Excel Basics Training

8/18/2019 Excel Basics Training

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MS Excel


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INDEX

Overview Of Excel Office Button Ribbons Conditional Formatting

Paste !ecial orting Cell Referencing Functions

"loo#u! Pivot $able Concatenate Protect %eet %ortcut &e's (


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Overview of Excel

)icrosoft excel consists of wor#boo#s*

+it%in eac% wor#boo#, t%ere is an infinite

number of wor#s%eets*

Eac% wor#s%eet contains Columns and

Rows.

+%ere a column and a row intersect is

called a cell. For e*g* cell D5 is located

w%ere column D and row 5 meet*

$%e tabs at t%e bottom of t%e screenre!resent different wor#s%eets wit%in a

wor#boo#* -ou can use t%e scrolling

buttons on t%e left to bring ot%er

wor#s%eets into view*3


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Office Button Office button contains**

New.to o!en new wor#boo#* /Ctrl0n1

O!en.to o!en existing document

/ctrl0o1

ave.to save a document* /Ctrl0s1

ave as.to save co!' document* /F2(1

Print.to !rint a document* /Ctrl0!1

Pre!are.to !re!are document for distribution*

end.to send a co!' of document to ot%er !eo!le*

Publis%.to distribute document to ot%er !eo!le*

Close.to close a document /ctrl0w1*4


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TABS:$HERE ARE SEVEN TABS ACROSS THE TO

O! THE E"CE# $%NDO$.

&RO'S3 &RO'S ARE SETS O! RE#ATED

CO((ANDS)D%S#A*ED ON TABS*

CO((ANDS: A CO((AND %S A B'TTON)A

(EN' OR A BO" $HERE *O' ENTER

%N!OR(AT%ON.

THE THREE ARTS

O! THE R%BBON

ARE

R I B B O N

$4B

5RO6P

CO))4ND

5


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CONDI$ION47 FOR)4$$IN5

TO A#* COND%T%ONA#

!OR(ATT%N&:elect t%e cells 'ou would li#e to format*

elect t%e Home tab*

7ocate t%e St+les grou!*

Clic# t%e Conditional !o,mattin- command* 4 menu will

a!!ear wit% 'our formatting o!tions*

TO RE(OVE COND%T%ONA#

!OR(ATT%N&:Clic# t%e Conditional !o,mattin- command*elect Clea, Rules*

C%oose to clear rules from t%e enti,e wo,s/eet or t%e selected

cells*

6


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CONDI$ION47 FOR)4$$IN5

TO (ANA&E COND%T%ONA#

!OR(ATT%N&:Clic# t%e Conditional !o,mattin-

command*

elect (ana-e Rules from t%e menu*

$%e Conditional Formatting Rules

)anager dialog box will a!!ear* From

%ere 'ou can edit a rule, delete a rule, or

c%ange t%e order of rules*

TO A#* NE$

!OR(ATT%N&:Clic# t%e Conditional !o,mattin-

command* elect New Rules from t%e

menu* $%ere are different rules, 'ou can

a!!l' t%ese rules to differentiate

!articular cell*7


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• In addition to the standard data pasting, Excel

allows you to paste data in a special way. nli!enor"al pasting, in Paste Special you ha#e "orecontrol o#er how the pasted content will loo!

li!e. $he Paste Special wor!s only when youcopy &not cut' the contents o( a cell.

Paste Special Commands:

1) All:

)astes e#erything &(or"ulas, (or"atting, and text' .

&Sa"e as )aste'.

2) Formulas:

It ena*les pasting +ust the (or"ulas ignoring e#erythingelse

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3) Values:

It )astes only #alues without (or"atting. It doesnt "atter i( the source

cell has a (or"ula in it. I( you wish to paste data (ro" one wor!sheet to

another that contains lin!s, this option is use(ul to a#oid lin!s to

another (ile.


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01 !o,mats:

$%is o!tion enables to !aste onl' t%e formatting /and conditional formatting1 from t%e co!ied cellsto destination cells* $%is is useful if 'ou %ave content formatted in a certain wa' t%at 'ou would

li#e to co!' to anot%er location*

51 Comments:

81 $%is o!tion enables !asting onl' comments from t%e co!ied cell to t%e new cell, wit%out

!asting an' of t%e formats or data from t%e source cell*

21 Validations:

81 +%en creating Data "alidation rules, 'ou mig%t want to a!!l' t%ose rules to ot%er cells* -ou

can do t%at wit% t%is o!tion wit%out co!'ing an' source data or formats, and !reserving t%e

destination data and formats*

31 All e4cet bo,de,s:

81 $%is o!tion !astes numbers, formulas, text, comments and formats exce!t borders from t%e

source cell in t%e destination cell*

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8) Column widths:

It allows you to copy colu"n&s' width and apply it to any colu"ns you select. I( your

spreadsheet has one wider colu"n o( data, and you want that wider colu"n loo! si"ilar toother colu"ns, select the other colu"n&s' and paste -olu"n idth, so that all colu"ns are

o( e/ual width.

9) Formulas and number ormats:

$his option pastes only the (or"ula (ro" the source cell and nu"*er (or"ats applied to that

cell. It only pastes nu"*er (or"atting, such as percentage, currency, accounting, scienti(ic,

etc. and other (or"ats li!e *order, (ill color, (ont, etc., are not pasted.

1!) Values and number ormats:

$his option pastes the sa"e in(or"ation as the 0or"ulas and nu"*er (or"ats option a*o#e,

except it only pastes #alues and not (or"ulas.

11) S"ip #lan"s:$he S!ip *lan!s option tells Excel to paste only where there is data in the source cells. I(

the cells are *lan!, Excel will s!ip o#er the" and not paste anything.

12) $ranspose:

$he $ranspose option ta!es a copied list o( nu"*ers (ro" a colu"n and pastes the" across a

row, or copies a list o( nu"*ers (ro" a row and pastes the" down a colu"n.

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671 Oe,ation Section:

) $%e O!eration section allows 'ou to !erform a mat%ematical o!eration wit% t%e co!ieddata to t%e !asted destination cell values*

) For exam!le, let us su!!ose t%at a source cell contains number 2=, and t%e destination

cell contains number (=*

) None: $%is o!eration !erforms no arit%metic, and t%erefore resulting number in t%e

destination cell will be 2=*

) Add: B' selecting 2= from t%e source cell and !asting it into t%e destination, w%ic%

contains (=, Excel adds (=02= to return >=*

) Subt,act: Excel subtracts (=.2= to return 2=*

) (ultil+: Excel multi!lies (=?2= to return (==*) Di8ide: Excel divides (=92= to return (*

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12/25

OR$IN5

TO SORT %N A#HABET%CA#

ORDER:elect a cell in t%e column 'ou want to sort /In

t%is exam!le, we c%oose a cell in column @1*

Clic# t%e So,t 9 !ilte, command in t%e

Editin- grou! on t%e Aome tab*

elect So,t A to * Now t%e information in t%e

Categor' column is organied in al!%abeticalorder*

TO SORT !RO( S(A##EST TO

#AR&EST:elect a cell in t%e column 'ou want to sort /In

t%is exam!le, we c%oose a cell in column @1*Clic# t%e So,t 9 !ilte, command in t%e

Editin- grou! on t%e Aome tab*

elect !,om Smallest to #a,-est* Now t%e

information is organied from t%e smallest to

largest amount* 1


13/25

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14/25

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14


15/25

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16/25

F6NC$ION

S'(%! !'NCT%ON S*NTA" O! S'(%!

6)IF/R4N5E,CRI$ERI4,6)R4N5E1

RAN&E<Range of cells on w%ic% conditions are

a!!lied*

CR%TER%A<Condition t%at defines w%ic% cell or

cells will be added*

S'( RAN&E<4ctual cells to sum*

NOTE:<If sum range is not used t%en range is

used for sum*$%THO'T

S'(=RAN&E

+I$A

6)R4N5E

17


17/25

F6NC$ION

%! !'NCT%ON S*NTA" O! %!IF/7O5IC47 $EX$, "476E IF $R6E, "476E IF

F47E1

#O&%CA# TE"T<4n' value or ex!ression t%at can be evaluated to

$R6E or F47E*

VA#'E %! TR'E<"alue t%at is returned if logical text is $R6E*

VA#'E %! !A#SE<"alue t%at is returned if logical text is F47E*

%N CO#'(N B D%!!ERENT COND%T%ONS ARE

'SED AND BASED ON TH%S) %N CO#'(N C

D%!!ERENT RES'#TS ARE SHO$N.

12


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CO6N$ F6NC$ION

S*NTA" O! !'NCT%ONS6. CO'NT CO6N$/"476E2,"476E(,1

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19/25

O$AER F6NC$ION

NO$ RE$6RN C6RREN$ D4$E 4ND $I)E*

TODA* RE$6RN C6RREN$ D4$E ON7-*

(OD RE$6RN $AE RE)4INDER 4F$ER 4 NO* I DI"IDED B- 4 DI"IOR*

#EN RE$6RN $AE NO* OF CA4R4C$ERIN 4 $EX$ $RIN5*

S'( 4DD 477 $AE N6)BER*

'SES O! !'NCT%ONS


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" 7oo#u!

$%is function scans down t%e row %eadings at t%e side of a table to find a

s!ecified item*

+%en t%e item is found, it t%en scans across to !ic# a cell entr'*

G"7OO&6P/7oo#u!"alue,table arra',Colindexnum,Hrange loo#u!1

$%e #oou=Value is a single item s!ecified b' t%e user*

$%e table a,,a+ is t%e range of data wit% t%e row %eadings at t%e left %and

side*

$%e Col=inde4=num is %ow far across t%e table t%e function s%ould loo#

to !ic# from*

$%e @,an-e loou is a logical value t%at s!ecifies w%et%er 'ou want

V#OO?' to find an exact matc% or an a!!roximate matc%1


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Pivot $able

Pivot$able re!ort is an Interactive Excel re!ort w%ic% is used to

ummarie, 4nal'e, and Ex!lore data

Pivot $ables are great $ools for Com!aring Data using Cross.tabulation.

4 !ivot table classifies numeric data in a list based on ot%er fields in t%e

list*

Provides a !owerful tool for summariing large amounts of tabular data*@uic#l' summarie data from a wor#s%eet or from an external source*

Calculate totals, averages, counts, etc* based on an' numeric fields in t%e

table

i8ot Table Ad8anta-es

Interactive3 easil' rearrange t%em b' moving, adding, or deletingfields

D'namic3 results are automaticall' recalculated w%enever fields are

added or dro!!ed, or w%enever categories are %idden or dis!la'ed Eas' to u!date3 Jrefres%ableK if t%e original wor#s%eet data c%anges


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Concatenate

$o +oin two or "ore text strings into one string.

Pivot $ables are great $ools for Com!aring Data using Cross.tabulation.

4 !ivot table classifies numeric data in a list based on ot%er fields in t%e

list*

Provides a !owerful tool for summariing large amounts of tabular data*

@uic#l' summarie data from a wor#s%eet or from an external source*Calculate totals, averages, counts, etc* based on an' numeric fields in t%e

table

i8ot Table Ad8anta-es Interactive3 easil' rearrange t%em b' moving, adding, or deleting

fields D'namic3 results are automaticall' recalculated w%enever fields are

added or dro!!ed, or w%enever categories are %idden or dis!la'ed Eas' to u!date3 Jrefres%ableK if t%e original wor#s%eet data c%anges

3


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41116 4

Protecting +or#s%eet

elect t%e cell or

range 'ou want tounloc#*

In t%e Font grou! on

t%e Aome tab, clic#

t%e Dialog Box

7aunc%er

In t%e Format Cells

dialog box, clic# t%e

Protection tab, clic#

t%e 7oc#ed c%ec# box

to remove t%e c%ec#mar#, and t%en clic#

t%e O& button


24/25

41116 5

Protecting +or#s%eet

In t%e C%anges grou! on t%e Review

tab, clic# t%e Protect %eet button Enter a !assword /o!tional1

elect all of t%e actions 'ou want to

allow users to ta#e w%en t%e

wor#s%eet is !rotected

Clic# t%e O& button


25/25

41116 6

%ortcut &e's

To do this Press

New

workbook CTRL+N

Save CTRL+S

Undo CTRL+Z

Redo CTRL+Y

Cut CTRL+X

Print CTRL+POpen fes CTRL+O

!ind te"t CTRL+!

Cop# CTRL+C

Paste a CTRL+$

Paste spe%ia CTRL+&LT+$

Cose CTRL+'

!i ri(ht CTRL+R

!i down CTRL+)

*nsert&utoSu

&LT,

To do this Press

See%t a CTRL+&

See%t row S-*!T+Spa%ebar

*nsert %es. rows. or%ouns

CTRL+S-*!T+Pus si(n

)eete %es. rows. or%ouns

CTRL+/inus si(n

0dit !orua !1

$iew 2oruas CTRL 3

Chan(e re2eren%e t#pe !4To do this Press

Current )ate CTRL + 5

Current Tie CTRL + S-*!T + 5

Nuber !orats

CTRL+S-*!T +

6S#bo7New Line in sae Ce &LT + 0nter

&pp# !iter CTRL+S-*!T + L

*nsert New 'orksheet S-*!T + !88

Cose See%ted workbook CTRL+!4

Documents

Excel Basics Training