MICROSOFT EXCEL

Basics of MS Excel
What is Microsoft Excel?
Microsoft Excel is the software used to process
data that are numeric in nature.
-There are various versions of MS Excel, but in
this class we will focus on MS Excel 2007
 Starting MS Excel 2007
To start MS Excel
1. Click on Start button
2. Select All programs
3. Click on Microsoft office
4. Select Microsoft office Excel 2007
Uses of MS Excel
• Preparing payrolls - Calculating employees’
salaries i.e. gross pay, allowances,
deductions and the net pay.
• Presenting students performance - to store
students information e.g. marks, calculating
total marks, average marks and grading.
• Creating and maintaining personal budget-
tabulating monthly expenses and calculating
total monthly expenses.
• Calculating profit and loss in clinics.
• Used in hospital to enter and store data
Starting MS Excel 2007
Parts and Functions of Excel Window
 Function of each part
Title Bar

The title bar shows the name of the

document on screen. When a new doc-
ument is started, Excel 2007 gives it a
generic name like ‘book 1’ and this is
displayed on the title bar. When you save
the document with a name, the
generic name on the title bar is re-
placed by the given name.
 Function of each part
Quick Access Toolbar

Located in the top left corner of the Excel

2007 window, the Quick Access Toolbar
contains some of the most frequently
used commands like Save, Undo, Redo
 Function of each part
Window Controls
These are a set of three buttons in the top
right corner of the program window.
1. The right button, displaying an x, is the
Close button . On clicking, this but-
ton closes the Excel window.
2. The left button is the Minimize button
which minimizes the program window
to the taskbar.
3. The middle button is the Maximize but-
ton, which maximizes the Excel 2007
window
 Function of each part
Ribbon

Ribbon displays various commands in a

series of icons
 Function of each part
Office Button

Clicking 'Office' button shows a drop-

down menu showing commands for file
operations.

Help Button

Located to the left the Window Controls in

the top right corner of Excel window,
this button brings up the Excel Help
 Function of each part
Workbook

Workbook is a collection of worksheets.

Worksheet

A worksheet is a grid of cells, consisting

of rows and columns.
 Function of each part
Cell

Is an intersection of Row and Column

Active Cell

Is a currently selected cell

 Function of each part
Name box

Name box shows the address of the ac-

tive cell.

Formula Bar

Displays information being entered

 Function of each part
Title Bar

Displays both the name of the application

and the name of the spreadsheet.
 Function of each part
Sheet Tabs

Sheet tabs are buttons that enable to

move from one sheet to another within a
workbook
 Entering Data into Worksheet
Data are entered into currently selected
cell
 Deleting data
If you want to delete data from a single
cell select that cell then press
backspace, but if you want to delete
multiple cells select them and then press
delete key on your keyboard
 Selecting Cells
In MS Excel you can select
• Specific range of cells (Contiguous Cells)
• Entire Row
• Entire Column
• Entire Worksheet
• Non contiguous cells
 Editing Cell Entry
There are two types of editing
• Direct editing (Double clicking the cell)
• Formula Bar editing
 Saving
• Click the Microsoft Office Button
• Click Save, save as box appears
• In the File name box, type a name for
the workbook.
• Click Save.
 Formatting Data
• For formatting font style, size, color,
Bold Italic and underline refer to MS
Word notes
 Other Formatting
Cell Borders
• Select the cells you want to format.
• Click the down arrow beside the Borders
button in the Font group of the Home
tab.
• A drop-down menu appears, with all the
border options you can apply to the
cell selection.
• Click the type of line you want to apply
to the selected cells
Cell Borders
 Other Formatting
Cell Shading
• Select the cells that you want to apply
shading
• Click the arrow next to Fill Color in the
Font group on the Home tab, and
then click the color on the palette
that you want.
Cell Shading
 Excel Formula
A formula is an expression which calcu-
lates the value of a cell.
Each Excel formula must begin with an
equal sign.
There are two types of Excel Formula
1. Simple Formula
2. Complex Formula
 Excel Formula
Mathematical Operators used in Ex-
cel
 Simple Formula
Simple formula is type of formula which
consists of single mathematical Opera-
tion.
e.g. =A1+A7, =200*5

Complex Formula
Complex formula is type of formula which
consists of more than one mathemati-
cal Operation.
e.g. =120/(8-5)*4-2
The order of mathematical operations in
Complex Formula
1. Operations enclosed in parenthesis
2. Exponential calculations (to the power
of)
3. Multiplication and division, whichever
comes first
4. Addition and subtraction, whichever
comes first
 Filling Formula to other Cells
Sometimes, you will write a formula that
gets used a lot in different places of a
worksheet. For example, a spreadsheet
may contain several columns of num-
bers. Each column will contain a formula
that adds all the numbers in it. You could
write the formula several times, once
in each column. Or you could copy-and-
paste it into each column.
The fill formula method allows you to
copy a formula and fill it into many differ-
ent consecutive cells at the same
 Functions
A function is a Pre-defined formula.

Functions save you the time of writing

lengthy formulas. You could use an Excel
function called Average, for example,
to quickly find the average of range of
numbers. Or you could use the Sum
function to find the sum of a cell range.
 Functions
To access functions click on formulas tab
then choose insert function
 Functions……
Some of the more common functions in-
clude
SUM - Adds a range of cells together.
AVERAGE - Calculates the average of a
range of cells.
COUNT - counts the number of chosen
data in a range of cells .
MAX - Identifies the largest number in a
range of cells.
MIN - identifies the smallest number in a
range of cells.
 Functions……
IF – Used to check whether condition is
met and returns one value if true and
another value if false
Inserting Columns on a Worksheet
To insert a new column:
Select the column, or a cell in the column
to the right of where you want the in-
serted column to appear. For exam-
ple, if you want to insert a column be-
tween columns C and D, select column
D.
Click Insert > Insert Sheet Columns
from the Cells group of the Home tab.
Inserting Columns on a Worksheet
Inserting Columns on a Worksheet
 Inserting Rows on a Worksheet
To insert new a new row:
Select the row, or a cell in the row below
where you want the inserted row to ap-
pear. For example, if you wanted to in-
sert a row between rows 7 and 8, select
row 8.
Click Insert > Insert Sheet Rows from
the Cells group of the Home tab.
Inserting Rows on a Worksheet
Inserting Rows on a Worksheet
Deleting Columns from a Worksheet
To delete columns:
Select the columns to be deleted.
Click Delete > Delete Sheet Columns
from the Cells group of the Home tab.
The columns are deleted and all other
columns are shifted to the left.
Deleting Columns from a Worksheet
Deleting Rows from a Worksheet
To delete rows:
Select the rows to be deleted.
Click Delete > Delete Sheet Rows from
the Cells group of the Home tab.
The rows are deleted and all other rows
are shifted up.
Deleting Rows from a Worksheet
 Resizing Column Width
To resize a column, position the mouse on
the short line that separates a column
header until the mouse turns into a
short line with double horizontal arrows.

Click, then drag left or right until the

width you desire, then release the
mouse.
 Resizing Row Height
To change the height of a row, position
the mouse on the lower border that sep-
arates it from the next row until the
mouse turns into a short line with double
vertical arrows.

Click, then drag up or down until you get

the desired height, then release the
mouse.
 Text Orientation
To change text orientation in excel
2007
• Type the text into a cell and select the
cell(s)
• Click on the little drop down arrow be-
side orientation menu
• Select one of the quick options to angle
your text
Text Orientation
 Wrap Text
Wrap Text is a feature that enable to
break long line into multiple lines so
that all the text of a cell can be seen.

To Wrap Text
• Select the cells that you want to wrap
• On the Home tab, in the Alignment
group, click Wrap Text button
 Merge & Center
Merge & Center is the excel feature that merges
all the cells you have selected, and then cen-
ters the text
To Merge & Center
• Select the cells that you want to merge & cen-
ter
• On the Home tab, in the Alignment group,
click Merge & Center button
 Protect Workbook
Excel 2007 includes a Protect Workbook com-
mand that prevents others from making
changes to the layout of the worksheets in a
workbook. You can assign a password when
you protect a workbook so that only those who
know the password can unprotect the
workbook and make changes to the structure
and layout of the worksheets.
To protect workbook
• Click Review tab
• Click the Protect Workbook
• Click Protect Structure and Windows
• Enter Password if you wish then click Ok
Protect Workbook
 Protect Worksheet
When you share an Excel file with other users,
you may want to protect a worksheet to help
prevent it from being changed.
To prevent other users from changing, moving,
or deleting data in a worksheet, you can lock
the cells on your Excel worksheet and then pro-
tect the sheet with a password.
 Protect Worksheet
To protect worksheet:
• Click Review tab and then click on Protect
Sheet
• Enter a password.
• Check the actions you allow the users of your
worksheet to perform.
• Click OK.
Document Encryption in MS Excel
To encrypt your workbook and set a pass-
word to open it:
1. Click the Microsoft Office Button, point to
Prepare, and then click Encrypt Docu-
ment.
2. In the Password box, type a password, and
then click OK.
3. In the Reenter password box, type the
password again, and then click OK.
4. To save the password, save the file.
Document Encryption in MS Excel
 Removing Password in MS Excel
1. Open the spreadsheet by entering the pass-
word
2. Click the Microsoft Office Button , point to
Prepare, and then click Encrypt Docu-
ment.
3. In the Encrypt Document dialog box, in the
Password box, delete the encrypted
password, and then click OK.
4. Save the spreadsheet.
 Sorting
Sorting is a common spreadsheet task that al-
lows you to easily reorder your data. The most
common type of sorting is alphabetical order-
ing, which you can do in ascending or de-
scending order.
To sort in alphabetical order:
• Select a cell in the column you want to sort.
• Click the Sort & Filter command in the Edit-
ing group on the Home tab.
• Select Sort A to Z. Now the information in the
column is organized in alphabetical order.
You can Sort in reverse alphabetical order by
choosing Sort Z to A in the list.
Sorting
 Sorting
To sort from smallest to largest:
• Select a cell in the column you want to sort
(a column with numbers).
• Click the Sort & Filter command in the Edit-
ing group on the Home tab.
• Select From Smallest to Largest. Now the
information is organized from the small-
est to largest amount.
You can sort in reverse numerical order by
choosing From Largest to Smallest in the
list.
 Filtering
Filtering is an Excel feature that enables you to
hide all unnecessary data and display only the
specific information you need.
To filter data:
1. Select heading of columns that you want to filter
2. Click on Sort & Filter button
3. Click on filter
4. Click the drop-down arrow next to the heading you
would like to filter
5. Uncheck Select All.
6. Choose your selection
7. Click OK. All other data will be hidden, and only the
selected data is visible.
Filtering
Filtering
 Chart
A chart is a tool used to present your data
graphically

Types of Charts
1. Column Chart 2. Area Chart
3. Bar Chart 4. Line Chart 5.Pie Chart
6. Other Charts
Other charts that can be created in Excel 2007
include: Doughnut; Stock XY (scatter);
Bubble; Radar; Surface; or Cone, Cylin-
der, and Pyramid charts.
 Parts of Excel Chart
Source data
The range of cells that make up a chart. The
chart is updated automatically whenever the in-
formation in these cells changes.
Title
The title of the chart.
Legend
The chart key, which identifies what each color
on the chart represents.
Axis
The vertical and horizontal parts of a chart. The
vertical axis is often referred to as the Y axis,
and the horizontal axis is referred to as the X
 Parts of Excel Chart
Data series
The actual charted values, which are usually
rows or columns of the source data.
Value axis
The axis that represents the values or units of
the source data.
Category axis
The axis identifying each data series.
Parts of Excel Chart
 Creating Chart
Charts can be created in either of two ways in
Excel 2007:
1. Embedded Charts
2. Chart Sheet
 To Create a Chart
1. Select the cells you want to chart, including
the column titles.
2. Click the Insert tab.
3. Select one of the Chart options.
4. Select a type of chart from the list that ap-
pears. The chart appears in the worksheet.
Chart
 Print
To see how your worksheet will display when
printed, click Office button, then select
Print>>Print Preview.
 Changing Page Orientation
To change page orientation:
1. Select the Page Layout tab.
2. Click the Orientation command.
3. Select either Portrait or Landscape.
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