CSM 183

MICROSOFT EXCEL AND POWERPOINT 2016

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CHAPTER ONE
MICROSOFT EXCEL (SPREADSHEET)

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GETTING STARTED WITH EXCEL

Applications that form the Microsoft

Office suite are
Microsoft Word (a word processor for
creating professional documents),
Microsoft Access (database
management application for
creating and maintaining
databases),
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Microsoft PowerPoint
(presentation software),
Microsoft Outlook,
Microsoft Publisher and
Microsoft Excel. The Excel is a
spreadsheet application.

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SPREADSHEETS AND THEIR USES
A spreadsheet (also known as an Electronic
Spreadsheet) is a piece of software (computer
program), which is simply the electronic
equivalent of the accounting worksheet.
 Both consist of rows and columns.
 The intersection of the rows and columns are
used to store numbers and text
 and is capable of a wide range of
manipulations from simple arithmetic
calculations such as totals, products or
percentages, to complex automated
calculations and analysis. 5
Spreadsheets are widely used in research,
industry and business for storing,
manipulating and comparing data and
for planning and forecasting. Below are
some of the major areas that spreadsheet
can be used

 1.
In Accounting field:- financial and
other non financial institutions such as
KNUST, CSIR, SSNIT, Bank of Ghana, etc.
can use spreadsheet for the following:
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I. Preparation of budgets, Balance sheet,
Trial Balance, analysis of cash flows,
costing projects, managing inventory,
payroll, and other financial plans
involving income and expenditure.
II. Discounts, Loan, taxation, investment,
interest and interest rate calculations.
III. For predicting or forecasting into the
future.
IV. Investment proposals, and many other
tasks.
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 2.Scientific environment: Scientist
such as Mathematicians, Engineers,
Physicists, Chemists, meteorologists,
statisticians, biologist, etc. use
spreadsheets to perform statistical
computations such as averages, standard
deviations, variance, R-Squared, etc.
 They can also use spreadsheet to
calculate regression coefficients, perform
analysis of variance (ANOVA), to solve
simultaneous equations (i.e. systems of
linear equation), to build frequency 8

distribution tables, etc

 3. Graphical Representation:
Spreadsheets are used in many
disciplines to represent data graphically
for easy analysis such as Pie chart,
Histogram, line graphs, etc.
 For example, hospitals, statistical
division, etc. can use spreadsheet to
represent information such as mortality
values, morbidity values, the trend of
cases with respect to an outbreak of a
disease, etc. in graphical forms. 9
 4.
Forex bureau and other multi-national
companies use spreadsheets for their
currency conversions. For example,
using a spreadsheet it is possible to
convert from one currency to another
without having to use any calculating
device.

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 5.Database management: Businesses
and individuals can use spreadsheets for
maintaining their data base. It allows
them to perform operations such as
sorting the data in their database,
extracting information/records from a
given database, etc. Spreadsheet can
also be used in the preparation of pay
vouchers, etc.

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 Spreadsheets are particularly good at
providing answers to the “what if …?”
type of questions which occur very
frequently in business.
 Forexample builders or architects may
use a spreadsheet to assist in the design
of a storm drain. In this case, they would
want to know the answer to a question
such as “what if we change the diameter
of the storm drain, how will that affect
the rate of flow of water carried along it?
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 Also,a business may want to know what
will happen to profit if income and
expenditure values over a certain period
increase or decrease. Will the architect,
builders or businesses have to perform all
the calculations again? The simple answer
is NO. Whenever there is a change in one
value Excel for example will automatically
update or recalculate all values that are
dependent on the changed value.

 In
this way a spreadsheet can be used not
only for creating financial statements or13

budgets but also as a planning tool.

 There are a number of spreadsheets
packages one can choose from
 AS-EASY-AS,
 SUPERCALC,
 LOTUS 1-2-3,
 SYMPHONY,
 QUATROPRO,
 FRAMEWORK IV,
 EXCEL, etc
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 The term spreadsheet is often used to
refer to the computer program.
Sometimes the same term is used to
refer to the sheet on which the work is
done. Some spreadsheet programs use
the term “worksheet” for this

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STARTING AND QUITTING EXCEL
To start the Excel application, follow these
steps.
I. Click the Start button on the taskbar at
the bottom left of the screen.

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II. Scroll through the programs to find
Excel and click on it to open.

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 Another way you can start Excel is from
a shortcut icon on the desktop. Double-
click the EXCEL short-cut icon on the
desktop. When Excel starts you will
obtain the following initial screen.

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 To Close or quit Excel in order to free memory for
other applications or at the end of the day when
you have finished working, follow these steps
I. Make sure your work is saved, click on the
close button the title bar.

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EDITING IN THE FORMULAR BAR
Formular
bar

To edit in the formula bar, follow these

steps;
I. Select cell.

II. Position pointer in text and click

III. Then edit formula.

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EDITING DIRECTLY IN A CELL

To edit directly in a cell, follow these steps;

I. Double-click the cell.

II. Using arrow keys move insertion point to
required positions.
III. Make necessary changes.

IV. Press Enter to append changes (or paste)

information or press Esc to leave the
contents unchanged. 22
ENTERING TEXT AND NUMBERS

 You can type as many as 255

characters in a cell. If a cell is not
wide enough, all characters may
not be displayed if the cell to the
right contains data. With the
General format, the text
automatically aligns on the left side
of the cell.
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 You can make Excel accept a number
as text by typing an apostrophe (‘)
followed by the number e.g. ‘25,000.
You may also enter numbers as text by
placing an equal sign in front of the
number and enclosing the number in
quotation marks e.g. = “25,000”.

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 In order to display a number that exceeds
the cell width, it may be necessary to have
the number displayed as text else the cell
will be filled with # signs or in some cases
may be displayed in scientific notation.

 E.g. 2.17E+09. Note, however, that you

may not perform any arithmetic operation
with text values.
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 Numbers are constant values containing only the
following characters:
 1 2 3 4 5 6 7 8 9 0 - + / . Ee
 When a number is entered, Excel stores both the
number typed into a cell and the format (or appearance)
in which the number should be displayed (i.e. the
format).

 Initially Excel tries to establish how the number should

be formatted. Apart from the digits 0 to 9, none of
the other characters can appear more than once
in a given number. For example 2.4e4e2 and 2.3.3
are invalid numbers and Excel treat them as text 26

and cannot therefore be used in computations.

 To enter a fraction such as 7½, type
the integer 7, a space, and then the
fraction (½). To type ½, type a zero,
a space, and the fraction (0 1/2); else
Excel will interpret the entry as a
date.
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ENTERING DATES AND TIMES
 Excel recognizes dates and times typed in most
common ways.
 When you type a date or time, Excel converts your
entry to a serial number.
 This enables Excel to do date and time calculations.
 For a date, the serial number represents the
number of days from the beginning of the 20th
century (i.e. 1/1/1900) until the date you type. 28
 Forexample, the date 1/1/1902 is represented
as 732 and that is the number of days since
1/1/1900.

 Timeis displayed as a decimal fraction of a

24-hour day.

 Correctlyentered dates appear in the formula

bar with the format m/d/yyyy, regardless of
how the cell is formatted.
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 To format a date in the default date format, select
the cell containing the date and press Ctrl + #

 To format a time in the default format press Ctrl+ @

 To quickly enter the current date in a cell press

Ctrl+;

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 To quickly enter the current time in a cell press

 A valid date entry in an unformatted cell is
aligned, as a number, to the right. If the cell
has been previously formatted with a
numeric format, it appears as a serial
number.

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 To enter a date, type the date into the
cell with any of these formats.
Format Example
m/d/yy 7/8/97
dd/mm/yy 07/08/97

d-mmm-yy 8-July-97

m/d/yy h:mm 6/8/97 09:45

mmm-yy July – 97
mmmm d, July 8, 1997
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yyyy
 Times may be entered in the following
formats.
Format Example

h:mm 13:32
h:mm:ss 13:32:45
h:mm AM/PM 1:32PM
h:mm:ss AM/PM 1:32:45PM

m/d/yy h:mm 6/8/97

13:32

mm:ss 45:15
[h]:mm:ss 21:45:15 33
 If you use a 12-hour clock follow the
time with a space and A, AM, P or PM
(in Upper or lower case).

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USING AUTO COMPLETE

 To make it easy to enter repeated text

items in a column, Excel includes a new
feature called Auto complete.

 Instead of typing the same text items over

and over, you only need to type it once.
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 The next time you want to type the same
text in or at the bottom of the column, you
can type the first few letters of the entry.

 Excelwill complete the rest of the entry.

You can simply press Enter to make the
entry. If you want to type a different text
item, just continue typing.
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Clearing, Inserting, or Deleting in a Worksheet

Shortcut Keys for changing the Worksheet layout.

Keys Action

Clears selected formula; same as

Del the Edit, Clear, Contents
command.

Backspace Clears the formula bar; activates

and clears the formula bar.

Ctrl + X Cuts the selection so it can be

pasted; same as the Edit, Cut
command.
Ctrl + V Paste at the selected cell; same as
the Edit, Paste command.

Ctrl + Z Undoes last command. 37

Erasing the contents of a cell

 To erase the contents of a cell, refrain from typing

a space to replace the original contents. This
could lead to problems later.

 Rather use Clear command from the Editing

group of the Home.

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Erasing the contents of a cell
 You may also press Del Key after selecting the cell to
delete the contents of a cell – only the contents are
deleted not the notes attached or Formats.

 Using Clear command, you have the option to indicate

whether
 all cell contents and notes should be cleared and
returned to General format,
 or Clear contents but does not change formats or notes,
 or clear comments but does not change content or 39
formats.
 Deleting Cells, Rows, and Columns

When the Edit, Delete command deletes

cells, it completely removes the selected cells
and slides in other cells to fill the gap. You
can choose the direction in which the
remaining cells move.

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To remove cells, rows, or columns,
perform the following steps:

1) Select the cell, range, cells in the rows or

columns to be deleted.

2) Either
(i) press Ctrl, - (minus),
(ii) click the right mouse button and select Delete or
(iii) Click at the home button, select delete from the
cells group and then select the appropriate option.41
The Delete dialog box appears as shows below.

Simply select the appropriate option, that is either to shift cells left, shift cells up, delete entire row
or column on what was selected in step (1).

The Delete Dialog Box

If you selected a whole row or column, the dialogue box does not appear.

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6. click OK.
 Inserting Cells, Rows, or Columns
1. Select a cell or range of cells where you need new cells inserted.
Or, select cells in the rows or columns where you want to insert
new rows or columns.
2. Either
(i) press Ctrl, Shift, + (plus),
(ii) click the rights mouse button and select Insert or
(iii) Click at the home button, select Insert from the cells group.

3. The Insert dialog box appears as shown below. Select the

appropriate option from the Insert box and click OK.
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Inserting Cells, Rows, or Columns

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INCREASING DATA-ENTRY EFFICIENCY

Filling data automatically in worksheet

cells

You can normally enter data faster by making

Excel to automatically repeat data or fill data
automatically

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Automatically repeat items already entered in
the column

 If the first few characters that you type in a cell match an

existing entry in that column, Excel automatically enters the
remaining characters for you.

 Excel automatically completes only those entries that

contain text or a combination of text and numbers
and not dates and times

 Entries that contain only numbers, dates, or times are not

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To automatically repeat items, either of
the following can be used:

i. To accept a proposed entry, press ENTER. The

completed entry exactly matches the pattern of uppercase
and lowercase letters of the existing entry.

ii. To replace the automatically entered characters, continue

typing the required text.

iii. To delete the automatically entered characters,

press BACKSPACE.
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If you do not want entries that you type to be completed
automatically, you can turn this option off by the following steps.

I. Click the File Tab .and then click Options

II. Click Advanced, and then under Editing options, clear or select the
Enable AutoComplete for cell values check box to turn automatic
completion of cell values on or off.

III. Excel then completes an entry only when the insertion point is at the end
of the current cell contents.

IV. Excel bases the list of potential AutoComplete entries on the

column that contains the active cell. If entries are repeated
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within a row they are not automatically completed.
 Using the fill handle to fill data
You can use the Fill handle command to fill data into worksheet
cells. It is also possible to have Excel automatically
continue a series of numbers, number and text
combinations, dates, or time periods, based on a detected
pattern. However, to quickly fill in several types of data series,
you can select cells and drag the fill handle

The fill handle is displayed by default, but you can hide it using
the following steps.
I. Click the File Tab and then click Options.

II. Click Advanced, and then under the Editing options, clear or select the Enable Fill handle and cell
drag-and-drop check box to hide or display the fill handle.
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50
Fill Handle

III. To avoid replacing existing data when you drag the

fill handle, make sure that the Alert before
overwriting cells check box is selected.

IV. If you do not check the Alert before overwriting

cells you will normally receive a message warning
you of overwriting nonblank cells.

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Autofill Options

 After you drag the fill handle, the Auto Fill

Options button appears so that you can
choose how the selection is filled.

 For example, you can choose to fill just cell

formats by clicking Fill Formatting Only, or you
can choose to fill just the contents of a cell by
clicking Fill Without Formatting.
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Autofill options

If you don't want to display the Auto Fill Options button

every time you drag the fill handle, you can turn it off by
following these steps.

I. Click the File Tab and then click Options.

II. Click Advanced, and then under the Cut, Copy, and
Paste, clear the Show Paste Options buttons check
box.
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 Filling data into adjacent
cells
You can use the Fill command to:

 Fill the active cell or

 Filla selected range of cells with the contents of an adjacent
cell( or range of cells)

or you can quickly fill adjacent cells by dragging the fill handle
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Filling the active cell with the contents of an
adjacent cell

I. Select an empty cell either below, to the right, above, or

to the left of the cell that contains the data that you
want to fill in that cell.

II. On the Home tab, in the Editing group, click Fill

(arrow pointing downwards), and then click Down,
Right, Up, or Left depending on the direction you will
want to fill.
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“Filling a cell” Shortcuts

You can also quickly

 fill a cell with the contents of the cell

above using CTRL+D.

 fill a cell with the contents of the cell left

of it by pressing CTRL+R respectively.
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Dragging the fill handle to fill data into adjacent cells
I. Select the cells that contain the data that you want to fill into
adjacent cells.
II. Drag the fill handle across the cells that you want to fill.
III. To choose how you want to fill the selection, click Auto Fill
Options and then click the option that you want.

If you drag the fill handle up or to the left of a selection and stop in
the selected cells without going past the first column or the top
row in the selection, Excel deletes all data within the selection.
This means that you are to ensure that you drag the fill handle out
of the selected area before releasing the mouse button.
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Filling formulas into adjacent cells

I. Select the cell that contains the formula that you want to
fill into adjacent cells.
II. Drag the fill handle across the cells that you want to
fill.

III. To choose how you want to fill the selection, click Auto Fill
Options and then click the option that you want.

Similarly, you can also fill the active cell with the formula of
an adjacent cell by using the Fill command on the Home tab
in the Editing group or by pressing the CTRL+D or CTRL+R to 58

fill a cell below or to the right of the cell containing the

Automatically filling a formula downwards

 You can automatically fill a formula downward, for all

adjacent cells that it applies to, by double-clicking the fill
handle of the first cell that contains the formula.

 If for example you have numbers in cells A10:A25 and

B10:B25, and you type the formula =A10+B10 into cell
C10, you can copy the formula in C10 into cells C11:C25
by selecting cell C10 and double-clicking the fill handle.
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Filling in a series (Numbers, dates, or other built-in series items)

It is also possible to use the fill handle to

quickly fill cells in a range with a series of
numbers or dates or with a built-in series for
days, weekdays, months, or years.

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Filling in a series (Numbers, dates, or other built-in series items)

To fill a series, you will have to:

I. Select the first cell in the range that you want to fill.
II. Type the starting value for the series.

III. Type a value in the next cell to define a pattern.

For example, if you want the series 2, 4, 6, 8, 10,…. type 2 and 4

in the first two cells and if you want the series 2, 2, 2, 2..., you
can leave the second cell blank.
IV. Select the cell or cells that contain the starting values.
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V. Drag the fill handle across the range that you want to fill.
Initial Extended series
selection
0,1, 2, 3 4, 5, 6,...
10:00 11:00, 12:00, 13:00,...
Mon Tue, Wed, Thu,...
Monday Tuesday, Wednesday,
Thursday,...
Jan Feb, Mar, Apr,...
Jan, Mar May, Jul, Aug, Oct,...
Jan-99, Mar- May-99, Jul-99, Aug-00,
99 Oct-99,...
15-Jan, 20- 23-May, 26-Jul, 28-Sep, 01-
Mar Dec,...

1st Period 2nd Period, 3rd Period,... 62

Product 1 Product 2, Product 3,...

To fill in increasing order, drag down or to the right. To fill in
decreasing order, drag up or to the left

It is also possible to specify the type of series by using the right

mouse button to drag the fill handle over the range and then
clicking the appropriate command on the shortcut menu.

For example, if the starting value is the date Jan-2000, click Fill
Months for the series Feb-2000, Mar-2000, and so on; or click Fill
Years for the series Jan-2003, Jan-2004, and so on.

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If the selection contains numbers, you can control the
type of series that you want to create.

I. On the Home tab, in the Editing group, click Fill,

and then click Series.

II. Under Type, click one of the following options:

 Click Linear for a series that is calculated by adding the value in

the Step value box to each cell value in turn

 Click Growth for a series that is calculated by multiplying the value in

the Step value box by each cell value in turn.

 Click Date for a series that fills date values incrementally by the value

in the Step value box and dependent on the unit specified under Date
unit.
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 Click AutoFill for a series that produces the same results as dragging
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You can suppress AutoFill by holding
down CTRL while you drag the fill handle
of a selection of two or more cells. The
selected values are then copied to the
adjacent cells, and Excel does not extend
a series.

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Filling data by using a custom fill
series
You can make the entering of a particular sequence of
data easier by creating a custom fill series.

A custom fill series can be based on a list of

existing items on a worksheet, or you can type
the required list.

You should take note that a custom list can only

contain text or text mixed with numbers. For a 67

custom list that contains numbers only, such as 0

Using a custom fill series based on an
existing list of items
I. Select the list of items that you want to use in the fill series.
II. Click the File Tab and then click Options.
III. Select advanced from the categories on the left

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 Under the General section, click the Edit Custom
Lists

 Ensure that the cell reference of the list of items

selected is displayed in the Import list from cells
box, and then click Import.
 The items in the selected list will be added to the
Custom lists box.
 Click OK twice.
 Click a cell, and then type the item in the custom fill
series that you want to use to start the list.
 Drag the fill handle across the cells that you 69

want to fill.
70
Using a custom fill series based on a new list of
items
 Click the File Tab and then click Excel Options
 Select advanced from the categories on the left
 Under the General section, click the Edit Custom Lists

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 In the Custom lists box, click NEW LIST, and then
type the entries in the List entries box, beginning
with the first entry. Press ENTER after each entry.

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 When the list is complete, click Add, and then click
OK twice.
 Click a cell, and then type the item in the custom fill
series that you want to use to start the list.
 Drag the fill handle across the cells that you
want to fill.

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Editing or deleting a custom fill series
I. Click the File Tab and then click Excel Options
II. Click the Popular category, and then under the Top
options for working with Excel, click the Edit
Custom Lists
III. In the Custom lists box, select the list that you want
to edit or delete, and then do one of the following:

I. To edit the fill series, make the changes that you

want in the List entries box, and then click
Add.
II. To delete the fill series, click Delete.
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FORMULAS
MICROSOFT EXCEL (SPREADSHEET)

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Formulas

 Formulas are the core of an Excel worksheet.

 A formula may be defined as any data that does not place

itself in a cell but rather the result that it generates.

 It may generate either a value or a label.

 Formulas are used to do all the calculations that we use to do
by hand or with calculators. Without formulas, there would be
no point to using an electronic worksheet such as Excel.
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Formulas
 Formulas may be used to do simple calculations
involving addition, subtraction, multiplication and division,
as well as to carry out very complex financial, statistical or
scientific calculations.

 When a formula is entered in a worksheet cell, the result of

the formula usually appears on the worksheet.

 To view the formula that produces the results,

select the cell and the formula appears in the formula bar.
If you wish to view the formula in-cell, double-click the cell or
select the cell and press F2. 77
78
A formula in Excel
Must start with either of the following symbols =
, + or -. Note that starting a formula with the
minus sign cause the value of the address or the
constant that the minus sign precedes to be
negated. For example, -B3+B4 is a valid
formula. If B3 and B4 contain 10 and 15
respectively then the above formula will give 5
as the result of the current cell.

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Allows the use of mathematical operators such
as + (addition), - (subtraction) , *
(multiplication) and ^ (exponentiation), etc
Allows the use of relational operators such as >,
<, >=, etc
Can be a valid mathematical expression or built-
in function. E.g. COS(20).

Generally, formulas in Excel always begin with

an equal sign (=) and can include numeric and
text values (constants) arithmetic operators,
text operators, functions, parentheses, cell
references, and names. 80
ENTERING FORMULAS
To enter a formula in a worksheet, make the cell in
which you want to insert the formula active.

This cell should be empty else you will loose whatever

information you have in the active cell after you have
entered the formula.

When keyed in, the formula displays in the cell as well

as in the formula bar.
 When you exit the cell after completing the formula, the
result of the formula displays in the active cell while the
actual formula displays in the formula bar. 81
Formulas make reference to (or include) the
contents of a cell by the cell’s reference, such as C4.


Formulas may use operators such as + or – and also
built in formulas, called functions, like SUM() or
SQRT().

 A simple formula such as =C4 * D8 in the

formula bar multiplies the contents of cell C4 by the
contents of cell D8. 82
Why use formulas?

One of the advantages of using formulas in a

worksheet is that cell entries can be changed
and the formula will automatically recalculate
the values and insert the result in the cell
containing the formula.

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CELL REFERENCING

Cell references, also called addresses, are used

in a formula to refer to the contents of a cell or a
group of cell.

Cell references allow you to use values from

different parts of a worksheet and execute a
desired calculation
84
Name box

A cell is always referred to by using the row and

column heading. For example, the cell at the
intersection of column B and row 10 has the cell
reference B10. The cell reference of the active cell
is displayed in the name box at the left of the
formula bar.
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Entering Cell References by Pointing
The least error prone method of entering cell references in a
formula is by pointing to the cell you want to include in a
formula.
I. Select the cell for the formula.
II. Type an equal sign (=)
III. Point to the cell you want in formula and click.

86
Entering Cell References by Pointing

This inserts a moving border (dashed marquee) around the

cell and also changes the mode from Enter to Point.
The address of the cell you point to appears at the cursor
location in the formula bar.
You also can enter ranges into formula by dragging across
the range.
1. Enter an operator and point to the next cell or range.
2. When you have finished entering the formula, press Enter
to enter the formula. 87
Relative, Absolute and Mixed References

 A reference identifies a cell or a range of cells in a

worksheet.

 There are basically three main types of addressing

namely ABSOLUTE, RELATIVE and MIXED addressing.

 There is also a fourth type CIRCULAR ADDRESSING

which is not permitted in Excel although its use would not
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Relative, Absolute and Mixed References

Excel treats cell references in formulas differently when

they are copied from one cell to another and hence the need
to have a good understanding of the different addressing.

 Relative cell references refer to cells relative to a position in a

formula.

89
 Absolute references refer to cells in a specific location.
Absolute, relative or Mixed referencing
 A relative cell reference adjusts when a formula is
copied while an absolute cell reference remains constant
when a formula is copied.
 A mixed cell reference does both – either the column
remains absolute and the row is relative or the column is
relative and the row is absolute.
 An absolute reference has the dollar sign before the
column and/or row cell reference while a relative
90

reference has none.

Relative References
 This is a cell or range address in a formula that Excel interprets by
virtue of its location relative to the cell that contains the formula.
 When a formula containing relative addresses are copied
from one cell to another, Excel copies the relationship
between the cells/ranges in the formula in terms of their
positions relative to the cell that holds the result, and then
adjust the cell addresses in the copied formula such that
the relationship is maintained.

 Unless you specify otherwise, Excel uses 91

relative
This means that cell references in a formula change after
you fill a range with a formula. Example, let the cell B5
contains the formula =(+B4-B3)/B2 Excel interprets
this formula as follows:

92
 Subtract the entry at the cell two rows above the current
cell (i.e. B5 to B3) from that of the row one above the
current cell (i.e. B5 to B4) and divide the result by the
entry in the cell three rows above the current cell (i.e. B5
to B2) and store the final result in the current cell (B5).

 Therefore copying the content of cell B5 irrespective of the

value stored, to cells say E6 to Z6 only copies the
relationship as given above hence when the cell pointer is
placed at cell Z6 for example, the formula would be shown
93

as (+Z5-Z4)/Z3 in the formular bar.

 Also, if you enter the formula = SUM (B4:D4) in cell F4 and
then copy it relatively to cell F5, the formula in cell F5
displays as = SUM (B5:D5).

 Again if the formula = SUM (B5:D5) in cell F5 is copied to cell

F10, it changes to = SUM (B10:D10).

 Notice how the formula changes to give the cell reference the
same relative position from the cell that contains the formula.

94
 Usually one wants cell references to change when copied.

 Occasionally, however, these changes cause problems. For

example if all the formulas copied above have to be
multiplied by a value in cell A4, then the formula = SUM
(B4:D4) *A4 in cell F4 will change to = SUM (B5:D5) *A5 when
copied to cell F5.

 To maintain reference A4 even when copied we need to use

Absolute referencing. 95
Absolute Referencing
 As mentioned above, by default Excel treats all formulas to contain
relative addresses unless either the column letter, row number or both
in a cell address is/are preceded by a dollar sign.

 Absolute addresses are identified by having a dollar sign preceding a column

letter and a row number of a cell address.
 Absolute addressing is used to express permanent link to the values of columns
and/or rows.
 A permanent link means should the content of a cell with a formula containing
absolute addresses be copied, the absolute cell addresses in the96 formula should
not be updated to reflect the new column and/or row
Absolute Referencing
 E.g. $A$5 indicates a permanent link to the
cell A5 (i.e. a permanent link to Column A row
5 or to cell A5).

 Example, if cell F4 contains the formula =SUM

(B4:D4) * $D$4 and if we copy the formula to
cell F5 we will obtain =SUM (B5:D5) * $D$4

97
Absolute Reference
 You enter an absolute reference by typing the dollar sign in front
of the row or column that you want to remain the same

 or by pressing the F4 key when the flashing insertion

point in the formula bar has been placed at where the cell
reference is to be made absolute.

 Each time F4 is pressed, the type of reference changes, from

98

eg. A10 to $A$10, A$10, $A10, A10.

Mixed References

 On some occasions you want only the row to stay fixed or

only the column to stay fixed when copied.
 In this case we use mixed referencing. Mixed addressing
combines relative and absolute addressing, that is either the
column or the row number is preceded by a dollar sign.
 Thus, $G5 or G$5 is a mixed addressing. The former implies
column is linked permanently to Column G whiles the row is
relative to row 5 and the latter also implies that the row is linked
permanently to row 5 while the column is relative to column G.
99
Mixed Referencing
 Therefore, when a formula containing a mixed address is
copied from one cell to another all the absolute addresses
would remain the same while the relative part would be
updated.

 For example the formula = $A4 * B$3 has two mixed references.
$A4 has an absolute column and a relative row while B$3 has a
relative column and an absolute row.

 Mixed cell references allow you to fill in column and row data
100 using

only one formula.

Circular references
 Circular addressing involves the use of the current cell’s address in the
formula for the current cell either directly or indirectly.

 That is defining a formula for the current cell by including the address of
the current cell in the formula or simply put defining a cell in terms of itself.
An example is =(+B4-B3)/B2 when the current cell is either B2, B3 or B4.

 For example if the content of cell D3 is (D1+D2-D3)/3, then the result of

the formula in D3 will keep on changing whenever data is stored in a cell.
This situation may be useful at times but unless it is intended, try and
101

avoid circular referencing

Referring To Other Sheets In A Workbook
 By including a sheet reference as well as a cell reference,
you can refer to other sheets in a workbook.
 For example, to refer to cell A10 on sheet 5, you need to
enter Sheet5!A10 in the formula. If the sheet is named,
e.g. as CSM1, simply use CSM1!A10.
 If the sheet name includes spaces, you must surround the
sheet reference with single quotation marks. For example
if the sheet is named CSM 1, then the correct reference is
‘CSM 1’!A10.
102
103
3-D References
 You can use 3-D references to refer to a cell range that
includes two or more sheets in a workbook.
 A 3-D reference consists of a sheet range specifying the
beginning and ending referred to.


 For example, =SUM(Sheet1:Sheet4!$D$1:$D$10)

 SUMS up the values in the range of cells $D$1:$D$10 in

each of the sheets from sheet1 to sheet4 and adds the
104

SUMS together resulting in a grand total.

OPERATORS IN FORMULA

Operators tell formula what operations to perform. Excel

uses four different types of calculation operators:
arithmetic, comparison, text concatenation, and
reference. These are as follows:

105
 OPERATORS IN FORMULA

Arithmetic operators
These are operators used in performing basic
mathematical operations such as addition, subtraction, or
multiplication, division, etc to produce numeric results.
The following are the operators that can be used in a
mathematical expressions.

106
Arithmetic Meaning Example
operator
+ (plus sign) Addition A2+3

– (minus sign) Subtraction C3–A3

Negation –B4

* (asterisk) Multiplication A4*8

/ (forward Division B4/B3

slash)
% (percent Percent 95%
sign)
^ (caret) Exponentiation) 4^3 (which
gives 64) 107
Comparison operators
These are operators that make it possible for you to
compare two values. When two values are compared,
the result is a logical value and that can be either True or
False. The comparison operators are as follows
Comparison Meaning Example
operator
= (equal sign) Equal to A3=C4
> (greater than Greater than A4>C5
sign)
< (less than Less than A4<B8
sign)
>= (greater Greater than or A3>=B4
than or equal equal to
to sign)
<= (less than Less than or equal A4<=C1
or equal to to
sign) 108

<> (not equal Not equal to A4<>B1

to sign)
Text concatenation operator

There is only one text concatenation operator and

this is the ampersand (&) sign which is used to
join, or concatenate, one or more text strings to
produce a single piece of text.

& concatenates, two texts to produce one single text

"CSM"&"183" (ampersand) result CSM183

109
 Reference operators

These operators make it possible to combine

cells or range of cells for calculations. The three
reference operators are as follows
Reference
operator Meaning ExampLe
: (colon) Range operator, which literally means “TO” is
A10:G40 used to produce one reference to all the
cells between two cell addresses
references, including the two references
A10:A50
, (comma) Union operator, which literally means “and” is used to Max(B15,B19:G15
combine multiple references into one reference. )
(space) produces one reference to cells that are common to
Intersection two references. If no cells are common to both110

operator references, then #NULL is returned as result.

C10:D17 C6:C18
Order Of Evaluation

 If there are two or more operators in a formula, Excel

uses the same order of operation used in algebra.

 From left to right in a formula, this order, called the order

of operation or order of precedence is negation (-) first,
then percent (%), then exponential (^), followed by
multiplication (*), division (/), addition (+), and finally
subtraction (-).

 To change the order of operation (or evaluation), use

parenthesis around the part of the formula you want 111

calculated first.
Order Of Evaluation

Formula Result
E.g. = 6 + 27/3
15
=(6 + 27)/3 11

112
Operator precedence
 If you use a number of operators in a single formula, Excel
performs the operations in the order shown in the following
table.

 As such, in a single formula where the exponentiation and

multiplication are used, the exponentiation will be evaluated
first.

 If a formula contains operators with the same precedence

such as multiplication and division, Excel evaluates the
operators from left to right. 113
Operator Description
: (colon) Reference operators
(single space)
, (comma)

– Negation (as in –1)

% Percent
^ Exponentiation
* and / Multiplication and division
+ and – Addition and subtraction
& Connects two strings of text
(concatenation)

= < > <= >= <> Comparison

114
RULES GOVERNING THE EVALUATION OF THE
OPERATORS

There are basically three rules concerning the evaluation

of the arithmetic operators in any mathematical expression
or formula. These rules are as follows:

1. For any two operators with different precedence in the

same formula, the operator with the higher precedence
would be evaluated first.
Take for example the expression =8 / 2 ^ 3. The operator,
^ would be evaluated first, that is 2^3 and hence the
above expression would give the result 1 instead of 64 as
you may have thought.
115
RULES GOVERNING THE EVALUATION OF THE
OPERATORS

2. For any two operators of the same precedence, the order

of evaluation of the operators is from left to right.

For instance, in this expression 10 / 5 * 2, the 10/5 would be

evaluated first and the result multiplied by 2. The result of this
expression would therefore be 4 instead of 1.

116
RULES GOVERNING THE EVALUATION OF THE
OPERATORS

3. Parenthesis can be used to enforce a change in the order of

evaluation of the operators.
An operator in a bracket for example would be evaluated before
another operator of the same precedence but not in a bracket.

For example, for 10 / (5 * 2). The expression in the bracket (5*2)

would be evaluated before the result is used as the divisor in dividing
the 10. Hence with the use of bracket in the same example as in rule
2, the result of the expression has changed from 4 to 1.
117
NAMING CELLS AND RANGES

A selected group of cell is referred to as a range. A range

of cells can be formatted, moved, copied, or deleted.

A cell or range of cell can also be named. A range name

may be used anywhere you can use a cell reference. It is
easier to understand an expression such as Price *
Quantity rather than A1*B1, and that explains why it is
sometimes better to name your ranges.

118
NAMING CELLS AND RANGES

Rules For Creating Names


Names must start with a letter or an underscore
but any character may be used after the initial
letter except a space or a hyphen

Space is not allowed in a name.

119
 NAMING CELLS AND RANGES

• A maximum of 255 characters are allowed for range name but is

advisable to make them as short as possible.

• Names may be typed in either upper – or lowercase letters.

120
Defining Range Names

 Using the Name Box – The name box appears at the left end of
the formula bar.

 The reference area displays the cell reference for the active
cell or the name of the currently selected cell or cells, if they
are named.

 If you click the arrow to the right of the named box, you
display an alphabetical list of all defined names in the
workbook.
121
 To define a name using the name box, follow these
steps;
I. Select the cell or range of cells to be named.

II. Click the arrow to the right of the named box. The
active cell appears in the name box and is highlighted.
III. Type the name for the selected cell or cells.
IV. Press Enter.

OR 122
I. Select the cell or range that you want to name.

II. Click the Formulas tab on the Ribbon and then

click the Define Name button (or right-click the
range and choose Name a Range from the
contextual menu). Excel displays the New Name
dialog box, as shown in the Figure below.
III. In the Name text box, type a name (or use the
name that Excel proposes, if any).
123
4. If needed, enter a comment in the Comment box.
You can enter a comment, for example, to
provide a description and other details of the
name for future worksheet auditing purposes.
5. Verify that the address Excel displays in the
Refers To text box is correct. To refer to a
different address, delete the address and then
either type the new cell or range address (with a
leading equal sign) or use the mouse pointer to
select the cell or range on the worksheet.
6. Click OK.
124
125
 If you want to create several names in one go,
use the Name Manager instead of the Define
Name method. Click the Name Manager button
in the Formulas tab. In the Name
Manager dialog box, click New to add a name.
After you finish adding a name, you’re returned
to the Name Manager dialog box, where you
can repeat the process to create additional
names.

126
FUNCTIONS

127
Functions and Arguments

 In Excel, the developers included in the package a lot of

mathematical and other useful functions that Excel users
can use without writing their own definitions. Since these
functions have been built into the Excel package, they are
referred to as built-in or predefined functions.

 These functions make the data processing and analysis

very easy. Without the use of built-in functions, there
wouldn't have been much difference between the use of a
calculator and Excel in terms of computations and other
processing. 128
 A built-in function may be defined as a function that
has already been defined by the Excel software
developers for their users to use without the need to
redefine. For example, to sum the content of the
entries in cells A1 to A1000 a user would have to
enter the formula
+A1+A2+A3+A4+A5+A6+...
+A999+A1000

but the use of the built-in function SUM makes this

quite easier by simply entering the formula
=SUM(A1:A1000) at the cell where the result is to be
129

placed.
 If you want to write an equation to determine a
mortgage or loan payment for example, you need
the following information;

Argument Description

rate interest rate per

period

nper number of
periods

pv present value 130

(starting value of loan) fv

 I. Because the equation for an amortized loan
payment requires many complex terms,
II. You are likely to make typographical errors if you
write your own equation.

III. Excel solves a formula you enter more slowly than it

solves a built-in function for the same operation.
IV. Entering functions take less keystrokes and saves
time.

131
 So instead of manually entering a long
formula to calculate the loan payment,
you can use Excel PMT ( ) worksheet
function. You can either type the function
into a cell or insert it into a cell with the
guidance of the Insert Function.

132
 A function operates on what are referred to as
arguments.
 These are values or references for the information
needed to do the calculation.
 Arguments are placed within brackets after the function
name separated by commas.
 An argument may consist of a constant such as 100, a
cell reference such as B10:B20 or another function
(referred to as a nested function). The PMT function for
example, is entered in the form 133

PMT (rate, nper, pv, fv, type)

 Functions include two parts. The first part is the name
of the function, which always immediately follows the
equal sign. The equal sign preceding the function is
required for only the first function entered in the cell.

134
 The second part of the function is the argument.
 The argument contains the data needed by the function to
perform the necessary calculations or data manipulation.
 Most functions contain one or more arguments in parenthesis.

 If the function contains more than one argument, separate the

arguments with commas.

 Never include a space unless it is included in quotation marks.

Some functions can have up to 30 arguments. An ellipsis (…)
is used to indicate that more arguments are possible. 135
 There are three main classes of functions. This
classification is based on the number of arguments
required by a function. The three classes are:

I. Those that require no argument or parameter because

they need no external information. The information
that such functions return is fixed. Examples of such
functions include RAND(), PI() and NOW() that return a
random number between 0 and 1, the value of Pi, the
current date and time respectively.

136
II. Functions that require a fixed number of arguments.
For example, the following functions accept only one
argument hence would signal an error when the
number of arguments is more than one, INT(), LOG().
There are also some function that two or more
arguments. For example ROUNDDOWN() requires two
arguments,

137
III. Functions that accept variable number of
arguments. That is the number of arguments can be
one, two or more depending on what one intends to
do. For example the following are all valid.
=SUM(A1:A10), =SUM(A1:A5,A8),

IV. =SUM(A1:A3,A5,B6:B8), etc. Here the =SUM has

taken on variable parameters, that is one, two,
three, etc respectively.

138
 Note that functions that tend to take variable number of
arguments have some of the arguments as optional. In
such a case, if you leave out the optional arguments,
you do not need to enter commas if there are no
additional arguments.

 If there are additional arguments, then commas should

be inserted to act as pace holders. For example, if the fv
optional argument of the PMT function is omitted, but
the type argument is used, you should enter the
function as

139

PMT(rate, nper, pv,,type)

 It must be noted that if the argument of a function is
defined by a range, then the range can be contiguous or
non-contiguous. For example, the AVERAGE function has
as argument a range, hence stating the function as
=AVERAGE(A1:A25,B10:E15) is a valid expression.

 While some functions such as PMT, require values, other

functions such as LEFT, require text. Such text should
be enclosed in quotation marks (“ “). Quotation marks
in any text should be enclosed in extra quotation marks.

140
 Entering a Function
Functions can be keyed directly into a cell or entered
using the Insert Function button.

 Insert Function – Creating functions can seem difficult,

especially with the potentially different ways to spell a
function name (AVG, AVE, AVERAGE) and the number of
arguments available. The Insert Function can be used
to make entering a function much easier. It guides you
through the process and explains each function as well
as each argument within a function.
141
  To insert a function and its arguments into the
worksheet, follow these steps;

I. Select the cell where you want to enter the function. If

you are entering a formula in the formula bar, move the
insertion point to where you want the function inserted.

II. Choose Formulas, Insert Function or click the Insert

Function button to display the Insert Function dialog box.

142
143
 III. Select type of function you want from the Function
category List. All the functions for that particular
category are then listed below.

IV. Choose the specific function that you want and read the
description in the lower part of the dialog box.

144
V.) Verify that this is the function you want and
choose OK.

VI.) The Function Arguments dialog box appears. It

guides you through the entry of the data to be used
in the formula. Next to each argument name is a
box where the arguments are entered. You can
either key the data into the argument box or select
the appropriate cells from the worksheet to enter
them into the argument box.

145
VII.Choose OK to complete the function and insert it in a
cell. You may choose cancel if you decide not to insert
the function.

 Note that once data is entered into the argument boxes,

the result of the formula is displayed at the bottom of
the formula palette.

146
Auto Sum Button

The most frequently used function is SUM ( ). This

function totals the numeric value of all cells in the ranges
it references. For example = SUM (B10:B20) will total all
the cells starting from cell B10 right up to cell B20, with
both B10 and B20 included. Because SUM ( ) is frequently
used, an AutoSum button which you can use to total
adjacent columns or rows automatically, appears on the
standard toolbar

147
  In addition to entering the SUM ( ) function, the
AutoSum button when clicked, selects the cells in the
column above the SUM ( ). If the suggested range is not
correct, you may drag through the desired ranged with
the mouse and then press enter. Notice that the status
bar displays the sum of the selected range.

As an example;
To enter the sum of cells A1 to A12 in cell A13, lace the cell
pointer in cell A13 and click the Auto Sum button. The
formula = SUM (A1:12) appears in the formula bar 148
 To select the range of cells to total, highlight the range
to sum including blank cell(s) to the right or below the
range. When you select the AutoSum button, Excel fills
in totals. Sum totals appear in blank cells below and to
the right of a range of numbers.

 Clicking on the arrow to the right of the Auto Sum

button gives you the option of choosing other functions
such as Average, Count of entries in the selected range,
minimum entries, etc.

149
CATEGORIES OF FUNCTIONS

Excel 2007 includes over 477 functions that are divided

into the following twelve alphabetical categories by
Microsoft Company:

I. Compatibility functions

II. Cube functions

III. Database functions

IV. Date and time functions

V. Engineering functions
150

VI. Financial functions

VIII. Logical functions

IX. Lookup and reference functions

X. Math and trigonometric functions

XI. Statistical functions

XII. Text functions

XIII. User defined functions that are stored with addins

XIV. Web functions

151
Some of the most commonly used Excel functions are
explained below.
Date and Time Functions

Excel’s date and time functions manipulate or calculate

dates and times. Excel can make calculations using dates
and time because the dates and times are represented as
serial numbers. The number starts with January 1, 1900.
Thus, January 1, 1900 has the serial number 1, January 2,
1900 has serial number 2, February 1, 1900 has serial
number 32, etc. Note that if a cell s formatted as date,
then a date will be displayed in one of the date formats
152

but internally this date will be a serial number.

The Now Function.
The NOW function calculates the serial number of the date
and time in the computer’s clock. Excel updates the date
and time only when the worksheet is opened or recalculated.
The NOW function does not take in any argument and has
the format = NOW()

153
 The NOW function is different from other functions in that
it takes no arguments. For example if NOW() was entered
in a worksheet cell which was opened at 6.30 pm. on
January 1, 1997, it will display 35431.77083 in the cell.
The 35431 represents the number of days beginning from
1st January 1900 to January 1, 1997 and 0.77083
represents the decimal fraction of 6.30 p.m. (18.30) in a
24 hour day, i.e. 18.5 /24.

154
The TODAY Function
 The TODAY function calculates the date serial number for
the current date, which is the current date from the
system clock on the computer. It acts in the same way as
the NOW function but does return the time portion of the
serial number. The format for the TODAY function is
= TODAY().

 Here too, the TODAY function takes no arguments. For

example if TODAY was entered in a worksheet cell that is
recalculated at 6.30 pm on January 1, 1997, it will display
155

35431 in the cell.

 The DATE function
The DATE function calculates the date serial number for a
specific date. If the cell format was General before the
function was entered, the result is formatted as a date. The
format of the DATE function is.
= DATE (year, month, day)
Year represents the year and is a number from 1900 to 9999.
Month represents the month and is a number from 1 to 12.
Day represents the day and is a number from 1 to 31
depending on the month.

156
The serial number of September 28, 2010 can be obtained
using the formula.
= DATE (2010, 9, 28)

The result of this formula is 40450, which is the date serial

number of September 28, 2010.

157
The table below gives the full list of date and time functions
Function Description

DATE Returns the serial number of a particular date. .

Example DATE(2010/1/6) returns 40184.

DATEVAL Converts a date in the form of text to a serial number.

UE Example DATEVALUE(“1/1/2000”) returns 36526.

DAY Converts a serial number to a day of the month.

Example
DAY(1/1/2000) returns 1.

DAYS360 Calculates the number of days between two dates based on

a 360-day year. A 360-day year assumes that each of the
twelve months has 30 days.
EOMONT Returns the serial number of the last day of the
H month before or after a specified number of
months
HOUR Converts a serial number to an hour

158

EOMONT Returns the serial number of the last day of the

H month before or after a specified number of
HOUR Converts a serial number to an hour

MINUTE Converts a serial number to a minute

MONTH Converts a serial number to a month

NETWORKDA Returns the number of whole workdays

YS between two dates

SECOND Converts a serial number to a second

SECOND Converts a serial number to a second

TIME Returns the serial number of a particular

time
TIMEVALUE Converts a time in the form of text to a
serial number

TODAY Returns the serial number of today's date 159

WEEKDAY Converts a serial number to a day of the
week
WEEKNUM Converts a serial number to a number
representing where the week falls numerically
with a year
WORKDAY Returns the serial number of the date before
or after a specified number of workdays

YEAR Converts a serial number to a year

YEARFRAC Returns the year fraction representing the

number of whole days between start_date and
end_date

160
Math and Trig functions.
Mathematical functions provide the foundation for the
majority of worksheet calculations. Most scientific and
engineering functions are found under mathematical
functions.

Since trigonometric functions use angles measured in

radians, use these equations to convert between radians and
degrees for the functions that follow.
Radians = Degrees * P/180
Degrees = Radians * 180/P where P
= 22/7
161

The most commonly used mathematical and trig functions

FUNCTI DESCRIPTION EXAMPL
ON E
ABS Returns the absolute value of a number ABS(-
4.50)
ACOS Returns the arccosine ACOS(0.005)

ACOSH Returns the inverse hyperbolic cosine of a number ACOSH(5

)
ASIN Returns the arcsine of a number ASIN(0.0
05)
ASINH Returns the inverse hyperbolic sine of a number ASINH(5)

ATAN Returns the arctangent of a number ATAN(0.0

05)
ATAN2 Returns the arctangent from x- and y- coordinates ATAN(10,
5)

ATANH Returns the inverse hyperbolic tangent of a number ATANH(5

)
CEILING Rounds a number to the nearest integer or to the nearest CEILING(
multiple of significance 162 3.02,1)
COMBIN Returns the number of combinations for a given number of COMB(5,2)

objects. For example, the example to the right shows how

many groups of 2 can be obtained from
5 objects and the answer 10
COS Returns the cosine of a number COS(3.1412)

COSH Returns the hyperbolic cosine of a number COSH(0.05)

DEGREES Converts radians to degrees DEGREES(3.

1414)
EVEN Rounds a number up to the nearest even integer EVEN(121)

EXP Returns e raised to the power of a given number EXP(4)

FACT Returns the factorial FACT(6)

FACTDOUBLE Returns the double factorial of a number

FACTDOUBL
E(6)
163
FLOOR Rounds a number down, toward zero FLOOR(12.1
234,2)
GCD Returns the greatest common divisor GCD(12,15,24,3
6)
INT Rounds a number down to the nearest integer INT(34.45)

LCM Returns the least common multiple LCM(2,4,7)

LN Returns the natural logarithm of a number LN(23)

LOG Returns the logarithm of a number to a LOG(23)

specified base

LOG10 Returns the base-10 logarithm of a number LOG10(34)

MDETERM Returns the matrix determinant of an array

MINVERSE Returns the matrix inverse of an array

MMULT Returns the matrix product of two arrays

MOD Returns the remainder MOD(7,3)

164
MROUND Returns a number rounded to the desired multiple MROUND(13,4)
 MULTINOMI Returns the multinomial of a set of numbers MULTINOMIAL(3,4
AL )
ODD Rounds a number up to the nearest odd integer ODD(46)

PI Returns the value of pi

POWER Returns the result of a number raised to a power POWER(3,4)

PRODUCT Multiplies its arguments PRODUCT(3,4,5)

QUOTIENT Returns the integer portion of a division QUOTIET(47,9)

RADIANS Converts degrees to radians RADIANS(60)

RAND Returns a random number between 0 and 1

RANDBET Returns a random number between the numbers

WEEN you specify
ROMAN Converts an arabic numeral to roman, as text ROMAN(23,3)

ROUND Rounds a number to a specified number of digits 165 ROUND(1.2345,2)

 ROUNDDO Rounds a number down, toward zero ROUNDDOWN(1
WN .234,2)
ROUNDUP Rounds a number up, away from zero

SERIESSUM Returns the sum of a power series based on the

formula

SIGN Returns the sign of a number

SIN Returns the sine of the given angle

SINH Returns the hyperbolic sine of a number

SQRT Returns a positive square root

SQRTPI Returns the square root of (number * pi)

SUBTOTAL Returns a subtotal in a list or database

SUM Adds its arguments

SUMIF Adds the cells specified by a given 166

criteria
 SUMIFS Adds the cells in a range that meet multiple
criteria
SUMPROD Returns the sum of the products of corresponding
UCT array components

SUMSQ Returns the sum of the squares of the arguments

SUMX2MY2 Returns the sum of the difference of

squares of corresponding values in two arrays

SUMX2PY2 Returns the sum of the sum of squares of

corresponding values in two arrays
SUMXMY2 Returns the sum of squares
of
differences of corresponding values in two arrays

TAN Returns the tangent of a number TAN(45)

TANH Returns the hyperbolic tangent of a number TANH(1.667)

167

TRUNC Truncates a number to an integer TRUNC(12.2345,2

)
Statistical functions
Excel’s statistical functions are used on lists of data. Some
of the simple statistical functions are AVERAGE, MAX, and
MIN. Excel also includes very complex statistical functions
that can calculate deviations, distributions, correlations, and
slopes. Below is the alphabetical listing of important
statistical functions.

168
 FUNCTION DESCRIPTION

AVEDEV Returns the average of the absolute deviations of

data points from their mean

AVERAGEA Returns the average of its arguments

AVERAGE Returns the average of its arguments, including

numbers, text, and logical values

AVERAGEI Returns the average (arithmetic mean) of all the

F cells in a range that meet a given criteria
AVERAGEIFS Returns the average (arithmetic mean) of all cells
that meet multiple criteria.

BETADIST Returns the beta cumulative distribution function

BETAINV Returns the inverse of the cumulative distribution

function for a specified beta distribution
169
BINOMDIS Returns the individual term binomial distribution
T probability
 FUNCTION DESCRIPTION

CHIDIST Returns the one-tailed probability of the chi-

squared distribution

CHIINV Returns the inverse of the one-tailed probability

of the chisquared distribution

CHITEST Returns the test for independence

CONFIDENC Returns the confidence interval for a population

E mean
CORREL Returns the correlation coefficient between two
data sets

COUNT Counts how many numbers are in the list of

arguments
COUNTA Counts how many values are in the list of arguments

COUNTBLA Counts the number of blank cells within a range 170

NK
 FUNCTION DESCRIPTION

COUNTIF Counts the number of cells within a range that meet the
given
criteria

COUNTIFS Counts the number of cells within a range that

meet multiple criteria

COVAR Returns covariance, the average of the products of

paired
deviations

CRITBINOM Returns the smallest value for which the

cumulative binomial distribution is less than or
equal to a criterion value
DEVSQ Returns the sum of squares of deviations

EXPONDIST Returns the exponential distribution

FDIST Returns the F probability distribution

171

FINV Returns the inverse of the F probability

 FUNCTION DESCRIPTION

FISHER Returns the Fisher transformation

FISHERINV Returns the inverse of the Fisher
transformation
FORECAST Returns a value along a linear trend
FREQUENCY Returns a frequency distribution as a vertical
array
FTEST Returns the result of an F-test

GAMMADIST Returns the gamma distribution

GAMMAINV Returns the inverse of the gamma cumulative

distribution
GAMMALN Returns the natural logarithm of the gamma
function, Γ(x)
GEOMEAN Returns the geometric mean

GROWTH Returns values along an exponential trend

HARMEAN Returns the harmonic mean 172

HYPGEOMDI Returns the hypergeometric distribution

 FUNCTION DESCRIPTION

INTERCEPT Returns the intercept of the linear regression

line
KURT Returns the kurtosis of a data set
LARGE Returns the k-th largest value in a data set
LINEST Returns the parameters of a linear trend

LOGEST Returns the parameters of an exponential trend

LOGINV Returns the inverse of the lognormal

distribution
LOGNORMDIST Returns the cumulative lognormal distribution

MAX Returns the maximum value in a list of

arguments
MAXA Returns the maximum value in a list of arguments,
including
numbers, text, and logical values

MEDIAN Returns the median of the given numbers

173

MIN Returns the minimum value in a list of

arguments
 FUNCTION DESCRIPTION

MODE Returns the most common value in a data set

NEGBINOMDI Returns the negative binomial distribution

ST
NORMDIST Returns the normal cumulative distribution
NORMINV Returns the inverse of the normal cumulative
distribution
NORMSDIST Returns the standard normal cumulative
distribution
NORMSINV Returns the inverse of the standard normal
cumulative distribution
PEARSON Returns the Pearson product moment correlation
coefficient
PERCENTILE Returns the k-th percentile of values in a range
PERCENTRAN Returns the percentage rank of a value in a
K data set
PERMUT Returns the number of permutations for a
given number of objects
174
POISSON Returns the Poisson distribution
PROB Returns the probability that values in a range
 FUNCTION DESCRIPTION

QUARTILE Returns the quartile of a data set

RANK Returns the rank of a number in a list of
numbers
RSQ Returns the square of the Pearson product moment
correlation
coefficient
SKEW Returns the skewness of a distribution
SLOPE Returns the slope of the linear regression line
SMALL Returns the k-th smallest value in a data set

STANDARDIZE Returns a normalized value

STDEV Estimates standard deviation based on a

sample
STDEVA Estimates standard deviation based on a
sample, including numbers, text, and logical
values
STDEVP Calculates standard deviation based on the
entire population 175

STDEVPA Calculates standard deviation based on the

 FUNCTION DESCRIPTION

STEYX Returns the standard error of the predicted y-

value for each x in the regression
TDIST Returns the Student's t-distribution
TINV Returns the inverse of the Student's t-distribution

TREND Returns values along a linear trend

TRIMMEAN Returns the mean of the interior of a data set
TTEST Returns the probability associated with a
Student's t-test
VAR Estimates variance based on a sample

VARA Estimates variance based on a sample,

including numbers, text, and logical values
VARP Calculates variance based on the entire
population
VARPA Calculates variance based on the entire population,
including
numbers, text, and logical values
176

WEIBULL Returns the Weibull distribution

FUNCTION DESCRIPTION

ZTEST Returns the one-tailed probability-value of a z-

test

Text Functions

Text functions enable you to manipulate text. You can

abbreviate text to pull-out portions you need from long
strings of text, or you can change numbers and dates to text
so that they can exceed a cells width without producing a
cell filled with #####. These numbers or dates converted
to text can be joined (or concatenated) to form titles, labels,
etc. 177
 FUNCTION DESCRIPTION

CHAR Returns the character specified by the code

number
CLEAN Removes all nonprintable characters from text
CODE Returns a numeric code for the first character in a text
string
CONCATENAT Joins several text items into one text item
E
DOLLAR Converts a number to text, using the $ (dollar)
currency format
EXACT Checks to see if two text values are identical

FIND, FINDB Finds one text value within another (case-sensitive)

FIXED Formats a number as text with a fixed number

of decimals
LEFT, LEFTB Returns the leftmost characters from a text
value
LEN, LENB Returns the number of characters in a text
string
LOWER Converts text to lowercase 178
 FUNCTION DESCRIPTION

PROPER Capitalizes the first letter in each word of a text

value
REPLACE, Replaces characters within text
REPLACEB
REPT Repeats text a given number of times

RIGHT, Returns the rightmost characters from a text

RIGHTB value
SEARCH, Finds one text value within another (not case-
sensitive)
SUBSTITUTE Substitutes new text for old text in a text string

TEXT Formats a number and converts it to text

TRIM Removes spaces from text

UPPER Converts text to uppercase

VALUE Converts a text argument to a number

179
Financial Functions

Excel provides many financial functions that are used for

calculating loan details, investment analyses, annuities, etc.
An annuity is a periodic series of equal payments. Examples
of annuities are mortgage payment on a house, payment of
a car loan, or payment that you make to a retirement fund.

180
The common arguments used in Excel’s financial function are as follows.
Argument Argument Description
name

Present Pv The current value of amounts to be received or paid in the

value future discounted at some interest rate; the amount that
must be invested today at some interest rate to accumulate
to some specific future value.
Number nper The number of payments that will be made to an investment
of or loan. For example, a five-year loan with monthly payments
periods would have 60 periods.

Payment pmt The amount paid or collected for each period.

Future fv The value of a loan or investment at the end of all the

value periods.
Rate rate The interest rate being charged or paid.

Type type Payments can either be made in arrears (at the end of each
period) or in advance (at the beginning of each period). The
type argument determines whether the calculation will be
based on payments made in arrears or181in advance. Type is
the number O (payments in arrears) or 1 (payments in
advance). If type is omitted, it is assumed to be O.
 FUNCTION DESCRIPTION

ACCRINT Returns the accrued interest for a security that

pays periodic interest
ACCRINTM Returns the accrued interest for a security that
pays interest at maturity
AMORDEGRC Returns the depreciation for each accounting period
by using a depreciation coefficient
AMORLINC Returns the depreciation for each accounting
period
CUMIPMT Returns the cumulative interest paid between
two periods
CUMPRINC Returns the cumulative principal paid on a loan
between two periods
DB Returns the depreciation of an asset for a specified
period by using the fixed-declining balance method
DDB Returns the depreciation of an asset for a
specified period by using the double-declining
balance method or some other method that
you specify
DISC Returns the discount rate for a security 182

DURATION Returns the annual duration of a security with

 FUNCTION DESCRIPTION

FV Returns the future value of an investment

INTRATE Returns the interest rate for a fully invested
security
IPMT Returns the interest payment for an investment for a
given period
IRR Returns the internal rate of return for a series
of cash flows
ISPMT Calculates the interest paid during a specific
period of an investment
Returns the internal rate of return where positive
MIRR and negative cash
NOMINAL Returns the annual nominal interest rate

NPER Returns the number of periods for an

investment
NPV Returns the net present value of an investment
based on a series of periodic cash flows and a
discount rate
PMT Returns the periodic payment for an annuity 183

PPMT Returns the payment on the principal for an

 FUNCTION DESCRIPTION

PV Returns the present value of an investment

RATE Returns the interest rate per period of an annuity
RECEIVED Returns the amount received at maturity for a fully invested
security
SLN Returns the straight-line depreciation of an asset for one
period
SYD Returns the sum-of-years' digits depreciation of an asset for
a specified period

TBILLEQ Returns the bond-equivalent yield for a Treasury bill

TBILLYIELD Returns the yield for a Treasury bill
Returns the internal rate of return for a schedule of cash
XIRR flows that
XNPV Returns the net present value for a schedule of cash flows
that is not necessarily periodic
YIELD Returns the yield on a security that pays periodic interest

YIELDDISC Returns the annual yield for a discounted security; for example, a
Treasury bill 184

YIELDMAT Returns the annual yield of a security that pays interest at

Examples
If one borrows ¢1,000,000.00 at an interest rate of 12% per
annum, and you are to repay the loan in 5 years (60 monthly
instalments), then the PMT function would return a value
equal to the amount of money that should be paid every
month. Because the payments are made monthly, the
interest rate must also be monthly; therefore the annual rate
of interest must be divided by 12 to obtain the rate per one
period (i.e. one month). The payment value of the amount
borrowed is -1,000,000.00, because no payments have yet to
be made. For all arguments, negative number represents
cash you pay out, while cash you receive is represented by a
positive number. The following PMT function will return the
required monthly payment.
185
 = PMT (12% /12, 60, - 1000000.00)

(i)To calculate how much money you will have in 15 years if

you deposit ¢200,000 a month into an annuity that earns
10% annually, use the following function.
=FV (10% /12, 15*12, -200,000).

(ii)To calculate the present value of 60 payments of ¢150,000

with a 5% annual percentage rate, use the following
function
=PV (5% /12, 60, 150000)

186
If one pays ¢150,000 monthly, for a five year period when
the interest rate during the period is 5% per annum, then
the present value of their total investment is calculated by
the function
=PV (5% /12, 60, 150000).

Logical Functions

Excels logical functions allow you to build conditional

features into your spreadsheet models. They test whether
or not a statement is True or False and return a result. A
question that can be answered with true or false is 187

considered a logical test. A value of 0 means false, and a

The FALSE function.
This function always returns a logical FALSE , permitting you
to use it to avoid ambiguity in formulas. It has no
arguments. Format is FALSE() or FALSE
E.g. = IF (A3 = 10,“A3 is equal to 10”,FALSE() )

The above formula means if A3 is equal to 10, the string “A3

is equal to 10” will be stored in the cell. If A3 is not equal to
10, a “0” will be stored there. It may seem a lot quicker to
type “0” than to type FALSE (), but the function is self-
documenting.
188
 The TRUE function.
The function is similar to the FALSE function but does the
opposite. It always returns a logical TURE. Format is
TRUE () or TURE

The NOT function.

This function reverses the result of the logical argument

from TRUE to FALSE or from FALSE to TRUE.
Format is NOT(logical)
E.g. If C1 = 5, and D1 = 10

Then CI > D1 is false but NOT (C1 > D1) is

189

true.
The AND function.

This joins test conditions. It returns TRUE if all logical

argument are TRUE, and FALSE if any logical argument is
FALSE. Logical arguments include statements such as C10>
20 or A4 + A10 = 16
Format is AND (logical1 , logical2 …)
e.g. if C1 = 10, D1 = 16 and E1= 20

Then AND (C1 >D1, E1>10) will return FALSE since the first
logical argument (C1>D1) is false. Both logical arguments
(or conditions) must be true for the statement to be TRUE.
190
The OR function

The function joins test conditions like the AND function but
returns TRUE if one or more logical arguments is TRUE, and
FALSE only if all logical arguments are FALSE.
Format is OR (logical 1, logical 2, ..)
E.g. If C1 =10, D1 = 16 and E1 =20

Then OR (C1>D1, E1>10) will return TRUE since at least

one logical argument is TRUE.

191
The IF function

This function permits you to test a logical condition to

determine the appropriate value for a cell.
Format is: IF (logical test, value-if-true, value if false)

ARGUMENTS
Logical test – this is any logical expression that can be
evaluated as true or false, e.g.
A1=B10, A1= “ PASS”, A1> =4, B10-C5<B12, etc.

The conditions can also be joined by compound

operators such as OR, AND, and NOT E.g. T1=1 AND
192

S1>1000000, or NOT(T1 <40 OR T1> 60).

 Value-if-true - This is the value the cell containing the IF
function will assume if the condition is true. This can be a
cell reference, a value or text (which should be enclosed in
double quotation marks) e.g. A5, “GHANA”, 200.00.

 Value-if-false - This is the value the cell containing the 1F

function will assume if the condition is false. All conditions
listed under value if true also apply here.

193
EXAMPLE
Suppose cell B10 contain the logical function below
= IF (F1 > 40, (F1-40)*1.5,0)

And assuming cell F1 contains the hours worked by an

employee for the week, then the above means “if the hours
worked for the week is greater than 40, subtract 40 from the
hours worked and multiply the result by 1.5, putting the
result in cell B10. If the hours worked for the week is not
greater then (i.e. less than or equal to) 40 then cell B10
should contain 0.
194
One can also have nested conditions such as

= IF (TYPE = 1, IF (SALE> 1000000, 0.08, 0.05), IF

SALE>2500000,0.06,0.03)) Assume the above logical
condition is in cell A1 and represents Discount. The above
means that: If Type is 1
And If SALE is greater than 1,000,000
Then Discount = 0.08
Else Discount = 0.05
Else (i.e. if Type is not 1)
And If SALE is greater than 2,500,000

195
Then Discount = 0.06
Else Discount = 0.03

196
Exercise 1

Employees of KNUST Computer Company are paid on hourly

basis at the end of every month. If an employee works for
not more than 40 hours a month, it is considered regular and
Overtime for hours worked in excess of 40. Regular hours are
paid at 50 cedis per hour while the overtime rate is one and
half times the regular rate per hour. All employees are to pay
15% of their gross pay as Income Tax, 2.5% as National
Health Insurance Levy, 1% as District Tax. Employees who
have more than three children are to pay 1 cedi per child in
excess of three towards GetFUND. Assume you have just 197

been employed by the above company and that you have

198
 What formulas will be needed in the following cells such
that they can later be copied into other cells to
complete the worksheet. The percentage tax rate for
income, district and NHIL are to be picked from the
spreadsheet. Note, your formulas should be such that
whenever the income tax rate, the district tax rate and
the NHIL rate change, only their corresponding new
values have to be entered to replace the exiting ones in
cells I2, I3 and I4 respectively, and that there will be no
need to re-copy any formula from one cell to another for
subsequent changes in the rates.

199
(i) E7 (ii) F7 (iii) G7 (iv)
H7
(v) I7 (vi) J7 (vii) C23
through to J23

Exercise 2

A Social Science lecturer marked her mid semester and

end of semester examination scripts each over 100
instead of 30 and 70 respectively. After marking she
decided to use Excel to compute the final marks of the
students and also indicate the appropriate letter grade
of every student to determine how many students
200
201
Assume this lecturer wants you to help, what formulas
will be required into the following cells:
(i) E6 (ii) F6 (iii) C23
(iv) C24
(v) C25 (vi) C26 (vii) C27
(viii) C28
(ix) C29 (x) C30

202
 Lookup and reference functions
FUNCTION DESCRIPTION
ADDRESS Returns a reference as text to a single cell in a worksheet
CHOOSE Chooses a value from a list of values
COLUMN Returns the column number of a reference
COLUMNS Returns the number of columns in a reference
HLOOKUP Looks in the top row of an array and returns the value of the
indicated cell
INDEX Uses an index to choose a value from a reference or array
INDIRECT Returns a reference indicated by a text value

LOOKUP Looks up values in a vector or array

MATCH Looks up values in a reference or array
OFFSET Returns a reference offset from a given reference
ROW Returns the row number of a reference
ROWS Returns the number of rows in a reference
TRANSPOSE Returns the transpose of an array
203
VLOOKUP Looks in the first column of an array and moves across the row to
return the value of a cell
CHAPTER FOUR
FORMATTING WORKSHEETS

204
Formatting a Table Automatically
Autoformatting is designed to apply to tables of
information in which labels run down the left
column and across the top row. SUM() functions
or totals are expected in the bottom row or right
column.

These preset formats include formatting for

numbers, borders, font, pattern, alignment,
column width, and row height. You have the
option of selecting which of these formatting
elements is used when you format with Format,
205
To apply an AutoFormat to a table follow these steps:

I. Select the range you will like to format as

a table
II. Click at the home tab, select format as
tables from the style group
III. Choose any of the format. This is because
as you move over the different formats
you will not get a preview of the format
so just choose any of the formats. You will
then see the following dialog box asking
for the range of cells to format.
206
IV. Just click OK since the range you selected in step
(1) will used to create the table. You may check the
My table has headers if indeed your table has
headers and are to be treated different from the
other cells.
V. To specify exactly how your table should like, click
the home button, select format as tables from the
style group just like you did in step 2 above.
VI. As you now move the mouse pointer over the
different formats, you will get a preview of exactly
how your table is going to look like. When you find a
207
Choose Edit, Undo to return to the previous format:
208
Choosing and Pasting Formats
 With the Format Painter button you can copy
formats from one cell to another.
 All formats that apply to the selected cells are
copied including number, text, background, and
border formats.
To copy formatting from a range of cells to another
range of cells of the same size, follow these steps;
I. Select the source range.
II. Click the Format Painter button by first clicking
the home button.
III. Select the first cell in the destination range and
release the mouse button. 209
To copy to more than one cell or range,
Double click the Format Painter button
in step 2 above. Select the first destination
cell or range and release the mouse
button. Then select subsequent
destination cells or ranges.

IV. When you have finished, click the Format

Painter Button again or press Esc.

210
Formatting Selected Characters in a
Cell
I. Select the cell containing the text you want to
change.
II. Select the text in the formula bar that you want
to change by dragging across it with the mouse
or by pressing shift + arrow key.
III. Click the appropriate buttons such as bold,
underline, italic etc. You can also use the format
cell dialog box by first clicking at the home
button, the format from the cells group and
then format cells to get the format cell dialog
box as follows: 211
In here, you are not limited to only font formatting, 212

as indicated with the tabs. E.g. Alignment tab, etc.

IV. Make the necessary changes
according to how you will want
the characters to appear
V. Choose OK

213
 Formatting Cells or Characters
with Toolbars
 Most of the cell formats are found on the formatting
toolbar when the ribbon is maximized. Use them to
format characters in cells. The following shortcut keys
may be used for formatting instead of the toolbar.

Format Shortcut key

Bold Ctrl+2 or Ctrl+B
Italic Ctrl+3 or Ctrl+I
Underline Ctrl+4 or Ctrl+U
Strikethrough Ctrl+5
214
 Changing Character Fonts, Sizes,
Styles, and Colors
Fonts are the various typefaces used in
printed materials. Fonts heights are
measure in points.
One inch = 72pts.
By styles we mean plain, bold, italic,
underline and strikethrough. You can also
change colors.
Excels can use up to 256 different font in a
215

worksheet.
To Change Character Fonts, Sizes,
Styles, And Colors, Follow These
Steps;
I. Select the cell, range or multiple ranges.
II. From Home and under the cell group
select format and then format cells to
display the format Cells dialog box below.
III. Select the Font Group if not already on.
IV. Select Font, Style, Size, etc.
216

V. Choose OK.
217
 Centering Text Across Cells
To center a title using the merge and center
button from the Formatting toolbar, follow
these steps.
I. Type and format the title in the left cell of
the range in which you want the title
centered.
II. Select the range.
III. Click the Merge and Center button from
the Alignment group under the Home.
218
 Using the Merge Across Selection
option:
After steps 1 and 2 above,
III. Choose Home, Format (from cell
group), Format Cells and then Select
Alignment tab.
IV. Select the Merge Across Selection Option
in the Horizontal drop down list.
V. Choose OK.

The text centers between the cell where

the text is entered and the final cell you 219

selected.
 Wrapping Text to Fit a Cell
If you make a lengthy text entry in a cell, you can
have Excel wrap the text so that it forms a paragraph
that fits the cell. The cell’s height increases to contain
multiple lines.
To wrap text to fit a cell, follow these steps;
I. Select the cell or range.
II. Click at the Wrap text button from the alignment
group of Home or Choose Home, Format, Format
cells and then continue with the next step.
III. Select the Alignment tab.
IV. Select the Wrap Text Check box. 220

V. Choose OK.
To select a range of cells and merge them into one
cell,
 Select the Merge Cells check box above and
Joining Together Text or Text and numbers
(concatenation)
 The& symbol is a concatenation operator
that join text, numbers, and dates into one
long text string.

For example;
if B12 contains “Final sales for”
C12 contains 1999
Then = B12 &TEXT(C12, “####”)
Final Sales for 1999.
Concatenation (&) is used to join items (e.g.
text, numbers, etc.); and “” to indicate a string
or text
Excels Automatic Number Formatting
 Excelexamines the format of the number you
enter to determine whether the application can
format the cell for you.
 Ingeneral format (the default format setting),
entering $12.95 will display $12.95 (currency
format), entering 15% will display 15% although
it appears as .15 in the formula bar.

Note: The formatted values that appear on screen

may not be the same values used in calculation.
(The number of decimal places in the formatted
cells may be less and therefore may have been
rounded).
Using The Toolbar to format numbers
I. Select the cell or range you want to
format.
II. Pull down the Number format from the
Home for currency, percentage,
comma on the toolbar.

Using Menu Bar to format numbers

III. Select Cell or range.
IV. Choose Home Format, Format Cells.
V. Select Number Tab.
IV. Select the type of number you want to
format from the category list.
V. If you select Number, Currency, Accounting,
Percentage or Scientific, you may choose the
number of decimal paces, choose to use
1000 separators (,), how to show negative
numbers or what currency symbol to use.
VI. If you select a Date, Time, Fraction, or
Special category, select the format you
want from the list that appears.

VII. Select OK.

 Using Short Cut Keys
I. Select cell or range.
II. Press one of the following keystroke
combinations.

Format Shortcut key

General Shift + Ctrl + ~
Number (2dp) Shift + Ctrl + !
Currency Shift + Ctrl + $
Percent (no dp) Shift + Ctrl + %
Scientific Shift + Ctrl + ^
 Available number formats
I. Generally, by applying different number formats,
you can change the appearance of numbers without
changing the magnitude of the number. A number
format does not affect the actual cell value that uses
to perform calculations. The actual value is
displayed in the formular bar.

II. Below is a summary of the number formats that are

available on the Home tab in the Number group. It is
possible to see all available number formats by
clicking the Dialog Box Launcher (at the bottom-
right corner) next to Number.
Format Description
General  This is the default number format that Excel
applies to numbers when entered. Generally,
numbers that are formatted with the General
format are displayed just the way they are
typed.
 However, if the cell is not wide enough to show
the entire number, the General format rounds
the numbers with decimals. The General
number format also uses scientific (exponential)
notation for very large numbers with at least 12
digits.
Number This format is used for the general display of
numbers. One can specify the number of decimal
places to use. In addition, you can specify if you
will want to use a thousands separator, and how
Format Description
Currenc  This format is used for general monetary values
y numbers with the default currency symbol. It is
possible specify the number of decimal places
that you want to use (by default this is 2),
whether you want to use a thousands separator,
and how you want to display negative numbers.
 Note that this format aligns the decimal point of
numbers in a column.
 For example, if the default currency symbol is the
pound (£) sign and if the thousand separator is
active and cells A1 and A2 contains the numbers
12345.67 and 234.50, the two numbers will be
displayed as follows:
£12,345.67
£234.50
Format Description
Accountin  This format is also used for monetary
g values, but it aligns the currency symbols
and decimal points of numbers in a column.

 For example, if the default currency symbol

is the pound (£) sign and if the thousand
separator is active and cells A1 and A2
contains the numbers 12345.67 and 234.50,
the two numbers will be displayed as
follows:
£12,345.67
£ 234.50
Format Description
Date  The Date format displays date and time using
serial numbers as date values according to the
type and locale (location) that you specify.
 Date formats may begin with an asterisk (*) to
respond to changes in regional date and time
settings that are specified in Windows Control
Panel. Formats without an asterisk are not affected
by Control Panel settings.
Time  This format displays date and time using serial
numbers as time values according to the type and
locale (location) that you specify.
 Time formats may begin with an asterisk (*) to
respond to changes in regional date and time
settings that are specified in Windows Control
Panel. Formats without an asterisk are not affected
Format Description
Percentag This format multiplies the cell value by 100 and
e displays the result with a percent symbol. It is
possible to specify the number of decimal places
to use. For example the number 23.2 will be
displayed as 2320.00% if the number of decimal
places is set to 2.
Fraction This format displays a number as a fraction
according to the type of fraction that you specify.
You will normally obtain the following dialog box
to specify the type of the fraction.

Special This format displays a number as a postal code

(ZIP Code), phone number, or Social Security
number.
Format Description
Scientific  This format displays a number in exponential
notation by replacing part of the number with
E+n, where E is the Exponent and multiplies
the preceding number by 10 to the nth power.
 For example, a 2-decimal Scientific format
displays 123456789 as 1.23E+08, which is 1.23
times 10 to the 8th power. You can specify the
number of decimal places to use.

Text This format treats the content of a cell as text and

displays the content exactly as you type
irrespective of the type such as number, date or
time.
Format Description

Custom  This format allows you to modify or customize a

copy of an existing number format code to a
preferred choice.

 The custom number format is then added to the

list of number format codes.

 You can add between 200 and 250 custom

number formats, depending on the version of
Excel installed.
 Formatting Rows and Columns
 Theappearance of worksheets can be
improved by adjusting column widths and row
heights. Confidential data can even be hidden
within the worksheet.

In this
picture,
Column
G
(Gender)
is hidden
 Adjusting Column Width
 If a column is not wide enough, to display a number,
date, or time, Excel displays # characters in the cell.
To change one or more column widths with the
mouse, follow these steps;
I. Select the columns.
II. Move pointer to column separator directly to the
right of the column heading. The pointer changes
to a two-headed, horizontal arrow.
III. Drag the column left or right until the shadow is
where you want it; then release the mouse button.
The width box shows width of column as you drag.
 To fit the column to its widest entry using the mouse,
double-click the column-heading separator.
To change one or more column width using the
menu, follow these steps;
I. Select cells in columns you want to change.
II. Choose Home, Format You will get the following:
III. Use one of the following techniques to adjust
column width.
 Choose Column Width to adjust columns to a
specific width. Type the width into the Column
Width dialog box that appears and Choose OK.
 Choose AutoFit Column Width to fit the column
width to the widest cell contents in the selection.
 Choose Default Width and choose OK to accept the
default standard column width for the
selected column.
 Hiding Columns
 Columns can be hidden so that they do not print or appear
on-screen. To hide a column (e.g. column G),
I. Move the pointer over the column separator line that is
directly to the right of the column header where the
hidden column should be (i.e. between column headers
G and H).
II. Drag the column separator left until it is past the
separator on its left.
To unhide a column using the mouse, follow these
steps;
I. Move the pointer so that it’s left edge touches the
column separator on the right of a hidden column. The
pointer changes to a two-headed pointer with space
between the two heads.
II. Move the pointer so that its left tip touches the column
separator.
III. Drag the column separator to the right, and then
release.
To hide selected columns using
the keyboard, follow these
steps:

I. Select cells in the column

you want to hide.
II. Choose Home, Format, Hide
and Unhide to obtain the
following:

 To reveal or unhide hidden

columns, select cells (or
columns) that span the hidden
column; then choose Home,
Format, Hide and Unhide, and
then Unhide Columns.
Formatting a group of sheets in a
workbook
 You can save time by formatting a group
of sheets in a workbook. As you format
the active sheet in the group, the
formatting passes through to the same
cells in the other sheets in the group. If
you name range in the active sheet, the
same name is applied to all the sheets in
the group.
 Before
you can do group formatting you
must select all the sheets in a workbook
 To group sheets that are adjacent in a workbook,
click the first sheet tab, and then scroll to display
the last sheet tab and shift-click the last sheet
tab.
 To group sheets that are not adjacent, click the
first sheet tab, and then Ctrl-click all other
sheets tabs you want selected. The title bar will
now contain [Group].
 All formatting you do on the active worksheet
also applies to other sheets in the group.
 When you want to separate the group into
CHAPTER FIVE
PRINTING WORKSHEETS
 Excelenables one to use the full capabilities of
one’s printer. Before you print a worksheet you
must preview the document for a quick visual
check on how the worksheet might look when
printed on paper.
 Printing
a worksheet usually consist of the
following steps.
I. Select the area to be printed.
II. Preview page breaks with View, Page Break
Preview command, and set manual page
breaks, if necessary, with the Page Layout,
Page Setup, Breaks Command.
III. Choose Microsoft File Menu button, Print.
IV. Display the Printer drop-down list
and select your printers. You only
need to do this once unless you
change printers.
V. Choose File, Print, Page Setup to
set margins, page orientation,
print quality, headers and footers,
page titles, and other option.
VI. Choose, the Page Print Preview
button to see how the printed
document will appear.
VII. While in the preview mode, print
by choosing Print or at a later
time, by using the File, Print, Print
command.
 Defining the Page Setup
 Allthe settings one needs in order to print are usually
found under the Page Layout menu. These include the
position of print on the page, paper orientation
(portrait or landscape), headers and footers, gridlines,
color or black and white, and rows and column
headings.
 Do the following to change the Page Set up for a page.
I. Choose Page Setup.
II. Change the page options as needed by clicking the
appropriate tab in the Page Setup group or to
obtain the page setup dialog box by more icon on
the bottom-right corner.
III. Choose the OK button after you have set the
options.
The Page Setup dialog box has a number of tabs. These
are the Page, Margins, Header/footer, and sheet tabs
 The Page tabs – it enables you to select the paper
size, the print quality, and the page orientation. It
also enables you to reduce or enlarge the size of the
report or sheet that you wish to print.
 The Sheet tab – The print area, print titles, and the
order in which pages are printed may be set under
the sheet tab. Here you have the option to choose
whether to print gridlines, comments, change colors
to black and white, or print row and column headings.
You can also choose to print in draft quality mode.
 The margins tab – it enables you to set the top,
bottom, left, and right margins for the page you wish
to print. It also enables you to select how far from
the top or bottom edge of the page. The default left
and right margins are 0.75 of an inch while the
default top and bottom margins are 1.0 of an inch.
The margins tab also enables you to select whether
the printed page should be centered vertically or
horizontally or both.
 The Header / Footer tab – This tab enables you to
choose the content of the headers and footers that
are printed on each page. You may create custom
 Setting Page Margins
To set or change margins,
I. Select the margins tab in the Page Setup dialog box.
II. Set the margins options in any combination
III. Click the check box labelled Horizontally to center
the spreadsheet horizontally on the printed page if
you wish.
IV. Click the check box labelled Vertically to center the
spreadsheet vertically on the Printed page if you
wish. The preview area shows how the changes you
make in the margins affect the printed page.
V. Finally, choose OK when you finish making the
changes to the Page Setup option
Setting Page Orientation and Paper Size
 If the spreadsheet document is wider than tall, you
may want to use a landscape orientation when you
print rather than a portrait orientation, which is
taller than it is wide. Also if your printer can handle
different paper sizes, you may print on legal-sized
paper (or some other size paper).
 By selecting the Page tab in the Page Setup dialog
box and selecting the desired paper size from the
paper size drop-down list, you are able to change
the paper size. The choice of paper sizes available
to you depending on the printer you have selected.
 Turning Gridlines and Rows or
Columns Headings On or Off
 Gridlines in the worksheet may be turned off by using the
Tools, Options, command and clicking the View tab, and then
clicking on the check box to show Gridlines. You also can turn
on or off the printing of gridlines in the Page Setup dialog box.
 To turn on or off printing gridlines or row and columns
headings, follow these steps;
I. Select the sheet tabs in the Page Setup dialog box.
II. Set or clears the Gridlines check box in the print area to turn
on or off gridline Printing.
III. Set or clear the Rows and columns Headings printing to
IV. When you
have finished
making
changes to
the Page
Setup
options end
the process
by choosing
OK.
 Page Layout Order
 When Excel print a range that is too large to fit on one
sheet of paper, it prints down the range, and then goes
to the columns to the right of the first page and prints
down those.
 In some cases – wide landscape reports, for example -
you may want Excel to print across the wide range first
and then move to the next lower area and then across it.
 To select how you want Excel to print pages, select the
Sheet tab in the Page Setup dialog box. From the Page
order group, select either the Down, Then Over option or
the Over, Then Down option.
 Reducing and Enlarging Prints
 If your printer supports scalable type or if you use True
Type fonts, you can print a document proportionally
reduced or enlarged. By making a proportional reduction,
you can fit a document to a page without losing or
redoing the formatting.
 To scale a document, select the Page tab in the Page
Setup dialog box and select the Adjust To option or the Fit
To option.
 Use the Adjust To option to print the document at full size
or to scale the document to a specified percentage of full
size. Enter the desired size in the Adjust To text box. If
you enter a number smaller than 100, the page is
reduced to that percentage of the original. If you enter a
number larger than 100, the page is enlarged. If the
printer is incapable of scaling the print job to fit the page,
 Use the Fit To option to tell
Excel to scale the document
to fit a specified number of
pages.
 In the first text box in the Fit
To option, inter the number of
page widths you want the
document fit to.
 In the second text box, enter
the number of pages tall that
you want the document fit to.
 Creating Headers and Footers
 You can create headers and/or footers that place a title, date,
page numbers or text you want to print at the top or bottom of
each printed page of your worksheet. You also can format them
with different fonts, styles and sizes. By defaults, Excel uses no
header or footer.
 To create or change a header or footer, then follow these steps;
I. Open the Page Setup dialog box by choosing the Home, Page
Layout, Page Setup command (its bottom-right corner).
II. Select the Header/footer tab. A sample of the currently
selected header and footer if any, is displayed.
III. Excel provides several predefined formats for the headers
and footers. To selected one of the predefined header or
footer format, use the Header or footer drop-down lists, and
To create a custom header or footer, follow these
steps;
I. Select the Header /Footer tab in the Page
Setup dialog box to display the header and
footer options.
II. Choose either Custom Header button or
Custom Footer button to display the Footer or
Header dialog boxes respectively, which are
identical, except for their titles.
The Header dialog box contains three sections
for left-, center-, or right- aligned data. You
enter text or codes, such as the date code, into
the three sections.
 III. You can now enter text and code you want for
each section of the header or footer. To enter
information into a section with the mouse,
click a section and type. You may also click a
code button to enter a code at the insertion
point. The code buttons appears above the
three sections.
To enter information from the keyboard, press ALT
+ letter (the L,C, or R key) to move the insertion
point into the corresponding section (left, center, or
Right). You may then type the text and/or codes or
select code buttons by pressing Tab until the
button is selected and then pressing Enter. You can
create multiple-line header or footer by pressing
ALT + Enter to break a line.
 Setting the Print Range
 By default, Excel prints the entire worksheet unless
you specify otherwise. When you need to print only a
portion of the worksheet, you must define that area
by using either the File, Page Layout, Page Setup
command or File, Print Area command. The print
area can include more than one range.

To define print areas, follow these steps;

I. Choose File, Page Setup, and then select the sheet
tab to display the sheet option in the Page Setup
dialog box
II. Place the insertion point in the Print Area text box.
III. Select the range of cells you want to print.
Click the Collapse Dialog box button to
collapse the dialog box and make your
selection, and then click the Expand Dialog
button again to redisplay the dialog box.
Excel enters the cell coordinates for the
selected area in the print Area text box of the
Sheet tab.
IV. If there are any other Print areas to set up
type a comma (,) in the Print Area text box,
and select the next area you want to print.
Select areas in the order that you want them
to print.
V. When you have selected all the areas you
want to print, choose OK.
 After you set the print area, Excel marks the edges of
the print area with dashed lines. Dashed lines also
indicate manual and automatic page breaks.
 A page break indicates the bottom or right edge of the
sheet of paper that the document prints on, and show
you where a new printed page begins. Setting the print
area creates a named range called the print Area.
 To remove a print area, choose File, Page Layout, Page
Setup, and select the Sheet tab to display the Sheet
options. Delete all the text in the Print Area text box to
print the entire document, or delete only the cell
coordinates or the print area you want to remove. You
can also choose File, Print Area, Clear Print Area.
 Setting Manual Page Breaks
 When you set manual page breaks, they override
automatic page breaks and the automatic page
breaks reposition automatically.
 To insert manual page breaks, if you want to set
vertical page breaks (that affects only the sides)
make sure the active cell is in row 1 before you right-
click and choose the Insert Page Break command.
 If you want to set horizontal page breaks (the breaks
for only the top and bottom of pages) move the
active cell to the correct row in column A.
 Place the active cell below the row you want the
manual page break to appear or to the right of the
column you want the manual page break to appear,
right-click and choose Insert Page Break.
 A manual page break stays at
the location that you set until
you remove it. To remove
manual page breaks.
 Move the active cell directly
below or immediately to the
right of the manual page
break., (if the active cell
appears), and then choose
Insert, Remove Page Break.
 To remove all manual page
break at a go,
 Select the entire document and
choose the Page Layout, Page
Setup, Breaks, Remove Page
 Previewing the Document
 Insteadof printing out your worksheet to check
its appearance, you can view a display of the
printout with miniature pages. When you want
to examine a preview page closely, you can
zoom into the area you want to see.
 Topreview pages, choose File, Print. The preview
screen shows you how the pages will look when
printed.
 Tozoom into a portion of the page, choose the
zoom button or click the mouse pointer –
magnifying glass over the portion that you want
magnified. To zoom out, choose zoom a second
time, or click a second time.
 To change pages in the
preview mode, use the Next or
Previous buttons. These
buttons appear greyed if there
is no next or previous page.
After you preview the
worksheet, you can print it
from the preview screen by
choosing the print button.

 Ifyou want to change or see

the Page Setup settings,
choose the Page Setup button.
To return to the worksheet,
Press the Esc Key.
CHAPTER SIX
EXCEL FILES
 When you start Excel, the program opens with a
blank workbook titled “Book1”.
 Workbooks can contain one or more sheets of
varying types. You can have, for example,
worksheets, chart sheets, Macro sheets, etc.,
combined into a single workbook. The default
workbook contains three worksheets. This number
of sheets can however be changed.
 InExcel, a file is the same as a workbook, so when
you save or open a file in Excel, you are saving or
opening a single workbook that may contain many
 Opening an existing workbook
To open an existing workbook in order to continue
working on a previously saved workbook, follow
these steps;

I. Choose File and Open, OR press Ctrl + O, OR

click the Open button from the Quick Access
toolbar. The Open dialog box appears. When you
choose File and Open, you may not be in the
folder that contains the file you want. Change to
the right folder by doing the following.
II. Choose Browse and navigate to the folder which
contains the workbook you want to open from
the dialog box.
III. You may
then select
the file you
want to
open and
click Open.

As a shortcut,
you can
double-click
the file name.
 Selecting Multiple Workbooks
Simultaneously
 Toselect files whose names are adjust, select
the first file name, and then hold down the shift
key as you click the last.
 Using the keyboard, press the up- or down –
arrow to move to key boars, press the selected,
them hold down the shift key as you move to
the last file name.
 Toselect file whose names are not listed
together, hold down the Ctrl key as you click
each name.
 Opening a Protected Workbook
 Workbooks can have two types of protection.
 The password can protect the workbook
against unauthorized opening, and another
can protect against changes saved back to the
original file. If the file you want to open is
protected, you are prompted for the password.

 Ifit is protected against modification you will

also be prompted for that password. Type the
password when prompted, using the exact
upper- and lower case letters as the original
passwords, and then choose OK.
 Importing Files
 By default, Excel files are listed in the open
dialog box. You can limit the type of files that
are displayed, and you can open several
different types of files without having to go
through a special conversion.
 Opening files created by other software other
than Excel so that they can be worked on using
Excel is known as importing files to Excel.
 Thefollowing types of files can be imported to
Excel: Text, Lotus 1-2-3, Quattro Pro/DOS,
Quattro Pro 1.0/5.0 (Win) micros, Works 2.0,
Dbase, Excel 4 charts, Excel 4 macros, Excel 4
workbooks, Worksheets, Workspaces, Templates,
To display and open other types of files in
Excel, follow these steps;
I. Choose File, Open, press Ctrl + O OR click
the open button on the quick access toolbar.
II. In the Open dialog box change to the drive
and folder that contains the files(s) you want
to open.
III. Display the Type of Files drop-down list and
select the type of file you want displayed.
Excel lists only that type of file.
IV. When you see the workbook listed, select it
then choose the open button. Or as a
Shortcut, you can double-click the name.
 Also you can limit the types of files that are
displayed by typing the file extension in the File
Name text box.
 Some of the more frequently used file types that
Excel read and their extensions are as follows.

File type Extension

Excel workbook XLS or
XLSX
Excel chart XLC
Excel macro sheet XLM
Text files (tab separated values) TXT
Lotus 1-2-3 files WK*
 Saving workbooks
 Youshould get into the habit of saving your
workbook every 10 to 15 minutes so that if your
computer crashes or the power fails, (which is a
common occurrence in Ghana), you lose a
minimum amount of work.
 The previous work is replaced by the latest
version if you save with the same filename. The
file may be saved with a new file name using the
Save As command.
 To
save with the same file name as it already has,
use the Save command. The steps for saving a
Saving for the first time
I. Make the worksheet to be saved the active
worksheet
II. Click File Tab and then select Save As or
press F12 key to obtain the following:
III. Select the required option. Each option has
a small narration telling you the use of the
option.
IV. Whichever of the first four options you
select, you will obtain the Save As dialog
box to specify the name of the file, the path
and other relevant information that you
might to change. Complete the dialog box
Saving an already saved file
A worksheet that has been saved before
need not necessary be saved again
unless the content is modified and
changes are necessary.
 Tosave such a file, you can choose any
of the following;
 Click the File button and select Save
 Click at the Save icon on the Quick
Access toolbar
 Press Ctrl + S keys
 File Names
 Youneed to give a name to a file (or workbook)
the first time you save it. Windows 7 to 10 allow
you to type up to 255 characters including
spaces.
 However, you cannot use any of the following
characters / ? : * ‘ < > !. You are not limited to old
DOS rules for file names (8 characters, plus a
three-character extension).
 Names that are longer than eight characters are
converted to eight-character names when
transferred to MS-DOS or earlier versions of
 Protecting Your Workbooks with a
Password
By saving workbooks with passwords, you can protect
your workbook against unauthorized opening or
changes to your workbook. To add protection to a file,

I. Choose File, Info, Protect Workbook to protect your

workbook.
II. A drop-down appears with options including;
 Always Open Ready-Only: This is to prevent
accidental changes by asking readers to opt-in to
editing.
 Encrypt with Password: This is to require a password
to open this workbook
 Protect Current Sheet: This is controls
what types of changes people can make
to the current sheet.
 Protect Workbook Structure: This is
prevents unwanted changes to the
structure of the workbook, such as
adding sheets.
 Restrict Access: This grants people
access while removing their ability to
edit, copy or print.

The above are some of the options in the

Protect Workbook command
III. Select Encrypt with
Password.
IV. Type in your
password in the
dialog box with
appears.
V. Type in the same
password as you
entered earlier in the
Confirm Password
dialog box which
appears, and click
OK.
 Closing workbooks

To close the active

workbook window,
 Choose File, Close OR Click the
document close button at the
far right of the title bar. Using
the keyboard, press Ctrl+F4 to
close the workbook.
 Ifyou made changes since the
last time you saved the
workbook, an alert box appears.
Choose Yes to save the
workbook before closing.
 Coping and Moving files using the
Open dialog box
To copy or move files, follow these steps
I. In the Open dialog box, select one or more
files you want to copy
II. Right-click the files and then choose Copy or
Cut.
III. Display the drive or folder where you want to
place the copy or move the file.
IV. Right-click the drive or folder, and then
choose Paste.
V. Files are copied to a new location with their
original name and extension.
Deleting files using the Open dialog
box
To delete files, follow these steps.
I. In the open dialog box select the files you
want to delete.
II. Right-click the selected files(s) and choose
Delete. A dialog box asks you to confirm the
move to the Recycle Bin.
III. Choose Yes to delete the files, or choose No If
you don’t want to erase them.
 Inserting and Deleting Worksheets
 Bydefault, Microsoft Excel provides three
worksheets. A worksheet consists of cells that
are organized into columns and rows; a
worksheet is always stored in a workbook.
 Thename of a worksheet appears on its sheet
tab at the bottom of the screen. By default,
the name is Sheet1, Sheet2 and Sheet3.
 Thenext sheet to be added will be Sheet4 and
so on, but you can give any worksheet a more
appropriate name.
Insert a new worksheet
To insert a new worksheet, perform one of the
following:
 To quickly insert a new worksheet at the end of
the existing worksheets, click the button at
the bottom of the screen.
 To insert a new worksheet before an existing
worksheet, select that worksheet, and then on
the Home tab, in the Cells group, click Insert,
and then click Insert Sheet.

You can also right-click the tab of an existing

worksheet, and then click Insert. On the General
Insert Multiple Worksheets At Once
If it is necessary to insert more than one sheet, the
rather than inserting them one at a time, you can insert
the number of sheets required at the same time by
following the steps below:
I. Hold down SHIFT, and then select the same number
of existing sheet tabs of the worksheets that you
want to insert in the open workbook.
II. For example, if you want to add three new
worksheets, select three sheet tabs of existing
worksheets.
III. On the Home tab, in the Cells group, click Insert,
and then click Insert Sheet.
IV. You can also right-click the selected sheet tabs, and
then click Insert. On the General tab, click
 Rename A Worksheet
I. On the Sheet tab bar, right-click the
sheet tab that you want to rename,
and then click Rename.
OR
Double click on the current Sheet
name at an interval to enable
Rename

II. Select the current name, and then

type the new name.
Active Sheet Add
Sheet
Button
 Delete a Worksheet
 On the Home tab, in the
Cells group, click the
arrow next to Delete, and
then click Delete Sheet.
OR
 Youcan also right-click
the sheet tab of the
worksheet that you want
to delete, and then click
Delete.
 Consolidating (or combining) Data
from Several Worksheets
 Data from several worksheets in one workbook
or from different workbooks can be
consolidated on a separate master worksheet.
When one consolidates worksheets, one is
simply assembling data so that it can easily be
updated on a regular basis.
 Suppose you have the sales figures for 5
salespersons for each of the months January,
February and March. Each Salesperson sells
three different products-Batik, Kente, and
To consolidate the data, follow these steps;
I. Select a destination range. You may just click and
select cell A1 in your destination worksheet.
II. Choose Data, Consolidate from the Data Tools.

The consolidate dialog box appears as

follows:
III. Select the Reference text box and type a source
area or select by clicking the collapse Dialog button
at the end of the Reference text box to collapse the
dialog box and select a source area. Click the
Expand dialog box button to redisplay the dialog
box.
IV. Choose the Add button to add the source entry to
III. Repeat steps 3 and 4 to add all the source areas
to the All Reference List.
IV. From the function drop down menu pick the
function you want to perform on the
consolidated data e.g. Sum.
V. If the physical layouts of the source worksheets
are identical, Excel can consolidate by position.
In this case, clear the Top Row and Left Column
options in the consolidate dialog box.
OR
If the physical layouts are different, Excel can
use row and column headings to consolidate the
data. In this case select the Top Row and Left
Column options.
VI. Select what you want the destination area to
contain: fixed values that do not change or
links that update when the source change.
Chapter 7
Chapter 7

311
Creating Charts
 The graphic feature of Excel allows you
to display your workbook information
in a format that is easy to interpret.
 Chartssummarize the essence of data
to focus on general patterns and
trends
A chart is sometimes referred to as a
graph and is a picture of numeric data
312
Creating Charts
 Excel creates charts from data you
select.
 You can use the Chart Wizard to guide
you through the process of creating a
chart step-by-step
 You can also customize your chat by
using the many chart commands
 To draw a chart, Excel uses certain rules
based on how the data is configured.
313
Creating Charts
 Theorientation of the data determines
which cells are used for the category axis,
(the labels along the bottom of x-axis) and
which cells are used for the legend labels
 Inmost cases, the rules fit standard data
layout, so Excel charts come out correctly
without intervention from you
 However if not, you can manually change
the chart by specifying you own
parameters 314
Creating Charts
 Charts
may be embedded in a
worksheet or its own chart sheet.
 In
either case, the chart is linked to the
data from which it was created.
 Thechart is automatically updated, if
there is any changes to the data

315
Creating Charts
 Data Series - A collection of data points.
 Legend - A guide that explains the
symbols, patterns, or colors used to
differentiate data series. The name of each
data series is used as a legend title.
 Marker - An object that represents a data
point in a chart. Bars, symbols, colors, etc
are examples of markers
316
Chart Terms And/or Objects
 Excel
charts contains many objects that
you can select and modify individually.
 When you move your mouse over an
object in a chart, a tip appears that
identifies the chart object or displays
the series and value if the object is a
data point.
 Below are some of these objects
317
Chart Terms And/Or Objects
Axis - Form the boundaries of chart and
contains the scale against which data
plots.
Chart Wizard button - Starts the Chart
Wizard, which guides you through the
creation of a chart step-by-step
Data Point - A single piece of data, such
as sales for one year.
318
Chart Terms And/Or Objects
 Plot
Area - The rectangular area
bounded by the two axes.
 Seriesformula - An external formula
that tells Excel where to look on a
specific worksheet to find the data for
a chart. You can link a chart to multiple
worksheets.

319
Chart Terms And/Or Objects
 Tick
mark - A division mark along the
category(x) and value (Y and Z) axes.

 Toolbar
- A special toolbar is available
with charting tools.

 Tip
- A box that identifies the object
that the mouse pointer is pointing to.
320
Chart Terms And/Or Objects

321
Standard Chart Types
 Excel has 14 standard chart types.
 Eachof these chart types has several
sub-types.
 Many of the chart types have 3_D sub-
types. They are use to add visual
depth and impact to the presentation
of your data

322
 Column Charts
 Datathat is arranged in columns or rows on
a worksheet can be plotted in a column
chart.
 Columncharts are useful for showing data
changes over a period of time for illustrating
comparisons among items

323
 Column Charts
 In
column charts, categories are typically
organized along the horizontal axis and
values along the vertical axis.
 Columncharts have the following chart
subtypes

324
Column Charts
Clustered Column and
Clustered Column 3-D
Clustered column charts compare
values across categories and the
chart displays values in 2-D vertical
rectangles.
A clustered column in 3-D chart displays just
the vertical rectangles in 3-D format and
does not display the data in 3-D format 325
Clustered Column and Clustered
Column 3-D

326

Clustered Column Chart 3-D

Column Chart
 Stacked column and stacked column
in 3-D
 Stacked column charts show the relationship of
individual items to the whole by comparing the
contribution of each value to a total across
categories
A stacked column chart displays values in 2-D
vertical stacked rectangles.

327
Column Chart
A 3-D stacked column chart displays
the vertical stacked rectangles in 3-D
format but does not display the data
in 3-D format.
This type of chart is more useful
when you have multiple data series
and when you want to emphasize the
total

328
Column Chart

329

Stacked Column
Column Chart
 100% stacked column and 100%
stacked column in 3-D
 These types of column charts compare the
percentage each value contributes to a
total across categories
 You can use a 100% stacked column chart
when you have three or more data series
and you want to emphasize the
contributions to the whole

330
Column Chart
 Cylinder, cone and pyramid
Cylinder, cone, and pyramid charts
are used to show and compare data
exactly the same way
The main difference between these
is that they display cylinder, cone,
and pyramid shapes instead of
rectangles

331
Line Charts
 Data arranged in columns or rows on a
worksheet can be plotted in a line chart
 Line charts can display continuous data
over time and are therefore best for
showing trends in data at equal intervals
 In a line chart, category data and the
value data are distributed evenly along
the horizontal and the vertical axes
respectively
332
Line Charts
 Use a line chart if your category labels
are texts that represent evenly spaced
values such as days, months, quarters,
or years
 Linechart is also best used when you
have a few evenly spaced numerical
labels, especially years
 Line
charts have the following chart
subtypes
333
Line Charts

334

Line with markers

Line Charts
 Line and line with markers
 Linecharts can be displayed with or without
markers to indicate individual data values
 If there are many data points and the order in
which they are presented is important then
line charts are more useful as they show
trends over time or ordered categories
 Ifthere are many categories or the values are
approximate, then markers should not be used
335
Line Charts
Stacked line and stacked line with
markers
Stacked line charts are useful to show
the trend of the contribution of each
value over time
Ifthere are many categories or the
values are approximate then use a
stacked line chart without markers.
336
Line Charts

337
Line Charts
 100% stacked line and 100%
stacked line with markers
 The 100% stacked line
 charts are useful to show the trend of the
percentage each value contributes over
time
 If there are many categories or the
values are approximate then use a 100%
stacked line chart without markers
338
Line Charts
3-D line
The 3-D line charts show each row or
column of data as a 3-D ribbon

339
Pie Charts
 Data arranged in only one column or
row on a worksheet can be plotted in a
pie chart
 Pie charts show the size of items in
one data series
 The data points in a pie chart are
displayed as a percentage of the whole
pie
 Pie charts have the following chart 340

subtypes
Pie Charts

341
Pie Charts
 Pie and pie in 3-D
 Pie
charts display the contribution of each
value to a total in either 2-D or 3-D format

342
Pie Charts
 Pie of pie and bar of pie
 Pieof pie or bar of pie charts display pie
charts with user defined values extracted
from the main pie chart and combined into
a second pie or into a stacked bar
 These chart types are useful when you want
to make small slices in the main pie easier
to see

343
Pie charts
 Exploded pie and exploded pie in 3-
D
 Wedges in pie charts can be pulled out or
“exploded” from the pie to emphasize the
data point they represent
 To “explode” or pull out a slice, click the
slice once to select the whole chart, and
then click a second time to select the
individual slice
344
Pie charts
Drag the slice away from the pie and
release the button when slice is
positioned
Inthe figure below, the June slice
(30%) has been exploded from the rest

345
Pie Charts

346
Bar Charts
 Dataarranged in columns or rows on a
worksheet can be plotted in a bar
chart. Bar charts show comparisons
among individual items.

347
Bar Charts
 Barcharts have the following chart
subtypes:
 Clustered bar and clustered bar in
3-D
 Stacked bar and stacked bar in 3-D
 100% stacked bar and 100%
stacked bar in 3-D
 Horizontal cylinder, cone, and
pyramid 348
Bar Charts

349
Area Charts
 Data arranged in columns or rows on a
worksheet can be plotted in an area
chart
 Areacharts highlight the magnitude of
change over time to draw attention to
the total value across a trend

350
Area Charts
 Areacharts have the following chart
subtypes
Area and area in 3-D
Stacked area and stacked area in
3-D
100% stacked area and 100%
stacked area in 3-D
3-D area.
351
Area Charts

352
XY (Scatter) Charts
 Dataarranged in columns and rows on
a worksheet can be plotted in an xy or
scatter chart
 Scattercharts show the relationships
among the numeric values in several
data series, or plots two groups of
numbers as one series of xy
coordinates
353
XY (Scatter) Charts
 Generally, a scatter chart has two
value axes
 oneshows numerical data along the
horizontal axis (x-axis) and the other
along the vertical axis (y-axis)
 Scattercharts are commonly used for
displaying and comparing numeric
values such as scientific, statistical,
and engineering data 354
XY (Scatter) Charts
 Consider using a scatter chart when:
 Values for horizontal axis are not evenly
spaced
 Thereare many data points on the
horizontal axis
 Youwant to show similarities between large
sets of data instead of differences between
data points
 Youwant to compare large numbers of data
points without regard to time 355
XY (Scatter) Charts
 Toarrange data on a worksheet for a
scatter chart, you should place the x
values in one row or column, and then
enter the corresponding y values in the
adjacent rows or columns.

356
XY (Scatter) Charts

357
XY (Scatter) Charts
 Scatter with only markers
 This type of chart compares pairs of values. Use a
scatter chart without lines only when you have
data in a specific order
 Scatter
with smooth lines and scatter
with smooth lines and markers
 This type of chart can be displayed with or without
a smooth curve connecting the data points
 These lines can be displayed with or without
markers
 Use the scatter chart without markers if there are
358
many data points.
XY (Scatter) Charts
Scatter with straight lines and
scatter with straight lines and
markers
This type of chart can be displayed
with or without straight connecting
lines between data points
These lines can be displayed with or
without markers
359
Doughnut Charts
 This is similar to pie charts
 It enables you to show more than one data series

360
Charts
 Other chart types are
 Radar charts
 Surface charts

361
Charts
 Bubble charts
 Stock charts
 Theycan be of Cylinder, Cone or
Pyramid sub-types in other to add
visual impact to your chats

362
Creating a chart
I. Select the data you want to chart.
Include the row and column headings
if you want them to appear in the
chart as category and legend labels.
II. Choose Insert
III. From the Chart group, decide on the
type of chart you want and pull that
chart type down
363
 Creating a chart
IV. Select from the different formats of the
chart type selected in step 3 by clicking
your choice of format
V. To add labels such as chart title, axes, etc,
click to select the graph you just created.
Click at the layout button to get the
various labels that can be added or
changed
364
Creating a chart
VI. Select the type of label to add from
the labels group of layout
VII. Select appropriate options and add
the required labels

365
Creating a Chart Automatically
 Ifdata is in a layout that Excel can
interpret, you need only select the data
and press F11 (or Alt+F1 if you don’t
have F11 key) to create a chart
 Excel plots the data in the preferred chart
type; the default is the 2-D column chart.

366
Creating a Chart Automatically
 Rules that Excel follows
I. Excel assumes that the category (X) axis runs along
the longest side of the selection.
If the selection is square or wider than it is
tall, then Excel assumes that the
category (X) label run across the top row of
the selection.
If the selection is taller than wider, it
assumes that the category (X) labels
run down the left column of the
selection.
367
Creating a Chart Automatically
II. Excel also assumes that labels in cells along the
short side of the selection should be used as titles in
the legend for each data series. If only one data
series exists, Excel uses this label to title the chart. If
more than one data series is selected, Excel uses the
labels in these cells to title the legend

III. If the contents of the cells that Excel wants to use as

category labels are numbers (not text or dates),
Excel assumes that these cells contain a data series
and plots the graph without category (X) labels,
numbering each category instead 368
Creating a Chart Automatically
III. Excel also assumes that labels in cells
along the short side of the selection
should be used as titles in the legend
for each data series. If only one data
series exists, Excel uses this label to
title the chart. If more than one data
series is selected, Excel uses the
labels in these cells to title the
legend.
369
What happens to graph when
worksheet values change
 When a worksheet value is changed,
the corresponding graph is
automatically updated
 Henceone need not worry about
changes in worksheet
 This
is true when the graph is named
and not when it is saved or printed
370
What happens to graph when
worksheet values change
 Theonly time you may have to change your
graph settings (especially the X and Y axes
range) is when the X and/or the Y axis data
range is either increased or decreased
 That
is if more data values are added to or
removed from a range
 Theother situations that may call for
redefining graph a is when columns are
either inserted or deleted such that some of
371

the data ranges changes column or rows.

Saving Charts

Achart that you embedded in a

worksheet is saved when you save the
workbook that contains the worksheet
Achart in its own sheet also is saved
when you save the related workbook.

372
Printing Charts
 Sizecharts before printing by using File,
Page Setup or choose the Setup button on
the File, Print Preview dialog box and select
the Margin tab to display the dialog box
 Youcan change margins in the File, Print
Preview dialog box by dragging the margin
lines to a new setting.
 Topreview your chart before printing or to
use the mouse to visually adjust chart size
or margins
373
Printing Charts
I. Choose File, Print Preview
II. Examine detail and positioning on the
chart by zooming in or out on the page.
I. To Zoom in, place pointer (magnifying
glass symbol) over area of interest and
click.
II. Click the zoomed page to return to the
expanded view.
III. Choose the button to zoom and unzoom
when using the keyboard.
374
Printing Charts
III. Select Setup button to return to the Page
Setup dialog box. To expand by height and
width, select chart tab and then select the
Use Full Page option from the Page Setup
dialog box
IV. Choose OK.
V. Adjust the margins and size of the chart by
clicking the Margins button. To change
margins and to change the chart size, drag
the black handles.
375
Printing Charts
III. To display the Print dialog box, choose
Print. To return to the Chart
document, choose Close
 To print the chart from the worksheet
choose File, Print (or press Ctrl +P) and
complete the dialog box. Follow the
same procedure as you follow for
printing worksheets

376
SORTING
 Oneof the common data processing
operations that is performed by the
computer is SORTING
 Sortingis the process of arranging data in
numerical or alphabetical order. The order of
the arrangement may be ascending or
descending order

377
SORTING
 Tosort, each row of a worksheet form a
record (information about a particular
person, city, products, etc) and each column
forms a field.
 Let us consider the following worksheet

378
Sorting

379
Sorting
 Let us sort the records into ascending
number of index numbers
 The needed steps will be as follows:
I. . Select cells B6 to M30
II. . From the Home menu, select Sort &
Filter from the Editing group. You will
obtain the following figure
III. . To sort into ascending order of the index
no Select Sort A to Z and into descending
order you will select Sort Z to A
380
Sorting
 Assume you selected from step 3 Sort A to Z then your worksheet will
appear as follows:

381
Sorting
 Let us assume we now want the results to be
displayed in order of merit, that is into
descending order of SWA
 The needed steps are as follows:
I. Select cells B6 to M30

382
Sorting
II. From the Home menu, select Sort & Filter
from the Editing group. You will obtain the
following figure
III. Since the column the sorting is based on is
not the first column in the range of cells
selected, you can neither use Sort A to Z
nor Sort Z to A but rather Custom Sort

383
Sorting

 You will obtain the following sort dialog box

384
Sorting
IV. Pull down the Sort by and select Column
M (the SWA column).
V. . Pull down the Order and select Z to A
(or Largest to Smallest). This depends
on how Excel treats some of your numeric
data) since we want the records to be
sorted into descending order of the SWA
VI. Click at the OK button and your
worksheet will appear as follows.
385
Sorting

386
Sorting Data based on more
than one Column
 It is possible to sort data based on two or more columns. The
steps involved are not much different from sorting based on a
single column
 Let us assume that we want to sort the above worksheet on
descending order of CSM 203 within ascending order of CSM
201

387
Sorting Data based on more
than one Column
This means we want to first sort the
data into ascending order of CSM
201 and when two or more of the
CSM 201 marks are the same, those
that are the same should be sorted
into descending order of CSM 203
In this case the steps needed are as
follows 388
Sorting Data based on more than
one Column
I. Select cells B6 to M30
II. From the Home menu, select Sort & Filter from
the Editing group.
III. Select Custom Sort
 Complete the Sort dialog box as follows:

389
Sorting Data based on more
than one Column
 Note that the Then By line will only show when you
click at the Add Level button. Your worksheet will
now appear as follows:

390
Sorting Data based on more
than one Column
 Ascan be seen from the above worksheet the
sorting was based on the CSM 201 marks.
 Lookingat where two candidates had the
same mark in CSM 201, , their records are
sorted based on their marks in CSM 203
 Those with serial numbers 17 and 18 marks
this quite clear as the others appear to have
been based on the index numbers and not
their marks in CSM 203
391
Filtering
 Filteringis a process of displaying only the
rows of data that meet a specified criteria
 Itcan also be define as the conditions you
specify to limit which records are included
in the result set of a query
 After you have filtered data, you can copy,
find, edit, format, chart, and print only the
filtered data without rearranging or moving
it
392
Filtering
 You can also filter by more than one column
 Using the AutoFilter, you can create
three types of filters: by a list values,
by a format, or by criteria
 For example, it is possible to filter by cell
color or by a list of numbers, but not by
both; you can filter by icon or by a custom
filter, but not by both. Let us consider the
worksheet above and do some filtering
393
Filtering
 Example 1: Let us assume that we
want the records of only students who
failed CSM 203 so that they can be
advised to work hard by the Examiner
 Tofilter only this group of students the
steps needed are as follows:

394
Filtering
I. Preferably, select the cells that are just
above the first record of the students. If
this is not done in our example, you will
not be able to filter and hence why it is
suggested here to select the cells just
above the first record
II. From the Home menu, select Sort & Filter
from the Editing group. You will obtain
the following figure
395
Filtering
I. Select filter to obtain the following screen:

396
Filtering

IV. Since we want to filter those who failed at

least a course, pull down the down arrow
key in cell D6 and move the mouse pointer
over Number filter
V. Select Less Than and you will obtain the
following screen:

397
Filtering

398
Filtering
VI. Since a mark of 40 is failed, enter 40 as
shown in the above figure and click ok.
By that we are asking to show only rows
where the mark is less than 40. The
screen obtained will be as follows:

 Notethat we have shown those who failed in

CSM 203
399
Filtering

400
 Chapter Eight
MICROSOFT POWERPOINT
401
MICROSOFT POWERPOINT
 MicrosoftPowerPoint is a presentation program
that helps you transform your ideas into
professional, convincing presentations.

 Whether you’re delivering annual sales, statistics

to a large audience or creating a personal slide
show of your recent trip abroad

 PowerPoint
has all the tools you need to get your
message across. 402
MICROSOFT POWERPOINT
 STARTING POWERPOINT 2013
 Click the Start button. The Start menu appears

 Search ‘PowerPoint’ from the Start menu

 Clickon the PowerPoint icon. The PowerPoint

Screen appears

403
Understanding the PowerPoint
Program Screen

404
Understanding the PowerPoint
Program Screen

405
CREATING NEW PRESENTATIONS
 When you open PowerPoint from the Start menu or
from an icon on your desktop, the PowerPoint
program screen comes up and you’re welcomed
with the Backstage View to either create a new
blank presentation or create a new presentation
based on a template.

406
Creating a new blank presentation

 Ifyou have just opened the PowerPoint

program, looking at the Backstage View,
simply click Blank Presentation (selected
by default).
 Or click the File tab on the Ribbon and
select New. The New window of the
backstage view appears
 Click the Blank Presentation option, which
is selected by default. The new blank
presentation appears in the PowerPoint 407

application screen
Creating a presentation from a template

 Click
the File tab on the Ribbon and select
New. The New tab of Backstage view
appears with a few of the most popular
template options to choose from.
 Selecta template from the options
displayed.
 Choosea colour scheme for your
template
408
Creating a presentation from a template

 ClickCreate, and a new presentation

will open in the PowerPoint window.
 The default slide that appears when
you create a new presentation is a Title
Slide layout

409
Creating a presentation from a template

410
SLIDE BASICS

 Slides contain placeholders, or areas on a

slide that are enclosed by dotted borders
 Placeholders can contain many different
items including text, pictures, and charts
 Some placeholders have placeholder text,
or text that you can replace, and
thumbnail-sized icons that represent
specific commands such as Insert Picture,
Insert Chart, and Insert SmartArt.
411
 Slides Basics

Placeholder Text
Placeholder

Placeholder Text

Placeholder

Icons to insert
various types of
information

412
Slides Basics
 About Slide Layouts
 The placeholders are arranged in different
layouts that you can select when you insert a
new slide or that can be applied to existing
slides.
 In the example above, the layout is called Title
and Content and includes title and content
placeholders

413
Slides Basics
A slide layout arranges your slide content.
 Layoutscontain different types of
placeholders that you can use depending
on what information you want to include in
your presentation.
 Each layout has a descriptive name, but
the image of the layout shows you how the
placeholders are arranged on the slide
414
Slides Basics
 To Insert Text into a Placeholder:
I. Click inside the placeholder. The placeholder text
will disappear and the
insertion point will appear.

II. Type your text once the insertion point is visible

III. Click outside the placeholder when you have

entered all your text into the
placeholder

415
Slides Basics
 When you enter text or use the icons to
insert items, the placeholder text and/or
icons disappear as soon as you start
typing.

416
Slides Basics
 To Insert a New Slide:
 Click
the New Slide command in the
Slides group on the Home tab. A
menu will
appear with your slide layout options
 Click
the slide you want to insert. A
new slide with the chosen layout will
appear in the center of the PowerPoint
window and in the pane on the left
417
Slides Basics

418
Slides Basics
 To Change the Layout of an Existing Slide:
 Select the slide you wish to change.
 Click an option to select it. The slide will change in the presentation.

419
WORKING WITH SLIDES

 To Copy and Paste a Slide:

1. Select the slide you wish to copy
2. Click the Copy command on the Home tab
3. Click inside the slides tab on the left task pane. A horizontal
insertion point will appear
4. Move the insertion point to the location you want the copy of
the slide to appear
5. Click the Paste command on the Home tab. The copied slide
will appear
 You can use the keyboard shortcut Ctrl and C to copy the
slide and Ctrl and V to paste it.
420
WORKING WITH SLIDES

 To Delete a Slide:
 Select the slide you wish to delete.
 Click the Delete command in the Slides group on the Home tab
 You can also delete a slide by pressing the Delete key on your keyboard
 To Move a Slide:
 Select the slide you wish to move on the slides tab in the left task
pane.
 Click and drag the slide to a new location. The insertion point will
appear.
 Release the mouse button. The slide will appear in the new location.

421
WORKING WITH SLIDES
 Using Different Views from the PowerPoint Window
 In the bottom, right corner of the PowerPoint window are three view
commands
 From here, you can change the view to Normal, Slide Sorter, or Slide
Show view by just clicking a command.

422
WORKING WITH SLIDES
 Normal is the default view and where you will
create and edit your slides in the center slide pane
and all the slides will appear on the slides tab in the
left task pane.
 Slide Sorter is a view of your slides in thumbnail
form. The slides are presented horizontally, which
allows you to see more slides at a time.
 Slide Show view fills the computer screen with
your presentation so you can see how the
presentation will appear to the audience

423
SAVING YOUR PRESENTATION

 If you are saving a document for the first time, you will need to use
the Save As command; however, if you have already saved a
presentation, you can use the Save command.
 To Use the Save As Command:
 Click the File tab
 Select Save As
 Choose location where the file will be saved.
 Select the type of file you would like the presentation to be
save as. The most commonly used file types are
 PowerPoint Presentation and PowerPoint 97-2016 Presentation
 Enter name for the document
 Click the Save button

424
SAVING YOUR PRESENTATION

425
SAVING YOUR PRESENTATION

 To use the save command:

 Click the file tab
 Select save from the menu
 Using the save command saves the document in its
current location using the same file name

426
Common Presentation File Formats

FILE TYPE DESCRIPTION

The default format for PowerPoint 2013 and

PowerPoint Presentation (.pptx)
newer versions Presentations.
PowerPoint Macro-Enabled This file format supports macros in
Presentation(.pptm) PowerPoint 2013 and newer versions
Presentations in this format can be used by
PowerPoint 97 – 2003 Presentation (.ppt)
all versions of PowerPoint
Use this format for files you want to share,
PDF(.pdf)
but do not want to be changed.
Presentations saved in this format will
PowerPoint Show(.pps, .ppsx) always Open in Slide Show view instead of
normal view
The format for presentations that are saved
Window Media Video(.wmv)
as videos
427
TEXT BASICS
 In PowerPoint, you can insert text into placeholders or text boxes.
Text in both can be formatted using the same commands.
 To Insert Text:
 Click the placeholder or text box where you wish to insert text.
The insertion point will appear. If you are working with a
placeholder, placeholder text will disappear
 Type the text you wish to appear

428
TEXT BASICS
 To Delete Text:
 Place your cursor next to the text you wish to delete.
 Press the Backspace key on your keyboard to delete text
to the left of the cursor.
 Press the Delete key on your keyboard to delete text to the
right of the cursor
 To Select Text:
 Place the insertion point next to the text you wish to
select
 Click and drag your mouse over the text to select it
 Release the mouse button. You have selected the text. A
highlighted box will appear over the selected text.
429
TEXT BASICS

 When you select text or images in PowerPoint, a hover toolbar with

formatting options appears. This makes formatting commands easily
accessible, which may save you time.

430
TEXT BASICS
 To Format Font Size:
 Select the text you wish to modify.
 Click the drop-down arrow next to the font size box on the
Home tab. The font size drop-down menu appears
 Move your cursor over the various font sizes. A live preview of
the font size will appear in the document
 Click the font size you wish to use. The font size will change in the
document.

431
TEXT FORMATTING
 To Format Font Style:
 Select the text you wish to modify
 Click the drop-down arrow next to the font style box on
the Home tab. The font style drop-down menu appears
 Move your cursor over the various font styles. A live
preview of the font will appear in the document.
 Click the font style you wish to use. The font style will
change in the document.

432
TEXT FORMATTING
 To Format Font Color:
 Select the text you wish to modify.
 Click the drop-down arrow next to the font color box on
the Home tab. The font color menu appears.
 Move your cursor over the various font colors. A live
preview of the color will appear in the document.
 Click the font color you wish to use. The font color will
change in the slide.
 Select More Colors at the bottom of the list to access more
color choices.

433
TEXT FORMATTING
 To Use the Bold, Italic, and Underline Commands
 Select the text you wish to modify.
 Click the Bold, Italic, or Underline command in the Font group on
the Home tab.

434
TEXT FORMATTING
 Increase Font Size command increases the font size of the
selected text to the next standard font size.
 Decrease Font Size command decreases the font size of the
selected text to the next standard font size.
 Clear All Formatting command removes your recent
formatting changes.
 Strikethrough command makes a line through the text.
 Text Shadow command adds a drop shadow to text.
 Change Case commands lets you try different capitalization
options without having to delete and retype letters or words.

435
TEXT ALIGNMENT

 To Change Text Alignment

 Select the text you wish to modify.
 Select one of the four alignment options from the Paragraph group on the Home
tab.
 Align Text Left: Aligns all the selected text to the left margin.
 Center: Aligns text an equal distance from the left and right margins.
 Align Text Right: Aligns all the selected text to the right margin.
 Justify: Justified text is equal on both sides and lines up equally to the
right and left margins.
 The alignment commands align the text within the placeholder or text box it is in, not
across the slide.

436
THEMES
 A theme is a predefined combination of colors, fonts, and effects
that can be applied to your presentation
 PowerPoint includes built-in themes that allow you to easily create
professional-looking presentations without spending a lot of time
formatting
 Each theme has additional background styles associated with it that can
be applied to the slides to modify the theme.
 The default theme when creating a new presentation is the Office
Theme
 You can apply a different theme to your slides before you add text or
make changes to the default slide
 An advantage of doing this is that the location of the text will not move.
 An advantage of entering some of your text before applying a new
theme is that the live preview feature allows you to see how the
themes will affect your specific text
437
THEMES
 To Apply a Theme:
1. Select the Design tab.
2. Locate the Themes group. Each image represents a
theme.
3. Click the drop-down arrow to access more themes.
4. Hover over a theme to see a live preview of it in the
presentation. The name of
the theme will appear as you hover over it.
5. Click a theme to apply it to the slides.
 Fonts that are changed with the font size and style menus will
not change when you apply a new theme.

438
Themes

439
Modifying Themes

 You can also modify the current theme colors, fonts, and effects
 Modifying the colors, fonts and effects create a new custom
theme
 You can save the custom theme
 The PowerPoint themes are powerful because they allow you
to create professional looking slides easily
 The option to modify these themes makes it an even more
robust and powerful tool because you can customize the
themes based on your needs and preferences.

440
BACKGROUND STYLES

 Background styles can be added to your slides after a

theme is applied
 The styles are fill variations based on theme colours.
 When you switch to a different theme, the background
styles are updated based on the new theme colours.
 The background style options for the Urban theme are
different than the background style options for the Apex
theme.
 The colours are different based on the theme colours.

441
BACKGROUND STYLES

 To Apply a Background Style

 Click the Background Styles command in the Background
group on the Design tab
 Click a style to select it. The new background will appear in the
slides.
 You can select Format Background from the menu to open a dialog
box and make changes to the background color

442
TEXT BOXES
 In addition to inserting text in placeholders, you can also insert text
into text boxes
 Text boxes allow you to add to the predefined layouts so that you can
place text wherever you want on a slide.
 To Insert a Text box
 Select the Insert tab on the Ribbon.
 Click the Text Box command in the Text group.
 Click and drag the cursor until the text box is the desired width.
 Release the mouse button.

443
TEXT BOXES

 To Move a Text Box

 Click the text box. Your cursor becomes a cross with arrows on each end.
 While holding the mouse button, drag the text box to the desired location on the page
 Release the mouse button.
 To Resize a Text Box
 Select the text box.
 Click one of the square sizing handles on the left or right sides, or a circular handle on one
of the four corners.
 While holding down the mouse button, drag the sizing handle until the text box is the
desired width.

444
MOVING TEXT
 Click and drag the arrow icon to rotate the text box

 To Copy and Paste Text

 Select the text you wish to copy.
 Click the Copy command on the Home tab.
 Place your insertion point where you wish the text to appear.
 Click the Paste command on the Home tab. The text will appear
445
MOVING TEXT

 To Drag and Drop Text

 Select the text you wish to copy.
 Click your mouse and drag the text to the location you wish it to appear. The
cursor will have a text box beneath it to indicate that you are moving text.
 Release the mouse button and the text will appear.

446
WORKING WITH LISTS
 Bulleted and numbered lists can be used in your presentation
to arrange and format text on slides to draw emphasis to
specific information.
 Also, lists can often be easier for the audience to read than
paragraphs of text on a slide.
 Some slide layouts include a content placeholder where
you can add text, or use graphical commands to insert
tables, charts, SmartArt graphics, pictures, clip art, and media
clips.
 A bullet appears to the left of the placeholder text, if you
choose to add text, the text is formatted into a list by default

447
WORKING WITH LISTS
 To Insert Text as a List in a Content Placeholder:
 Select the placeholder. The placeholder text will disappear and the
insertion point will appear to the right of the bullet.
 Enter text. If the text requires more than one line, it will automatically
wrap to the following line.
 Press the Enter key. A new bullet will appear on the following row.
 Repeat the last two steps until all the information is entered in list format
on the slide.

448
WORKING WITH LISTS
 To Insert Text as a List in a Content Placeholder:
I. Select the placeholder. The placeholder text will disappear
and the insertion point will appear to the right of the bullet.
II. Enter text. If the text requires more than one line, it will
automatically wrap to the following line.
III. Press the Enter key. A new bullet will appear on the
following row.
IV. Repeat the last two steps until all the information is entered
in list format on the slide.

449
 Bulleted List
 To Select an Alternate Bullet Style or Switch to a
Bulleted List:
I. Select all the text in an existing list (if text has been
entered).
II. Click the drop-down arrow next to the Bullets
command in the Paragraph group on the Home tab. A
menu of bullet options will appear
III. Click a bullet option to select it. The bullet will
change on the slide.
IV. Click OK to apply the bullet size to the list in the slide.

450
Bulleted List

451
Bulleted List
 To Use a Picture as a Bullet:
I. Select an existing bulleted list (if text has been entered).
II. Click the drop-down arrow next to the Bullets command on the Home
tab. A menu will appear.
III. Select Bullets and Numbering from the menu. A dialog box will
appear.
IV. Click Picture on the Bulleted tab. The Picture Bullet dialog box will
open.
V. Click a picture to select it.
VI. Click OK to apply the picture to the list in the slide.
VII. Click Import to import your own picture and use it as a bullet.

452
Bulleted List
 To Use a Symbol as a Bullet:
I. Select an existing bulleted list (if text has been entered).
II. Click the drop-down arrow next to the Bullets command on the Home
tab. A menu will appear.
III. Select Bullets and Numbering from the menu. A dialog box will
appear.
IV. Click Customize on the Bulleted tab. The Symbol dialog box will
appear.
V. Click the Font: drop-down menu and select a font category
VI. Click a symbol to select it.
VII. Click OK. The symbol will now appear as the selected bullet option in
the
Bulleted section of the Bullets and Numbering dialog box.
VIII. Click OK to apply the symbol to the list in the document.
453
Numbered List
 To Select an Alternate Numbering Style or Switch to a
Numbered List:
I. Select all the text in an existing list (if text has been entered).
II. Click the drop-down arrow next to the Numbering command in
the Paragraph group on the Home tab. A menu of numbering
options will appear.
III. Hover over each menu option to display a live preview of the
list on the slide.
IV. Click a numbering option to select it. The list will change on the
slide.

454
Numbered List

 To Set the Number to Begin the List:

I. Select an existing numbered list (if text has been entered).
II. Click the drop-down arrow next to the Numbering command on
the Home tab. A menu will appear.
III. Select Bullets and Numbering from the menu. A dialog box will
appear.
IV. Enter the number to start the list in the Start at: field on the
Numbered tab
V. .Click OK to apply to the list on the slide.

455
Numbered List

 ToRemove Bulleted or Numbered Lists

from Text:
I. Select an existing bulleted or numbered list.
II. Click the Bullets command or the Numbering
command, depending on the type of list. Click
these commands to toggle the feature on and
off.

456
WORKING WITH TABLES

 Table is another way to organize information

 A table is a grid of cells arranged in rows and columns
 To Insert a Table Using a Placeholder Command
I. Select the slide where you wish to insert a table.
II. Click the Insert Table command in the placeholder. The Insert Table dialog box
will appear
III. Enter the number of table columns and rows in the dialog box.
IV. Click OK. The table will appear on the slide, and the Design and
Layout tabs will
appear on the Ribbon.
V. Enter text into the table.

457
TABLES

 You can move your insertion point from cell to cell in the table using
the mouse or by pressing the tab key on your keyboard.
 Additionally, the arrow keys can be used to navigate the table

458
Tables

459
Tables
 To insert a Row:
I. Select the table
II. Click on layout from Table Tools
III. Place the insertion point at a preferred row
IV. From the Rows & Columns Group, click
Insert Above to insert a row above the
insertion point or click on Insert Below to
insert a row below the insertion point

460
Tables

461
Tables

 To insert a Column:
I. Select the table
II. Click on Layout from Table Tools
III. Place the insertion point at a preferred column
IV. From the Rows & Columns Group, click
Insert Left to insert a column to the left of the
insertion point or click on Insert Right to
insert a column to the right of the insertion
point
462
Tables

463
Tables
 To delete a Row:
I. Select the table
II. Click on Layout from Table Tools
III. Place the insertion point at a preferred
row
IV. From the Rows & Columns group, click
on Delete
V. Select Delete Rows from the drop down
464
Tables
 To delete a Columns:
I. Select the table
II. Click on Layout from Table Tools
III. Place the insertion point at a preferred column
IV. From the Rows & Columns group, click on
Delete
V. Select Delete Columns from the drop down

465
Tables

466
Tables
 Alternate Method to Insert and Delete Rows and
Columns
I. Place the insertion point in the row or column you wish to
delete.
II. Right-click the table and a menu appears.
III. Select one of the Insert/Delete menu options.

467
Tables
 To Insert a Table Using Ribbon Commands
I. Select the slide where you want to insert the table.
II. Select the Insert tab on the Ribbon.
III. Click the Table command. A menu will appear.
IV. Drag your mouse over the diagram squares to select
the number of columns and rows in the table.
V. Click to insert the table on the slide.
VI. Enter text into the table.

468
CHAPTER 9
INSERTING PICTURES, SOUNDS AND
MOVIES

469
 On each slide you create in your presentation,
you may have information you want to
communicate graphically with your audience.
You can do this with text but also as
multimedia(pictures, sounds, clip art, videos
etc.)

 Pictures and clip art can be inserted from the

Ribbon and by using the commands that
appear in certain placeholders. In both methods,
the image is centered in the middle of any
selected slide placeholders
470
How to Insert a Picture from the
Ribbon
I. Select the Insert tab
II. Click the Insert Picture command in the
Illustrations group. The Insert Picture
dialog box will appear
III. Locate and select the picture you want to
use
IV. Click Insert and it will appear on the slide
471
472
RESIZING AND MOVING PICTURES

To Resize a Picture:

I. Select the picture

II. Click one of the corner sizing handles. The
cursor will turn into a cross.
III. While holding down the mouse button, drag
the sizing handle until the image is the
desired size.
IV. Release the mouse button.

The side sizing handles change the picture’s size, 473

but don’t keep the same proportions .

 To Move a Picture:
I. Click the picture. Your cursor becomes a
cross with arrows on each end.
II. While holding the mouse button, drag
the image to the desired location on the
page
III. Release the mouse button

The green circle is the Free Rotate feature.

Click and hold the mouse button and
rotate the picture in various directions
474
Modifying Pictures
PowerPoint provides you with several
commands that allow you to modify
pictures.
When you select a picture, a Picture Tools
Format tab appears on the Ribbon. This is an
example of PowerPoint 2007 giving you the
commands and features you need, when you
need them.

475
476
To apply a Picture Style:

I. Select the picture

II. Select the Format tab
III. Click the More drop-down arrow to display
all the picture styles
IV. Hover over each picture style to see a live
preview of the style on the slide
V. Click a picture style to apply it to the
image.
477
To Change the Shape of a
Picture:
I. Select the picture.
II. Select the Format tab.
III. Click the Picture Shape icon. A menu
appears.
IV. Click a shape to select it. The shape
of the picture will change on the slide

478
To Add a Border to a Picture:

I. Select the picture.

II. Select the Format tab
III. Click the Picture Border command and
select a color.

Select Weight from the menu and choose a

line weight to modify the width of the border
line.
479
Other Picture Tools:
There are many other things you can do to modify a
picture. From the Format tab, some of the other useful
commands include:
 Adding Borders to a picture
 Cropping Pictures
 Compressing Pictures
 Resetting Pictures
 Changing the contrast of pictures
 Recoloring Pictures

480
Inserting and Modifying
SmartArt
The SmartArt features lets you create and customize designer-
quality diagram. You can even convert a bulleted list into a
diagram using the SmartArt diagram tool.

481
482
To Insert a SmartArt from the
Ribbon:

I. Select the Insert tab

II. Click the SmartArt command in the Illustrations
group. The SmartArt task pane will appear on the
screen.
III. Select a chart or diagram type, then select a chart
or diagram
IV. Click OK. The SmartArt is inserted in the document

483
Types of SmartArt Graphics
Available

484
ALIGNING OBJECTS

 In PowerPoint, you can align, group , rotate, and order

objects such as pictures, shapes, and text boxes on the
slide. Using PowerPoint commands you can customize the
slides and arrange the objects on the slides easily.

 You can click and drag objects to align them manually, but
guesswork will never give you the best result. Additionally,
aligning objects in this way can take a great deal of time.
Luckily, PowerPoint provides you with several commands
that allow you to easily arrange and position objects.

485
To Align Objects:
I. Select the objects you wish to align.
I. To select multiple objects, click and drag your mouse to
form a selection
box around the objects, and then release the mouse
button
II. Sizing handles will appear around each selected
object and the Format tab will appear on the
Ribbon.
III. Select the Format tab
IV. Click the Align command in the Arrange group

486
487
About Alignment
 There are six basic alignment options on the Align
menu. The menu options are: Align Left, Align Center,
Align Right, Align Top, Align Middle, and Align Bottom.

 The name of each menu option identifies how the

option changes the alignment of the selected objects.
(i.e., The Align Left menu option will align the selected
objects to the left). However, each of these alignment
options will vary based on whether Align to Slide or
Align Selected Objects is selected from the menu.

488
About Alignment
 For example, if Align Selected Objects is active, and then you choose
Align Top from the menu, the top of the selected objects will align. If
Align to Slide is selected, and then you choose Align Top from the
menu, all the selected objects will align to the top of the slide. The
examples below indicate how the menu choice of Align Selected Objects
or Align to Slide affect the six basic alignment options.

 There are two menu options that affect whether the objects are
distributed horizontally or vertically across the slide. These options
are also affected by whether Align Selected Objects or Align to
Slide is selected on the menu.

 Not every alignment option will work in all situations. The best way to
learn how each
alignment option arranges objects is to practice using the Align menu
options.

489
Group and Rotate Objects
 Another command you can use to arrange objects is
the Group command. At times you may want to
group objects to make them easier to position on
the slide. Instead of moving each object individually
or using the align menu options to arrange the
objects on the slide, you can group multiple objects
into one object. Moving one object is often easier
and faster than moving multiple objects on the
slide.

490
To Group Objects:
I. Select the objects you wish to group.
II. Sizing handles will appear around each selected
object and the Format tab will appear on the
Ribbon.
III. Select the Format tab
IV. Click the Group command in the Arrange group
V. Select Group from the menu.
VI. The selected objects will become grouped into
one object. This is indicated by the box with sizing
handles that includes all the selected objects.

491
492
To Move the Grouped Objects:

I. Click and drag the object to a new

location on the slide. The cursor will
become a four-arrow cross.
II. Release the mouse button.

493
 To Ungroup Objects:

I. Select the grouped object you wish to ungroup.

The Format tab will appear on the Ribbon .
II. Select the Format tab.
III. Click the Group command in the Arrange group.
IV. Select Ungroup from the menu. The grouped
object will appear as separate
objects

494
495
To Rotate an Object:

I. Select the object you wish to rotate. The Format

tab will appear on the Ribbon
II. Select the Format tab
III. Click the Rotate command in the Arrange group
IV. Hover over a menu option to see a live preview of
the rotation option on the slide
V. Select an option from the menu

496
497
Order Objects
 In addition to aligning and grouping objects, PowerPoint gives you
the ability to arrange objects in a specific order. When you
insert objects such as shapes and pictures onto a slide, each
object is arranged based on the order it was inserted.

For example, if I insert Arrow A and then insert Arrow B, Arrow A
will appear beneath Arrow B if I drag the objects so they are
stacked on top of each other. This is because Arrow A was inserted
before Arrow B. The same is true for other objects such as pictures
Selected Objected Rotated Right 90 Degrees 165 and text
boxes, or a combination of objects. At times you may want to
arrange the objects in a different order

498
To Order Objects Using the Send
to Back Command:
I. Select the object you want to arrange in a different order. In
this example, the tail of Arrow B needs to appear below the
head of Arrow A. I can select either arrow, but I'll select
Arrow B

II. Select the Format tab

III. Click the Send to Back command
IV. Select Send to Back or Send Backward from the menu
I. Send to Back sends the selected object to the very back, or very bottom
layer, of the stack of objects.

II. Send Backward sends the object back one layer

499
V. The objects will appear in the new order
500
To Order Objects Using the Bring
to Front Command:
I. Select the object you want to arrange in a different order
II. Select the Format tab
III. Click the Bring Forward command
IV. Select Bring to Front or Bring Forward from the
menu
I. Bring Forward send the object forward one layer.
II. Bring to Front sends the selected object to the front
of the stack of
objects so that it appears on the top layer.
V. The objects will appear in the new order.
501
502
Inserting Movies
 Youmay want to insert a movie into your
PowerPoint presentation. You can insert a
movie from a file on your computer or from
the Microsoft Office clip organizer. In
addition, PowerPoint gives you many options
to define how the movie will operate in the
presentation

503
To Insert a Movie from a File on
Your Computer:
I. Select the slide where you wish to insert the movie
II. Select the Insert tab
III. Click the drop-down arrow on the Movie command in the Media group
IV. Select Insert a Movie from File from the menu. The Insert Movie dialog box
will appear
V. Locate the file you want to insert from your computer
VI. Click the file name
VII. Click OK. The movie will appear on the slide. The Movie Tools Options tab and
Picture Tools Format tab appears on the Ribbon when the movie is inserted.
VIII. A dialog box will appear. Click Automatically or When Clicked. Automatically
will start the movie automatically as soon as the slide appears in slide show view
and When Clicked will start the movie when you click

504
 Sizing handles are located around the movie.
Click, drag, and then release the resizing
handles to resize the movie. The sizing
handles work the same as with pictures,
textboxes, and shapes.
If a slide layout has a content placeholder,
click the Insert Media Clip command to
insert a movie located on your computer.

505
To Delete a Media Clip:

I. Select the movie from you computer or the

clip organizer
II. Click the Delete key.

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INSERTING SOUND
 PowerPoint allows you to add sound to your
presentation in several different ways. You can do this
using a sound file on your computer, choose from
hundreds of sounds available through the clip
organizer, or play tracks from an audio CD. Do you
want the music to play through the entire presentation?
Or would you prefer the music only to play on one
slide? PowerPoint not only allows you to use sound, but
allows you to customize sound options so you can play
the sounds you want, the way that you want.

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Sounds on File
To Insert a Movie from a File on Your Computer:

I. Select the slide where you want to add sound

II. Select the Insert tab
III. Click the drop-down arrow on the Audio command in the Media Clips group
IV. Locate the sound file on your computer.
V. Select the file
VI. Click OK. A sound icon and a dialog box will appear
VII. Select Automatically or When Clicked. Click Automatically or When
Clicked.
Automatically will start the sound automatically as soon as the slide appears in
slide show view and When Clicked will start the sound when you click.

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AUDIO TOOLS OPTIONS
 Once you have inserted tracks from a CD, a CD
Audio Tools Options tab appears. Many of the
commands are similar to the commands available
when you insert other sounds; however, some of the
options are different

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AUDIO TOOLS OPTIONS
In the Play and Setup groups you can:
 Preview: Listen to the sound that will play
 Volume: Change the volume to low, medium, high, or mute
 Edit the Track and Time fields: change the tracks that play and the
time in the track that playback starts or stops.
 Change How to Play Track: Click the drop-down menu next to Play
Track to
change whether the CD tracks play automatically or when clicked.
 Hide During Show: Hide or display the sound icon during the slide show
 Loop Until Stopped: Sound will play until you stop it by clicking or
advancing
to the next slide

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CHAPTER 10
VIEWING AND PRINTING SLIDES

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 Once you finish creating the slides, you may want to view your
presentation to make sure all the slides appear how you want.
PowerPoint gives you the ability to view the presentation in four
different ways, depending on what task you are completing. For
example, if you will be using your slides to talk to an audience,
which is how PowerPoint is often used, you may want to practice
your presentation and view your slides in slide show view.

 You may also want to print copies of the slides, either for
yourself, or for people viewing
your presentation. You have several printing options that are
specific to PowerPoint.

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TYPES OF SLIDE VIEWS
 It is important that you be able to access the different
PowerPoint slide views and use them for various tasks.
Three of the four views are visible from the default
view, Normal. The slide view commands are located on
the bottom, right side of the PowerPoint window in Normal
view. Click a view command to switch to that view.

 Normal View: This view is where you create and edit your
slides. You can also move
slides in the Slides tab on the task pane on the left.

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 Slide Sorter View: Miniature slides are arranged on the screen in this
view. You can
drag and drop slides easily to reorder them, and see more slides at one
time. This is a
good view to use to confirm that you have all the needed slides and
that none have been deleted.

 Slide Show View: This view fills the computer screen with a slide and
is what the
audience will see when they view the presentation. The slide show
view has an additional menu that allows you to navigate through the
slides, as well as other features you can use during a presentation

 Use the arrow keys, Page Up and Page Down keys, space bar, and
Enter key to move
through the slides in slide show view. Press the Esc key to end a slide
show
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PRINTING SLIDES

 You may want to print copies of your slides for the people
who view your presentation or for yourself. Click the File tab
and the Backstage view appears. Click on Print and the Print
Preview is displayed on the right while the Print settings
also appear on the left.

 After viewing the document, you can specify printing options

such as which pages or the number of copies to print. Specify
printing options and then click Print button. The document is
sent to the printer.

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In Print Preview mode, you can
I. Select the printer you would like to use, if you have more than one printer
II. Go to Settings. From here you can make choices about paper size and
whether to
print double-sided. These options vary from printer to printer.
III. Enter a print range.
I. Under Settings, leave the default setting, Print All Slides, and select
any
option for a print range.
II. The drop down has the options Print All Slides, Print Selection, Print
Current Slide and Custom Range
IV. Decide what you want to print -- slides, handouts, notes pages, or an outline.
I. Handouts print many slides per page. The default is 6, but you can
change
that to 3 and have room for the person to take notes, or set another
amount
of slides per page
II. Choose horizontal or vertical slide layout, if given the option.
III. You can print Notes Pages, if you typed speaker notes for the slides.
IV. Choose to print in grayscale or color

V. Choose the number of copies to print

VI. Click OK.
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ANIMATING TEXT AND OBJECTS

 In PowerPoint you can animate text and

objects such as clip art, shapes, and
pictures on the slide. Animation, or
movement, on the slide can be used to
draw the audience’s attention to specific
content or to make the slide easier to read.

520
To Apply an Animation Effect:

I. Select the text or object on the slide you wish to animate

II. Select the Animations tab
III. Upon clicking the tab, you’ll have a lot of animations to
select from.
IV. Move your cursor over each option to see a live preview of
the animation on the slide
V. Click an option to select it

521
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To Remove an Animation Effect:

I. Select the text or object on the slide you wish to

modify
II. Select the Animations tab.
III. Click the drop down arrow button by the animations
group. The available
animations in the Animation task pane will appear below.
IV. Click None. The animation label will disappear from the
slide

523
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To Apply a different Animation
Effect:
I. Select the text or object on the slide you wish to
modify
II. Select the Animations tab
III. Click Add Animation button in the Animations group.
The list of animations in
their categories will appear below
IV. Simply select an Entrance, Emphasis, Exit, or
Motion Path animation effect

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526
To Apply a different Animation
Effect:
I. Select the text or object you wish to modify on the slide
II. Select the Animations tab
III. Click Add Animation in the Animations group. The animations
task pane will appear below
IV. Select the preferred animation in the Add Animation task pane list
V. Click Preview, located in the Preview group of the
animations tab of the Ribbon to see a preview of the
animation in Normal view
OR
VI. Click Slide Show to see the animation in Slide Show view.
Press the Esc key to return to Normal view.
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528
To Reorder Animation Effects:

I. Select the Animations tab

II. Click Add Animation in the Animations
group
III. Select the animation effect you want to move
in the Custom Animation task pane list
IV. Click the arrows at the bottom of the task
pane to reorder the selected animation effect

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USING TRANSITIONS

 Transition effects, or transitions as they are

often called, are the movements you see when
one slide changes to another in slide show view.
Transition effects are different from animation
effects.
The term animation in PowerPoint refers to the
movements of text and objects on the slide,
while transitions refer to the movement of the
slide as it changes to another slide
531
Applying Transitions
To Apply a Transition to One Slide:
I. Select the slide you wish to modify
II. Select the Animations tab
III. Locate the Transition to This Slide group. By default, No
Transition is applied
to each slide
IV. Click the More drop-down arrow to display all the transition
effects
V. Click a slide transition effect to apply it to the selected
slide

Hover over a slide transition effect to see a live preview of the

effect on the slide. 532
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534
Applying Transitions
To Apply a Slide Transition on All Slides:
I. Select the slide you wish to modify
II. Select the Animations tab
III. Locate the Transition to This Slide group. By default, No Transition is applied
to each slide
IV. Click the More drop-down arrow to display all the transition effects.
V. Click a slide transition effect to apply it to the selected slide
VI. Click Apply To All to apply the transition to all the slides in the presentation.

 A star Play Animations icon will appear beneath any slide that has a transition
effect applied to it, as well as any slide that uses animation effects for text or
objects. The icon is visible on the Slides tab in the task pane on the left and in slide
sorter view. Click the star Play Animations icon to preview the animation
535
or
transition effect.
536
 Applying Transitions
I. Select the slide you wish to modify
II. Select the Transitions tab.
III. Click None in the Transition to This Slide group
IV. Repeat this process for each slide you want to
modify
V. OR
VI. Click Apply To All to remove the slide transition
effect from each slide in the
presentation

537
538
Advancing Slides
Advancing to the Next Slide:
 By default, in slide show view you click your mouse to
advance, or move, to the next slide. This setting is defined in
the Transition to This Slide group on the Animations tab. You
can modify this setting so that each slide displays for a
specific period of time before automatically advancing to the
next slide. This is useful for unattended presentations, such as
at a trade show booth

539
You can also advance to the next slide by pressing the Enter key.
To Set Timing for Slides:
 View the slides in slide sorter view
 Select a slide
 Select the Transitions tab
 Locate the Advance Slide section of the Transition to This Slide group
 Enter the time in the Automatically After field. Use the arrows or type
the
number
 Select another slide and repeat the process until all the desired slides
have the
timing set.

If you want to apply the same transition effect and timing for each slide, just
set the
transition effect timing for one slide and click Apply to All
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