Microsoft Excel 2000

Lecture 1

Overview of Excel

• Excel is a spreadsheet program.• Excel is used to analyse numerical data.• Excel replaces the function of a calculator.• You can enter and format data easily.• You can analyse data by using formulas and

functions.• You can view data as a graph or chart.• You can make what-if analysis.

Loading Excel 2000

• Click START Menu.

• Choose Programs.

• Choose Microsoft Excel.

Introducing Excel Window

Titlebar displays program name and

filename.

Control-menu buttons are restore,move, size, minimize, maximize,

close.

MenubarMinimize,

Restore and Close buttons.

Standard ToolbarFormat

Toolbar

Name BoxFormula Bar

Edit Formula Button

Workspace displays

workbook window

Status Bar

Workbook Window• Displays a new blank workbook file containing three

blank sheets.• A sheet is used to display different types of

information, such as financial data or charts.• Whenever you open a new workbook it displays a

worksheet.• A worksheet, also referred as spreadsheet is a

rectangular grid of rows and columns used to enter data. It is the primary type of sheet you will use in excel.

• The parts of the worksheet are...

Introducing Workbook Window

Row Numbers

Column Letters

ColumnRowActive SheetTab Scroll

Buttons

Cell Selector identifies active cell.

Name box displays

reference of Active Cell.

Formula box displays the

value of Active Cell.

Using the Office Assistant

• You can use the office assistant as in MS Word.

• Press F1 to display office assistant.

• Then you can type your question and display the related help topics as usual.

Using Toolbars

• Standard and Formatting toolbars are displayed automatically.

• Standard toolbar contains most frequently used buttons.

• Buttons on the formatting toolbar are used to change the format and the design of the worksheets.

• You can open toolbars by using View Toolbars... Menu item.

Moving around the Worksheet

• Either the MOUSE or the KEYBOARD can be used to move CELL SELECTOR from one cell to another.

move left move right move up move down

• Page-up move one page up

• Page-down move one page down

• CTRL+ last column

• CTRL+ last row

Moving with Keyboard

Entering Data

Types of Entries

• The information you enter in a cell can be:– TEXT

– NUMBERS

– FORMULAS

Text Entries

• Can contain any combination of letters, numbers, spaces, and any other special characters.

• Max 32000 characters can be entered in a cell.

• By default they are aligned to left.

Number Entries

• Number entries can contain only the digits 0 to 9 and any of the special characters + - ( ) , . / $ % E e.

• Number entries are used in calculations.

• Numbers are aligned to right, by default.

Formula Entries

• An entry that begins with an equal sign “=“ is a formula.

• Formula entries perform calculations using numbers or data contained in other cells. The resulting value is a variable value because it can change if the data it depends changes.

• In contrast a number value is a constant value.

Entering Data Example

Let’s Enter Data

Goto B2 and press “J” character.

CANCEL BUTTONENTER

BUTTONFormula Bar

Displays Entry

Active CELL displays Entry and Insertion

Point

You can use cancel and enter buttons to cancel the entry or complete the entry with your mouse.

Type “anuary” to complete the wordto “January” and

press ENTER.

Text entries are LEFT Aligned.

Cell Selector moves down

after you press ENTER.

You can press BACKSPACE if

you have mistyped a character.

Enter Edit Delete Copy: Data

Let’s Edit the Contents of the cell

B3 and change January to JAN.

1. Put your mouse over cell B3.

2. Double click or press F2.

Insertion Point

You can move insertion point by

using HOME, END, , keys.

Mouse pointer is now an I-beam.

You can position insertion point by

using mouse as well.

DELETE key deletes the next character to the

I-Beam.

BACKSPACE key deletes the previous

character to theI-Beam.

1. Position insertion point to end of the word January.

2. Press BACKSPACE 6 times.

3. Type “AN”.4. Press Enter button.

Moving horizontally write the words FEB, MAR, APR, MAY, JUN and

TOTAL in cells C3 through H3.

Move to C2 and type “1999 First Half

Budget”Long text Entry.

Now write row headings:A4 SALESA5 ClothingA6 Hard GoodsA7 Total Sales

You should have a similar looking

worksheet.

ENTERING NUMBERS

1. Move to B52. Type 1400003. Press

Numeric entries areright aligned by

default.

Write following:C5 135000D5 200000E5 210000F5 185000G5 185000

Then These:B6 94000C6 89000

D6 120000E6 145000F6 125000G6 125000

Now A6 cannot be displayed completely, but it is

displayed completely in the formula bar.

Save the workbook with

the name “Sales Data”

Now enter Expenses Data.

Then copy contents of B12 to C12 by

using Copy & Paste buttons.

Now select cells through D12 to G12

and press paste.Now select cells B13

to B15 and copy cells.

Then select cells C13 to G15 and

press paste again.CUT, COPY, PASTESHORT-CUTS

CUT CTRL+XCOPY CTRL+CPASTE CTRL+V

ENTERING FORMULAS

1. Move to cell B52. Enter

=B5+C5+D5+E5+F5+G53. Press ENTER.

Results of the calculation appears in the cell.

If you changethe contents of one of the

cells B5 to G5 then formula is recalculated.

You can change the format of cells using

FormatCells... Menu item.

You can change Data Format, Alignment,

Fonts, Borders, Background, from

this dialog box.

Data formats in Excel include:

General, NumberCurrency, Accounting

Date, TimePercentage, Fraction

Scientific,TextSpecial, Custom

Previewing and Printing Worksheets

Previewing andPrinting an Excel

Workbook

Preview FilePrint Preview...

Print FilePrint...

Write formulas usingprint mode

1. Move to B72. Type =3. Select B54. Press +5. Select B66. Press Enter Command

Formula =B5+B6 iscalculated in cell B7

You can copy the formulas in the same way as other values.

Copy the formula in B7 to cells C7 to G7

using range-selection.

Notice that the formula in B7 =B5+B6 changes

relative to the cell it is copied. It becomes=C5+C6 in C7.

1. Select cells through B10 to G10.

2. Type =B7*4%3. Press CTRL+EnterFormulas B7*4%, C7*4%, ... G7*4%

are entered automaticly.

NowEnter the formula

=B7*58% to the cellsin range

B11 to G11using same method.

Again we observe that the correct versions of the

formulas are entered to all of the selected cells.

EnteringFunctions

Using functions you canincrease your

Productivity. You can write =SUM(B10:B15) instead of the formula

B10+B11+B12+B13+B14+B15

Move to cell B16.

Press Autosum button.Excel proposes a range to automaticly for

you.Now Press Enter command and enter

formula.

FunctionName

RangeArgument

Now copy the function from B16 to range

C16 to G16.

Now • Goto cell B18 and

select the range B18 to G18.

• Then Enter formula =B7-B16

• ress CTRL+Enter.

Obsreve result.Goto H6 and pressAutosum button.

Excel proposalsincorrect range.

Now select range B6 to G6

Range is corrected.Press EnterCommand.

Copy cell H6 torange H7 to H18.

Move to H8

Range references blank cells.

1. Move to I3.2. Type AVG and

right align it.3. Move to I5.

Another way toenter a function is

Paste Functionutility.

Press Paste Function

Button1. Select

Statistical2. Then

Average3. Press OK

Proposed Argument RangeHide dialogbox to select

range.

Description of function

Formula Result

Calculated

Because the proposed argument list is incorrect, (it includes total) we

will select the actual range.

1. Click Hide Dialog Box button.

Name Box asdrop down

list

Dialog-box reduced to a single bar to allow easy access to worksheet.

Restores display of

dialog box.Select B5 through G5Press Restore

Dialog box button.Press OK.

Copy the function to cells

I5 to I18.

1. Move to J5.2. Enter =H5/H7

To get ratio of sale to total sales.

Copy cell to J6.

Error occurs because formula becomes H6/H8

What we wanted was to compute ratio H6/H7. So H7 must be an absolute reference rather than a

relative reference.

Reference typesH7 Relative reference.$H$7 Absolute reference.$H7 Mixed reference.H$7 Mixed reference.

Goto J5 and press F2 to edit it.

Move cursor to start of H7 and

press F4.

If you continue to press F4 you will observe all kind

of references. ($H$7, $H7, H$7,

H7).

Press Enter Command when

it shows $H$7 reference.

After copying J5 to J6 observe on the formula bar that

H7 reference doesn’t change.

To clarify the meaning of cell contents you can enter a comment to a

cell. From Insert menu select Comment

Red triangle indicates cell

has a comment.

Enter comment to

text box.

Comment text box

nameType “Total hard goods sales as a

percent of total sales” as comment.

To close the comment click anywhere

outside the comment box.

To view the comment again point to cell or

select View Comments menu

item.

Changing the column width

AdjustingColumn Widths

After entering the numbers for January in column B, any long

headings in column A were cut off or interrupted. To allow the long text entries to be fully displayed, you can

increase the column’s width.

Column A contains many

interrupted headings.

Column WidthThe size or width of a column

controls how much information can be displayed in a cell. A text entry

that is longer than the column width will be fully displayed only if the cells to the right are blank. If the

cells contains data, then the text is interrupted.

The column width can be quickly adjusted by dragging

the column divider line located to the right of the

column letter. Dragging it to the right increases column

width. Max column width is 255.

Drag the column divider line located to the right of the

column letter.

Reference Line shows the place of the moving column width.

Next you want to see how the columns would be

displayed if you decrease the width of all the

columns from B to J. You can decrease the width of

all the columns individually, but there is a

faster way to do this.

To set the width of multiple columns you

should select the columns you want by clicking the

first one and then dragging your mouse.

Now you can set the width of all columns by setting the width of one

of the selected columns. Just repeat the previous step. And then

goto A1.

All the cells in the selected columns have changed to five character spaces. Notice that a series of

number signs (#####) appears in most of the worksheet cells.

Whenever the width of a cell is too small to display the entire number,

number signs are displayed.

As you can see, this new column width is too small. To cancel the

most recent operation and restore the worksheet to how it was prior to your change Click UNDO. The effects of

the column width setting are reversed to the prior column width setting.

To undo several actions at once, open the Undo drop-

down list and select the actions you want to reverse. All

actions above the selected actions are also reversed.

Zooming the worksheet

You can reduce or enlarge the amount of information

displayed onscreen by changing the magnification

from between 10 to 400 percent.

You want to display more information:

Open zoom drop-down menu. Select 75%.

Formatting Numbers

• Number format affect how numbers look on screen when they are printed. They do not affect how excel stores or uses the values in calculations.

• The default format setting that controls how numbers are displayed in worksheet is General.

• General automatically sets the number format to a Date, Time, Comma, Currency, Percent or Scientific number format depending on the characters you used when entering data.

continued...

• The table below shows samples of how Excel automatically formats a number based on how it appears when you enter it.

ENTRY FORMAT10,000 Comma$102.20 Currency with 2 decimal

places.90% Percent with zero decimal

places.10/30/98 Date9:10 Time

continued...

• If no symbol is used, Excel leaves the number unformatted.

• Unformatted numbers are displayed without a thousand separator such as comma, with negative values preceded by a – (minus sign), and with as many decimal place settings as the cell space allows.

You will change the number format of cells through B5 to I18 to display dollar signs, commas,

and decimal places.

A quick way of selecting a range is to select the first cell of the range then press Shift

key and then pressing the last key of the range.

Using this method select the range B5 through I18.Click format cells.If necessary open the

number tab and select currency.

Click OK.A second category that

displays number as currency is accounting.

Click decrease decimal places button 2 times.

Then SelectFormat/Column/AutoFit

Menu Item.

AutoFit feature automatically adjusts column width to

display the contents of cells within the selection.

Cell Alignment

Select cells from A5 to A7 and A10 to A16 by using CTRL key.

Now openFormat/Cells and select

Alignment tab.

You can set cell alignment to any item in this drop-down box.

This time we will set Left alignment and

Indentation level to 2.

Observe that the contents of the selected

cells are indended 2 levels.

Inserting rows

You may want to insert rows after filling some parts of the worksheet.

You may do this by choosing Insert/Rows.

Goto A3 and Select Insert/Rows item from the

menu bar.

You may also insert columns by choosing

Insert/Columns.

Centering Across a Selection

You may want to set a heading for your

workbook, visible on the workbook.

Lets make our heading at C3 centered.

Select cells from A2

to I2

Press Merge and Center button on format toolbar.

Changing Fonts and Font Styles

You want to improve the worksheet appearence by

enhancing the appearance of the title. To do this you can

change the font settings.

Font settings are common to all

Office family of programs.

SelectTimes New Roman from font-face drop

down list.

Select 12 from font size drop-

down list.Click Bold.Set row heading in A8

and A17 to Bold.

Move to A5. Press Bold and Italic.

Double-click format painter. Click A10

and A19.Click format

painter.

Finally, you want to bold and underline

the column headings.

Select B4 through I4. Click bold and

underline.

Now select range B6 to I19. Change format to Accounting from

Format/Cells...Then select Format/Columns/AutoFit

Selection...

Adding Headers and Footers

To add a header,Preview the worksheet using

File/Print Preview.

Select Setup...Select Header/Footer tab.

Open Header list and select your

name, date, page number option.

You can select a predefined footer

by the same method.

Changing Page Orientation

Notice that entire page does not fit on

the screen.To see second page

click next.

You can use landscape style to fit the contents of worksheet on the

same paper.

Now press previous and then choose

setup.

Dont forget to set page tab.

Then choose landscape option.

Now you can print spreadsheet by using the print command.

End of lecture.

Don’t forget to save your work.