Microsoft Excel 2010

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 What is Microsoft Excel?
Microsoft Excel is a spreadsheet program that
includes sophisticated charting and
database functions that quickly and easily
allow you to:
• Perform both simple and complex
calculations.
• Filter data from a database or spreadsheet
list.
• Chart data in numerous formats.

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 Microsoft Excel Environment

Worksheet

Tab scroll
button

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Microsoft Excel Environment

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 Microsoft Excel Environment

• Name box – shows the cell reference of the active cell in the
worksheet.
• Formula bar – shows the content of the active cell.

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 File tab and Backstage view
• Backstage view contains commands used
to create a new, open existing and save
workbook, preview and print a worksheet
and other file management tasks.
• Tools that changes the Excel user
interface options and close Excel with
options are also found in the Backstage
view.

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File tab and Backstage view

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 The Workbook
• The Workbook is a collection of sheets
that help you better organize your work.
• A workbook can contain worksheets,
charts, macros or other types of sheets--
you can have up to 255 sheets in one
workbook.
• The Sheet Tab , which is to the left of the
horizontal scroll bar, shows you a list of
sheets in the current workbook.
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 The Worksheet
• A worksheet is divided into a grid of columns and
rows.
• Each worksheet can 16,384 columns and
1,048,576 rows.
• Each intersection of a column and row forms a cell.
• Each cell is referred to as cell address or cell
reference: the column letter and row number. E.g.
A4, B32, and C3.
• Cells can contain text, numbers, or mathematical
formulas.
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 The Worksheet
• Worksheet is given default names such as "Sheet1",
"Sheet2", etc.
• To change the name of a sheet, double-click on the tab and
type in a new name, or
• Right-click on the tab with the mouse, select Rename from
the shortcut menu, type the new name and press the ENTER
key.
• Sheet names must adhere to the following rules:
- No more than 31 characters in length (you can use
spaces!).
- Must be unique within the workbook.
- Must not use the following special characters: \ , / ,
* , ? , : , [ or ] .
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Command Tabs

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Command Tabs

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Command Tabs

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 Command Tabs

How to Turn on the

Developer Ribbon
1. Click on the Office
button.
2. Click on Excel Options.
3. Check Show Developer
tab in the Ribbon.
4. Click OK.
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 Key tips
• Letters used for keyboard shortcuts.
• Pressing ALT key will display the letters on
the buttons.

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Keyboard shortcuts

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Keyboard shortcuts

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 Working on a workbook
To create a new Workbook: To save a workbook for the 1st
•Click the Office Button. time or using a new name.
•Click New •Click the Office Button
•Choose Blank Workbook •Click Save As
•Type in the name for the
Workbook.
To open an existing •In the Save as Type box,
workbook: choose Excel 97-2003
•Click the Office Button
•Click Open
Workbook
•Browse to the workbook
•Click the title of the
workbook
•Click Open
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 Cell Entries
Types of Data
1. Labels - text entries e.g. "January".
2. Constants- numerical data including numbers,
dates and times (e.g. $12,000, 9.60%, 60)
3. Formulas- calculations on the values in a cell or
group of cells. It consists of an equal sign (=), the
values or cell references you want to calculate and
the operators (mathematical operations such as
addition or subtraction), for example =(A1/A2).

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 Moving Through Cells
Movement Key stroke
One cell up up arrow key
One cell down down arrow key or ENTER

One cell left left arrow key

One cell right right arrow key or TAB

Top of the worksheet (cell A1) CTRL + HOME

End of the worksheet (last cell containing data) CTRL + END

End of the row CTRL + right arrow key

End of the column CTRL + down arrow key

Any cell File - Go To menu bar command

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 Selecting Cells
Cells to select Mouse action

One cell Click once in the cell

Entire row Click the row heading

Entire column Click the column heading

Entire worksheet Click the whole sheet button

Cluster of cells Drag mouse over the cells or hold down the SHIFT
key while using the arrow keys

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 Adding / Deleting Worksheets, Rows, and
Columns

• Worksheets - Add a worksheet to a workbook by

clicking (Insert Worksheet) button on the
worksheet tab.
• Row - To add/delete a row to a worksheet,
highlight the row by clicking on the row label,
right-click with the mouse, and choose Insert /
Delete.
• Column – Add/delete a column by selecting,
highlight the column by clicking on the column
label, right-click with the mouse, and choose
Insert / Delete.
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 Adding / Deleting Worksheets, Rows, and
Columns

Insert Cells, Rows, and Columns

• Click the Insert button on the Cells
group of the Home tab
• Click the appropriate choice: Cell,
Row, or Column

Delete Cells, Rows and Columns

•Click the Delete button on the Cells
group of the Home tab
•Click the appropriate choice: Cell,
Row, or Column

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 Resizing Rows and Columns

• Resize a row by dragging the line below the

heading of the row you would like to resize.
Resize a column in a similar manner by
dragging the line to the right of the heading
corresponding to the column you want to resize.
• Click the row or column label and select Format
button from the cells group of the Home tab
to enter a numerical value for the height of the
row or width of the column.

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 Auto Fill
Fills cell data or series of data in a worksheet into a
selected range of cells.

•Click the Fill Handle

•Drag the Fill Handle to complete the cells

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 Formatting Cells
Click the desired format on the Number group of the Home
tab, or

Click the Number Dialog Box launcher to display the Format

Cells Dialog Box.

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Formatting Cells

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Formatting Cells

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Formatting Cells

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 Formatting Cells
• Number tab - The data type can be selected
from the options on this tab. This command tab
is mainly use to change the number formatting in
your worksheet.
• Alignment tab - These options allow you to
change the position and alignment of the data
with the cell.
• Font tab - All of the font attributes are displayed
in this tab including font face, size, style, and
effects.

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 Formatting Cells
• Border tab - This tab allows you to add borders,
shading, and background colors to a cell. You
also use this tab to remove border or change the
color and style of the border.
• Pattern tab – Pattern Tab is use to add different
color on a selected cell at the same time different
pattern in it.
• Protection tab - This tab allows you to Lock or
Hide a selected cell. Locking cell or hiding
formulas has no effect unless the worksheet is
protected.
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 Freeze Panes
• Click Freeze Panes from the Window
group of the View tab.
• Select appropriate option:
 Freeze Panes. Keep rows and
columns visible while the rest of
the worksheet scrolls (based on
current selection).
 Freeze Top Row. Keep the top
row visible while scrolling
through the rest of the
worksheet.
 Freeze First Column. Keep the
first column visible while scrolling
through the rest of the
worksheet.
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 Formula
• A formula is an equation that performs
operations on worksheet data.
• Formulas are entered in the worksheet cell and
must begin with an equal sign "=".
• Following the equal sign are the elements to be
calculated (the operands), which are separated
by calculation operators.
• Excel calculates the formula from left to right,
according to a specific order for each operator in
the formula. You can change the order of
operations by using parentheses.

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 Formula
Operator – A sign or symbol that specifies the type
of calculation such as addition, subtraction, or
multiplication to perform on the elements of a
formula. Operators include:
• Mathematical operators, which perform basic
mathematical operations.
• Comparison, or logical, operators, which
compare two values and produce the value
TRUE or FALSE.

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 Operator Precedence
Operator Description
: (colon) Reference operators
(single space) Parentheses
, (comma)
()

– Negation (as in –1)

% Percent
^ Exponentiation
* and / Multiplication and division

+ and – Addition and subtraction

& Connects two strings of text

(concatenation)

= < > <= >= <> Comparison 35

 Examples of a Formula
=5+2*3
=(B4+25)/SUM(D5:F5)
=SUM(B5:B15)
=SUM(B5:B15,D5:D15)

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 Cell Referencing
• Relative referencing is the calling of cells by
just their column and row labels (such as "A1").
• Absolute referencing is the calling of cells that
does not change when copied to a new cell.
(such as “=$A$1+$b$1”; $ is used so as not to
change the value when copied.)
• Mixed Referencing can also be used where
only the row OR column is fixed. (such as
"=A$1+$B2“)

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 Linking Worksheets
• "sheetname!celladdress".
• to use the value from a cell in another
worksheet within the same workbook in a
formula.
• "=A1+Sheet2!A2"
• the value of cell A1 in the current
worksheet is added to the value of cell A2
in the worksheet named "Sheet2".
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 Using Functions
• Function – A pre-written formula that takes a value or
values, performs an operation, and returns a value or
values.
• Use functions to simplify and shorten formulas on a
worksheet, especially those that perform lengthy or
complex calculations.
• Functions often include references to ranges of cells,
called range references.
• A range reference consists of two cell reference
separated by a colon, such as C3:G18. C3 is the upper-
left cell in the range, and G18 is the lower-right cell in the
range.
• A range includes all the cells between the two cell
references.
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 Inserting a Function

• Click Insert | Function.

• In the Insert Function
Window, select a function • Double-click the
or category you want to appropriate function.
use. 40
 Inserting a Function

• When the Function Arguments Window appear, enter the

value for each argument. (Excel provides a description of
each value and displays the function’s result as you enter
the values; you can collapse and expand the window in
order to select the cells you want to use in the argument.) 41
 SUM Function
• Adds all the numbers in a range of cells.
• Syntax:
SUM(number1,number2, ...)
• number1, number2, ... are 1 to 30 arguments for which
you want the total value or sum.
• Examples:
ANSWERS:
DATA:
=SUM(3, 2) =5
A1: -5
=SUM("5", 15, TRUE) =21
A2: 15
=SUM(A2:A4) =45
A3: 30
=SUM(A2:A4, 15) =60
A4: ‘5
=2
A5: TRUE =SUM(A5,A6, 2)
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 PRODUCT Function
• Multiplies all the numbers given as arguments and
returns the product.
• Syntax
PRODUCT(number1,number2,...)
• number1, number2, ... are 1 to 30 numbers that you
want to multiply.
• Examples: ANSWERS:
=PRODUCT(A1:A2) = -75
DATA:
=PRODUCT(A1,A5) = -5
A1: -5
A2: 15 =PRODUCT(A1,A4,TRUE) = -5
A3: 30
A4: ‘5
A5: TRUE
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 AVERAGE Function
• Returns the average (arithmetic mean) of the arguments.
• Syntax:
AVERAGE(number1,number2,...)
• number1, number2, ... are 1 to 30 numeric arguments
for which you want the average.
• Examples: ANSWERS:
DATA: =AVERAGE(3, 2) =2.5
A1: -5 =AVERAGE("5", 15, TRUE) =7
A2: 15 =AVERAGE(A2:A4) =22.5
A3: 30 =AVERAGE(A2:A4,20) =21.67
A4: ‘5
A5: TRUE
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 MAX Function
• Returns the largest value in a set of values.
• Syntax:
MAX(number1,number2,...)
• Number1, number2, ... are 1 to 30 numbers for
which you want to find the maximum value.
• Examples: ANSWERS:
DATA: =MAX(3, 2) =3
A1: -5
A2: 15 =MAX("5", 15, TRUE) =15
A3: 30 =MAX(A2:A5) =30
A4: ‘5
A5: TRUE 45
 MIN Function
• Returns the smallest number in a set of values.
• Syntax:
MIN(number1,number2,...)
• number1, number2, ... are 1 to 30 numbers for
which you want to find the minimum value.
• Examples: ANSWERS:
DATA: =MIN(3, 2) =2
A1: -5
=MIN("5", 15, TRUE) =1
A2: 15
A3: 30 =MIN(A2:A5) =5
A4: ‘5
A5: TRUE 46
 COUNT Function
• Counts the number of cells that contain numbers and
also numbers within the list of arguments.
• Syntax:
COUNT(value1,value2,...)
• value1, value2, ... are 1 to 30 arguments that can
contain or refer to a variety of different types of data, but
only numbers are counted.
• Examples: ANSWERS:
DATA: =COUNT(3, 2) =2
A1: -5 =COUNT("5", 15, TRUE)
=3
A2: 15 =COUNT(A2:A5)
A3: 30 =2
A4: ‘5
A5: TRUE 47
 IF Function
• Returns one value if a condition you specify
evaluates to TRUE and another value if it
evaluates to FALSE.
• Use IF to conduct conditional tests on values
and formulas.
• Syntax:
IF(logical_test,value_if_true,value_if_false)

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• Logical_test is any value or expression that can
be evaluated to TRUE or FALSE. (such as A10=100;
A1>=B1; A1=“Ana”)
• Value_if_true is the value that is returned if
logical_test is TRUE. (such as "Within budget“;
A1=10, B5=SUM(B1:B4)
• Value_if_false is the value that is returned if
logical_test is FALSE. (such as "Over budget“;
A1=0, B5=MIN(B1:B4)

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• Examples:

DATA:
A1: -5 =IF(3>2,”BIG”,”SMALL”)
A2: 15 =IF(A5=TRUE,1,2)
A3: 30 =IF(A3<>30,”C”,”W”)
A4: ‘5
A5: TRUE

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 COUNTIF Function
• Counts the number of cells within a range that
meet the given criteria.
• Syntax:
COUNTIF(range,criteria)
• Range is the range of cells from which you want
to count cells.
• Criteria is the criteria in the form of a number,
expression, or text that defines which cells will
be counted. For example, criteria can be
expressed as 32, "32", ">32", "apples".
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Examples: DATA:
A1: Apple B1: 32
=COUNTIF(A1:A4,"apple") A2: Orange B2: 54
=COUNTIF(B1:B4,">55") A3: Mango B3: 75
A4: Apple B4: 86

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 SUMIF Function
• Adds the cells specified by a given criteria.
• Syntax:
SUMIF(range,criteria,sum_range)
• Range is the range of cells you want evaluated.
• Criteria is the criteria in the form of a number,
expression, or text that defines which cells will
be added. For example, criteria can be
expressed as 32, "32", ">32", "apples".
• Sum_range are the actual cells to sum.
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 Examples:
=SUMIF(A2:A5,">160000",B2:B5)
=SUMIF(A1:A6,">299999",B1:B6)

DATA:
A1: 100,000, B1: 7,000
A2: 200,000, B2: 14,000
A3: 300,000, B3: 21,000
A4: 400,000, B4: 28,000
A5: 500,000, B5: 35,000
A6: 600,000, B6: 42,000 54
 VLOOKUP Function
• Searches for a value in the leftmost column of a table,
and then returns a value in the same row from a
column you specify in the table.
• Syntax:

VLOOKUP(lookup_value,table_array,col_index_num,r
ange_lookup)
• Lookup_value is the value to be found in the first
column of the array. (It can be a value, a reference, or
a text string.)
• Table_array is the table of information in which data is
looked up.
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Col_index_num is the column number in table_array
from which the matching value must be returned.

Range_lookup is a logical value that specifies

whether you want VLOOKUP to find an exact match
or an approximate match. If TRUE or omitted, an
approximate match is returned. In other words, if an
exact match is not found, the next largest value that is
less than lookup_value is returned. If FALSE,
VLOOKUP will find an exact match. If one is not
found, the error value #N/A is returned.
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 Examples:
=VLOOKUP(1,A2:C10,2)
=VLOOKUP(.7,A2:C10,3,FALSE)
=VLOOKUP(0.1,A2:C10,2,TRUE)
=VLOOKUP(1,A2:C10,3,TRUE)
=VLOOKUP(2,A2:C10,2,TRUE)
DATA
A1: Density B1: Viscosity C1: Temperature
A2: 0.457 B2: 3.55 C2: 500
A3: 0.525 B3: 3.25 C3: 400
A4: 0.616 B4: 2.93 C4: 300
A5: 0.675 B5: 2.75 C5: 250
A6: 0.746 B6: 2.57 C6: 200
A7: 0.835 B7: 2.38 C7: 150
A8: 0.946 B8: 2.17 C8: 100
A9: 1.09 B9: 1.95 C9: 50
A10: 1.29 B10: 1.71 C10: 0 57
 Creating Charts
• Charts allow you to present data entered into the
worksheet in a visual format using a variety of
graph types.
• Presenting information in a chart can be a very
effective way of communicating numerical data
that otherwise might be too confusing or
complicated.
• The Chart Wizard brings you through the
process of creating a chart by displaying a
series of dialog boxes.

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 Create a Chart
• Select the cells that contain the data you want to use in
the chart
• Click the Insert tab on the Ribbon
• Click the type of Chart you want to create

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 Modify a Chart
TO MOVE THE CHART:
• Click the Chart and Drag it another location on the
same worksheet, or
• Click the Move Chart button on the Design tab
• Choose the desired location (either a new sheet or a current sheet in the
workbook)

TO CHANGE THE DATA

INCLUDED IN THE CHART:
•Click the Chart
•Click the Select Data button on
the Design tab

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 Modify a Chart
TO REVERSE WHICH DATA ARE DISPLAYED IN THE ROWS AND COLUMNS:
• Click the Chart
• Click the Switch Row/Column button on the Design tab

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 Chart Tools
The Chart Tools appear on the Ribbon when you click on the chart. The tools
are located on three tabs: Design, Layout, and Format.

Design Tab

Within the Design tab you can control the chart type, layout,
styles, and location.

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 Chart Tools
Layout tab

Within the Layout tab you can control inserting pictures, shapes
and text boxes, labels, axes, background, and analysis.

Format tab

Within the Format tab you can modify shape styles, word styles
and size of the chart. 63