
Shift key and press the Enter key to move vertically
upwards.
 Selecting Multiple Cells
 To select a range of data:
1. Select the first cell in the data range.
2. Hold the Shift key.
3. Select the last cell in the data range.

OR
 Select the beginning range of data, drag the
cursor to select the range of data
 Selecting Entire Rows and Columns

Excel organizes a data sheet by numbering the rows and

lettering the columns.
 To select an entire row:
Select the number of the row

 To select an entire column:

Select the letter of the column.
 Selecting Multiple rows and columns
 To select multiple rows or
columns
1. Select the entire first row
2. Hold the Shift Key
3. Select the entire last row
of the range of data
 formatting
 Cells appears
Formatting cells allow you to
change the appearance of the value
within the cell without changing
the value, such as converting
number into a currency or
percentage value
To Format a Cell:
 Select the Cell or Cells to format
 Right click and select Format Cells
 The format cell dialogue box
The format cell dialogue box

 To convert a numeric value into an accounting value:

 Select Accounting from the list of Categories.
 Click on OK
 TABLES
 A table is a way of formatting data so that 3. The Create Table dialogue box will appear
data may be sorted. Tables also display rows
in alternating colors to make the data easier
to read.
 Choosing a Table Style to Create a Table.
1. Select the range of cells to include in the
table. If you select a range of data to include in the
2. Choose Table located on the Insert tab. table, the table contents will already be
populated in the Where is the data for you table?
field.
 To Include headers in the table, select the My
Table has Headers Checkbox.
 To Create a Table from the Home Tab:
1. Select the range of cells to include in the Adjust the Table Style
table.
 Select the table, and choose the
2. Select Format as Table.
Table Style located on the Design
3. Follow the steps listed above to create a table. tab.
 Creating or Deleting a Custom Table Style
 To Create a Custom Table:
1. Select your data
2. Choose Format as Table
3. Select New Table Style at the bottom of the
dropdown menu.

5. Select any of the table elements to format

the table as desired.
6. The Preview box allows you to view the
4. The new Table Quick Style dialogue box table before completing formatting changes.
appears: 7. Select OK to apple
  To Set this Table as a Default Table:
1. Select the Set as default table quick style for
this document option

 To Delete a Custom Style:

1. Select Format as Table.
2. Find the custom style located within the
Custom section 3. Choose Clear.
3. Right click on the style, select Delete

 Removing a Table Style: This will clear the table style but the data will still
1. Select the contents of the table. remain in the table

2. Choose the More button.

  Converting a Table to a Range of Data:  Header Row – Creates a row at the top of
1. Select the table the table for headers.
 Total Row – Creates a row at the bottom of
2. Select Covert to range
the table populates a total sum for each
3. Select Yes column.
 Banded Rows – Shades every other row in
the table.
 First Column – Shades the
entire first column the
same color as the header
 Formatting Table Elements row. Last Column – Shades
1. Select the contents of the Table the entire last column the
same color as the header
2. Table Style Options various table formatting row. Banded Columns –
options Shades every other column
3. Select the desired checkboxes to change the in the table.
format of the Table
Pivot Tables: A pivot table is a data summarization
tool within Excel. A pivot table can sort, count,
total and average the data within a table or
spreadsheet.
To Insert a Pivot Table;
1. Select any cell in your data range
2. Select Pivot Table located on the Insert tab.

Excel will automatically select the data for the

pivot table.
Excel will also automatically select New Worksheet
as the destination for the pivot table.
3. Click OK
The create PivotTable dialogue box appear
A new worksheet will be added for the pivot table. 4.Choose the fields to see by selecting column
Initially, the spreadsheet will appear blank. headers within Choose Field to Add to Report.

The PivotTable Field List is located to the right. You can also drag and drop a field into a Pivot table
Area within the dialogue box.
Pivot Table Areas:
Report Filter – Filters the entire pivot table based
on fields in that area Column Labels – Adds
columns to the table based on fields in that area;
Row Labels – Adds rows to the table based on
fields in that area;
Values – Performs an Auto Sum action in the table
based on the fields in that area
 In a pivot table, you can sort and filter like
you can with any other data range.
 To Change the Summary Calculation Value:
1. Click on any cell in the Grand Total row
2. Select Value Field settings from the menu.
This will open the Value Field Settings
dialogue box:
3. Choose the calculation you want to
summarize
4. Click OK
The Values field will change to the selected
calculation
 Conditional Formatting ; Conditional
formatting allows you to change the
appearance of a cell, based on criteria that
you define, using predetermined rules in
Excel.
 Highlight cells Rules ; Using the highlight 3. Hover over Highlight Cells Rules to reveal
cells rules, you can highlight cells in your the menu of different rules.
data that are greater or less than a value,
between or equal to a value or contain a
specified or duplicate value.
Greater Than:
To highlight cells which contain data greater
than a specific value;
1. Highlight the data range.
2. Select the conditional Formatting tool.
Cont…
 Select Greater Than from the menu to open the
Greater Than dialogue box:  The cells which contain a value greater than the
value you specified will now appear with cell
formatting which you selected.

 Enter the value that you want to set as your

lower limit for the Greater Than condition.
 Select the type of formatting from the dropdown
menu.
 Select OK
Less Than and Between
To highlight cells that contain data less than a To highlight cells between two specific values:
specific value. 7. Highlight the data range
1. Highlight the data range 8. Select Conditional Formatting.
2. Select Conditional Formatting. 9. Hover over Highlight Cell Rules to reveal the
3. Hover over Highlight Cell Rules menu of different rules
4. Select less Than to open the Less Than 10. Select Between to open the Between dialogue
dialogue box. box.
5. Enter the value that you want to set your upper 11. Enter the lower limit in the first box and the
Limit for the Less Than condition upper Limit in the second box.
6. Select OK 12. Select the cell formatting
The cells which contain a value less than the value 13. Select OK.
you specified will now appear with the cell The cells which contain a value between the two
formatting which you selected. specified values will now appear with the cell
formatting which you selected.
Equal to and Text( contain Certain Characters)
To highlight cells equal to a specific value To highlight cells that contain a certain
1. Highlight the data range character(s).

2. Select Conditional Formatting. 8. Highlight the data range

3. Hover over Highlight Cell Rules 9. Select Conditional Formatting.

4. Select equal To to open the Equal To 10. Hover over Highlight Cell Rules
dialogue box. 11. Select Text That Contains to open the
5. Enter the value that you are looking for Text That Contains dialogue box.

6. Select the type of cell formatting you 12. Enter the Character(s) that you are
wish to use looking for

7. Select OK 13. Select the type of cell formatting you

wish to use
The cells which contain the specified value
will now appear with the cell formatting 14. Select OK
which you selected.
Conditional Formatting
 By following the steps above, the various kinds of formatting can also be done;
1. A Date Occurring – format cells which contain specified date or date range.
2. Duplicate Values – Format cells which contain either duplicate or unique values
3. Top/Bottom Rules – Select cells that can be at the top or bottom ten items/ ten percentage. e.g
Top 10 Item or Bottom 10 Items
4. Above Average – Highlight cells that are above average value of your data.
To identify items below the average, Select Below Average instead of above Average
5. Data Bars – to convert data into bar graph.
Choose either Gradient or solid and select a color for the bar graph
6. Color Scales – Used to color the cells in your data based on their numerical value.
7. New Rule – If the rules above do not cover what you need, create your own rule
Select New Rule after conditional formatting
The New Dialogue Box appears
Select the rule type; each rule will change the appearance of the dialogue box.
8. Clear Rules- Clears any conditional formatting rules from the selected cells
9. Manage Rules- Allows you to view, edit, delete, and add rules.
Separating Text within a Cell
 When data is combined within a cell, 5. Choose the appropriate data type.
such as a first and last name, Excel is To separate a column based on
able to separate this data into two cells. punctuation characters, select Delimited.
 To separate data within a cell: To separate a column based on spaces
between each field, select Fixed Width
1. Insert a blank column to the right of the
column containing the merged data. 6. Select Next

2. Highlight the column of full names. 7. Choose your delimiters for the text
separation. e.g Space, Tab, semicolon etc
3. Select the Data tab.
8. Select Next
4. Select Text to Columns
9. Select the data format for each column.
E.g Select General. Text, Date etc
10.Select Finish
Sorting