Mastering MS Excel 2003

Mastering Microsoft Excel 2003

TASC Consulting Pvt Ltd 2

Overview

• Understanding the UI• Entering and editing data• Using Fill and AutoFill• Formatting data• Conditional formatting• Sorting• Filtering

Auto Custom


Understanding the UI


Entering and editing data in a cell

• To enter data is a blank cell:a. Click the required cell.b. Type the data in the cell or Formula Bar.c. Press ENTER to complete the editing.

• To edit data in a cell:a. Double-click the cell.

OrPress F2.

b. Edit the data in the cell or Formula Bar.c. Press ENTER to complete the editing.


Inserting rows and columns

1. Click the header of the row or column before which you want to insert a new row or column.

To insert multiple rows or columns, select as many rows or columns as you want to insert, starting from the row or column before which you want to insert the new row(s) or column(s).

2. Click InsertRows or InsertColumns as required.


Deleting rows or columns

1. Click the header of the row or column which you want to delete.

2. Click EditDelete in the shortcut menu.

Deleting row(s) or column(s) will delete the entire row. All other rows and columns are automatically renumbered.


Clearing cell contents

1. Select the cells whose contents are to be deleted.

2. Press DELETE.OrClick EditDeleteContents.

By clearing, you are deleting the contents from each selected cell but not deleting the row(s) or column(s).


Inserting a new sheet

1. Click the sheet tab before which you want to insert a new sheet.To insert multiple sheets, select as many sheets as you want to insert, starting from the sheet before which you want to insert the new sheet(s).

2. Right-click the selected tab(s).3. Click Insert in the shortcut menu. The Insert

dialog box is displayed.4. Select Worksheet in the tab General.5. Click OK.


Renaming sheets

1. Double-click the sheet tab to be renamed.OrRight-click the sheet tab and click Rename in the shortcut menu.

2. To rename the current sheet, click FormatSheetRename.

3. Type the new name.

4. Press Enter.


Moving a sheet

1. Select the sheet(s) to be moved.

2. Click EditMove or Copy Sheet. The Move or Copy dialog is displayed.

3. Select the name of the sheet before which the selected sheet is to be moved from the Before sheet list.

4. Click OK.

You can also drag-n-drop the selected sheet(s) to the new position.


Copying a sheet

1. Select the sheet(s) to be moved.



4. Select the Create a copy check box.

5. Click OK.

You can also drag-n-drop the selected sheet(s) to the new position keeping CTRL pressed.


Moving or copying sheets to another book

1. Open the workbook to which the sheet is to be moved or copied.

2. Open the workbook from which the sheet to be moved or copied.

3. In the source workbook, select the required sheets.


5. Select the destination from the To book list.


Moving or copying sheets to another book


Select (new book) to create a new workbook that contains the selected sheets.

7. To create a copy, select the Create a copy checkbox.

8. Click OK.


Creating equations

You can use the regular mathematical symbols to create formulae.

1. Click in the cell which is to contain the formula.

2. Type =.

If you do not type the = at the start, Microsoft Excel will treat the formula as text.

3. Type the formula using regular mathematical symbols and appropriate cell references.

4. Press ENTER.


Working with formulae

Microsoft Excel provides a host of in-built formulae.

1.Click in the cell which is to contain the formula.2.Click InsertFunction. The Insert Function

dialog box is displayed.3.Select a category to which the function may

belong. A list of functions available for the category is displayed in the Select a function list.You can also type a description of the function in Search for a function and click Go.


Working with formulae

4. Select a function from the list.5. Click OK. The Function Arguments list is

displayed.6. Specify the various function arguments.

When you click in the argument box, a description of the argument is displayed at the bottom of the dialog.Click the Help on this function link to see details on how and why the selected function is normally used.

7. Click OK.


Copying a formula

• To copy a formula to adjacent cells:

a. Click the cell with the formula.

b. Click and drag the fill handle to the adjacent cells which should contain the formula.

The copied formula is automatically updated with new cell references.

To keep cell references fixed, use the $C$R notation in the source formula.


Copying a formula

• To copy a formula to a non-adjacent location:a. Click the cell with the formula.b. Click EditCopy.c. Click in the cell where the formula is to be

pasted.d. Click EditPaste.

The copied formula is automatically updated with new cell references.To keep cell references fixed, use the $C$R notation in the source formula.


Setting data formats

1. Select the data to be formatted.

2. Click FormatCells. The Format Cells dialog box is displayed.

3. Click the tab Number.

4. Select the type of data from the Category list.

5. Select the required options for the selected type from the options displayed on the right.

6. Click OK.


Creating custom data formats

1. Select the data to be formatted.



4. Select Custom in the Category list.

5. Select the data format to be edited from the Type list.

6. Specify the new format.

7. Click OK.


Custom number formats: Tips

• #: Optional number• 0: Zero must be displayed• Results of formatting 1121.2 with various

patterns:

Pattern Result

#### 1121

####.## 1121.2

####.00 1121.20

#,###.0# 1,121.2


Custom date formats: Tips

• m: displays month as 0-12.• mm: displays month as 01-12.• mmm: displays month as Jan-Dec.• mmmm: displays month as January-December.• d: displays date as 0-31.• dd: displays date as 01-31.• ddd: displays month as Sun-Sat.• dddd: displays month as Sunday-Saturday.• yy: displays year as 00-99.• yyyy: displays month as 1900-2999.


Custom time formats: Tips

• h: displays hours as 0-23.• hh: displays hours as 00-23.• m: displays minutes as 0-59.• mm: displays minutes as 00-59.• s: displays seconds as 0-59.• ss: displays date as 00-59.• h AM/PM: displays hour as 0-12 AM/PM.


Using a custom currency symbol

1. Access the Control Panel.

2. Double-click Regional Options. The Regional Options dialog box is displayed.

3. Click the tab Currency.

4. In the Currency symbol box, type the new symbol.

5. Click OK.

6. Switch to Microsoft Excel.


Using a custom currency symbol

7. Select the cells with currency data.



10.Select Currency from the Category list.

11.Select the custom symbol from the Symbol list.

12.Click OK.

13.Save, close and reopen the workbook.


Setting font options

1. Select the cells.


3. Click the tab Font.

4. Set the font options.

5. Click OK.


Setting borders



3. Click the tab Border.

4. Select Style and Color under Line.

5. Click the required button under border.

6. Repeat steps 4 and 5 for each individual border.

7. Click OK.


Setting shading



3. Click the tab Patterns.

4. Select the Color.

5. Select a Pattern, if required.

6. Click OK.


Setting text alignment



3. Click the tab Alignment.

4. Use the options under Text alignment to set text alignment.

5. Click OK.


Enabling text wrap

By default, Microsoft Excel does not allow text in a cell to be wrapped if it exceeds cell width. As a result, a part of the text may be hidden.




4. Select Wrap text under text control.

5. Click OK.


Merging cells

1. Select cells to be merged.




5. Select Merge cells under text control.

6. Click OK.


Enabling conditional formatting

When you apply conditional formatting, the formatting changes as the value in the cell changes.

1. Select the cell(s).

2. Click FormatConditional Formatting. The Conditional Formatting dialog box.

3. Specify the condition.

4. Click Format. The Format Cells dialog box is displayed.

5. Set the format.


Enabling conditional formatting

7. Click OK in the Format Cells dialog box.

8. Click Add in the Conditional Formatting dialog box.

9. Repeat steps 3 to 8 for setting other conditions.

You can set a maximum of three conditions.

To delete a condition, click in any field of the condition and click Delete.

10.Click OK in the Conditional Formatting dialog box.


Copying formats

1. Click the cell with the required formatting.

2. Click EditCopy.

3. Click the cell(s) to be formatted.

4. Click EditPaste Special. The Paste Special dialog box is displayed.

5. Select Formats under Paste.

6. Click OK.


Setting validations

Validations help you verify that input data meets certain required conditions.

1. Select the cells for which validation is to be set.

2. Click DataValidation. The Data Validation dialog box is displayed.

3. Click the tab Settings.

4. From the Allow list, select the condition.

5. Specify the additional information required to enforce the selected condition.


Setting validations

6. Click the tab Input Message. 7. Specify the Title and Input Message. This

message is displayed as a tip each time the user clicks in a cell with the validation and should specify validation criteria.

8. Click the tab Error Alert.9. Select the type of alert from the Style list.

Selecting Stop as the Style will prevent incorrect data from being entered while Warning and Information allow the user to continue with incorrect data.


Setting validations

10.Specify the Title and Input Message. This message is displayed when the user enters incorrect data.

11.Click OK.


Using AutoFill to create a data series

The Fill feature enables creation of a data series after the first few elements are entered.

1. Select the cells which reflect the pattern you want to continue.

2. Click and drag the fill handle till the required series is complete.

If you select a single cell with a number and drag the fill handle, the same number is copied into the selected cells. To create a series of consecutive numbers, drag the fill handle keeping CTRL pressed.


Creating a custom list

1. Click ToolsOptions. The Options dialog box is displayed.

2. Click the tab Custom Lists.3. Type the elements in the List entries box

using the comma as the separator.4. Click Add. The list is added to the Custom

lists list.Once you have defined the custom list, you can type any one list element in a cell and use the AutoFill action to fill adjacent cells with other list elements.


Creating a complex series

1. Type the starting element in a cell.

2. Select the cell and cells along the row or column in which the series elements will be filled.

3. Click EditFillSeries. The Series dialog box is displayed.

4. Select the Type of series.

Linear implies a series generated as the sum of previous cell value and the Step value while growth implies product of the two.


Creating a complex series

5. Specify the Step value.

6. Specify the Stop value, if required.

The series generation stops when the Stop value is encountered or all selected cells are filled, whichever is earlier.

7. Click OK.


Sorting data

1. Select the data to be sorted including headings.2. Click DataSort. The Sort dialog box is

displayed.3. Select the primary sort key from the Sort by

list.4. Select the order of sort.5. Select the second sort key from the respective

Then by lists.6. Select the order of sort.7. Repeat steps 5 and 6 for the third sort key.


Sorting data

8. Specify if the data has a header row using the options under the section My data range has.

9. Click OK.


Sorting data in a row

1. Select only the data (not the header, if any).

2. Click DataSort. The Sort dialog box is displayed.

3. Click Options. The Sort Options dialog box is displayed.

4. Select Sort left to right under Orientation.

5. Click OK in the Sort Options dialog box.

6. Click OK in the Sort dialog box.


AutoFiltering data

1. Select the data to be filtered including headings.

2. Click DataFilterAutoFilter. The headers are converted to dropdown lists.

3. To filter on the basis of the contents of column, select the required option from the header list.

For a column where a filter is set, the arrow of the dropdown list displays a colored arrow.

4. Repeat step 3 to create a multi-level filter.


Creating a custom AutoFilter

1. To create a custom filter for a column, select (Custom…) from the header list. The Custom AutoFilter dialog box is displayed.

2. Specify the condition.

3. Click OK.


Removing a filter

1. Select the column whose filter criteria are to be reset.

2. Select (All) from the header dropdown of the column.

3. Repeat step 2 for all columns whose filters are to be reset.To view all of the original data, filters set on all columns are to be removed.

4. To stop AutoFiltering, click DataFilterAutoFilter. The AutoFilter feature is turned off and all data is visible.


Advanced in-place filtering

1. Copy the headings of the data to be filtered.

2. Leave a few blanks rows after the data range and paste the headings in a blank row below the data range.

3. In the cell below each heading, type the criteria using the format =“=criteria”.

You can use any comparative operator (>,<,>=,<=,=,!=) to specify the condition.

4. Click DataFilter Advanced Filter. The Advanced Filter dialog box is displayed.


Advanced in-place filtering

5. Ensure the option Filter the list, in-place is selected.

6. Click in List range and select the data range from the worksheet.

7. Click in Criteria range and select the criteria range from the worksheet.

8. Click OK. The data range now displays only those rows which match the specified criteria.

9. To view all rows, click DataFilterShow All Advanced Filter.


Creating a copy of filtered data

1. Copy the headings of the data to be filtered.

2. Leave a few blanks rows after the data range and paste the headings in a blank row below the data range.

3. In the cell below each heading, type the criteria using the format =“=criteria”.

You can use any comparative operator (>,<,>=,<=,=,!=) to specify the condition.

4. Click DataFilterAdvanced Filter. The Advanced Filter dialog box is displayed.


Creating a copy of filtered data

5. Ensure the option Copy to another location is selected.

6. Click in List range and select the data range from the worksheet.

7. Click in Criteria range and select the criteria range from the worksheet.

8. Click in Copy to and select the first cell of the range where the filtered data is to be copied.

9. Click OK. The filtered data is copied to the specified location.


Data analysis

• Charts• Subtotals• Consolidation• Pivot Tables and Charts


Creating charts

1. Select the data to be represented as a chart.

2. Click InsertChart. The Chart Wizard is displayed.

3. Select the type of chart.

4. Click Next. The Data range displays the selected range.

5. Specify if the series are in rows or columns using the options under Series in.

6. Click Next.


Creating charts

7. Specify the Chart title.

8. If required, specify a label for the:

a. Category(X) axis

b. Value(Y) axis

9. Click the tab Legend.

10.Select Show legend.

11.Specify the position of the legend using options under Placement.


Creating charts

12.Click the tab Data Labels.

13.Specify the information in the data labels using options under Label contains.

14.Select the Separator to be used between the various pieces of information in a label.

15.Click Next.

16.To create a new sheet with only the chart:

a. Select As a new sheet.

b. Specify a name for the sheet.


Creating a chart

17.To create the chart in an existing worksheet:

a. Select As object in.

b. Select the name of the sheet from the list.

18.Click Finish.


Changing the chart type

1. Select the chart. The Chart option is added to the menu.

2. Click Chart Chart Type. The Chart Type dialog box is displayed.

3. Select the type of chart.

4. Click OK.


Modifying chart options


2. Click ChartChart Options. The Chart Options dialog box is displayed.

The tabs and options displayed in the Chart Options dialog box vary with the type of chart.

3. Change the options as required.

4. Click OK.


Customizing the chart

1. Right-click the chart element to be customized.

2. Click Format <Element_Name>. The Format dialog box is displayed.

The tabs and options displayed in the Format dialog box vary with the element selected.

3. Customize the element as required.

4. Click OK.


Changing chart location


2. Click ChartLocation. The Chart Location dialog box is displayed.

3. Select the new location of the chart.

4. Click OK.


Adding a data series

A chart is automatically updated to reflect a category added to an existing range. However, a new data series is not automatically included in the chart.


2. Click ChartAdd Data. The Add Data dialog box is displayed.

3. Select the new data series.Use a comma to separate individual data series.


Adding a data series

4. Click OK. The Paste Special dialog box is displayed.

The Paste Special dialog box may not be displayed if you are adding a single data series.

5. Click OK.


Working with subtotals

1. Sort the data on the basis of the subtotal.

Use multi-level sort if you want multi-tier subtotals.

2. Select the data including headings.

3. Click DataSubtotals. The Subtotal dialog box is displayed.

4. Select the basis for subtotal from the At each change in list.

Start with the outermost subtotal first.


Working with subtotals

5. Select the function for subtotal.

The default is Sum.

6. Select the column for which the subtotal is to be calculated from Add subtotal to.

7. Click OK. The subtotal is added to the selected column.

8. Repeat steps 3 to 7 for other subtotals.

Ensure that the Replace current subtotals option is cleared in the Subtotal dialog while calculating intermediate subtotals.


Removing subtotals

1. Select the data with subtotals.

2. Click DataSubtotals. The Subtotal dialog box is displayed.

3. Click Remove All.


Consolidating data

Consolidation creates a single set of data by combining two or more similar datasets.

Ensure that the row and/or columns labels have identical spellings and capitalization.

There should be no blank rows or columns in the data ranges.

If you are creating a linked consolidation, the consolidated data must be placed a sheet which contains no source data.


Consolidating data

1. Click in the sheet and cell where the consolidated data is to be created.

2. Click DataConsolidate. The Consolidate dialog box is displayed.

3. Select the consolidation formula from the Function list.

4. Click in the Reference text box.

5. Select the source data range.

6. Click Add. The range of data is added in the All references list.

7. Repeat steps 4 to 6 for each range that is to be consolidated.


Consolidating data

8. In the Use labels in section: If the column data has labels, check Top

row. If the row data has labels, check Left

column in the Use labels in section.

9. If you do not want the consolidated data to be updated each time the source is changed, clear the Create links to source data check box.

10.Click OK. The consolidated data block is created at the specified location.


What-if analysis

• Data tables• Goal seek• Solver• Scenarios• Pivot tables


Working with data tables

Data tables help calculate results of a formula by varying one or two of the inputs.

• One-input data table generates results by changing only one input.

• Two-input data table generates a matrix of results by varying two inputs.


Creating an one-input data table

1. Create the formula using a sample set of data.

2. Type the various values for the input whose effect on the formula is to be analyzed in a single row or a single column of the worksheet.

3. For a row-based table, type the formula in the column to the left of the first value and one cell below the row of values.

4. For a column-based table, type the formula in the row above the first value and one cell to the right of the column of values.

5. Select the range of cells containing the formula and values which you want to substitute.


Creating a one-input data table

6. Click DataTable. The Table dialog box is displayed.

7. For a row-based data table, in the Row input cell box, type the cell reference of the original input cell in which the specified values are to be substituted.

8. For a column-based data table, in the Column input cell box, type the cell reference of the original input cell in which the specified values are to be substituted.

9. Click OK.


Creating a two-input data table

1. Create the formula using a sample set of data.

2. In the blank section of the sheet, type a reference to the cell containing the formula.

3. Type the values for one of the inputs row-wise in the cells adjacent to the formula reference.

4. Type the values for the other input column-wise in the cells below the formula reference.

5. Select the range of cells containing the formula and the substitute input.


Creating a two-input data table

6. Click DataTable. The Table dialog box is displayed.

7. In the Row input cell box, type the cell reference of the input cell whose values are in the row.

8. In the Column input cell box, type the cell reference of the input cell whose values are in the column.

9. Click OK.


Using Goal Seek

Goal seek helps you determine the input which will produce a known formula result.

1. Create the formula with a sample data set.2. Select the cell with the formula.3. Click ToolsGoal Seek. The Goal Seek

dialog box is displayed. 4. Click in the To value box and type the required

formula result.5. Click in the By changing cell box and select

the cell containing the input value you want to change.


Using Goal Seek

6. Click OK. The Goal Seek Status dialog box is displayed with the new value of the formula. In the background, the worksheet displays changed values for both the formula and input cells.

7. Click OK to accept the result. The cell whose value you have chosen to vary will change to the calculated value and the formula will display the new result.

8. Click Cancel in the Goal Seek Status dialog box to retain the old values.


Using the Solver

Solver helps you determine the inputs which will produce a known formula result. You can specify multiple inputs and set boundary conditions.The Solver is a Microsoft Excel 2003 add-in and has to be installed before it can be used.

1. Select the formula cell.2. Click ToolsSolver. The Solver Parameters dialog

box is displayed.3. Select the constraint on the result using the Equal To

options and typing the value in the associated text box.4. Click in By Changing Cells and select the input cells

to be changed. 5. To set a constraint, click Add. The Add Constraint

dialog box is displayed.


Using the Solver

6. Click in Cell Reference and select the cell for which a constraint is to be set and specify the constraint values.

7. Repeat steps 5 and 6 for to add more constraints.8. Click OK to close the Add Constraint dialog box. The

constraints are displayed in the Subject to the Constraints list.

9. Click Solve. The Solver Solution dialog box is displayed and the results are displayed in the selected worksheet cells.

10. By default the Keep Solver Solution option is selected in the Solver Solution dialog box. To discard the solution, select the Restore Original Values options.

11. Click OK.


Working with Scenarios

Scenarios let you save the result of what-if analysis for future reference.

1. Click ToolsScenarios. The Scenario Manager dialog box is displayed.

2. Click Add. The Add Scenario dialog box is displayed.3. Type a Scenario name. 4. Click in the Changing cells box and select the cells to

be changed.5. Click OK. The Scenario Values dialog box is

displayed. 6. In the Scenario Values dialog box, type the values you

want for the changing cells. 7. Click OK.


Working with Scenarios

8. Repeat steps 2 to 7 to add more scenarios. All scenarios are listed in the Scenarios list of the Scenario Manager dialog box.

9. To view a scenarios:

a. Select the scenario name in the Scenario Manager dialog box.

b. Click Show.

10. To compare scenarios:

a. Click Summary. The Scenario Summary dialog box is displayed.

b. Click OK.


Working with Pivot Tables

1. Click ToolsDataPivotTable and PivotChart Report. The PivotTable and PivotChart Wizard – Step 1 of 3 is displayed.

2. Select Microsoft Office Excel list or database.

3. Select PivotTable.

4. Click Next. The PivotTable and PivotChart Wizard – Step 2 of 3 is displayed.

5. Select the data Range.


Working with Pivot Tables

7. Click Next. The PivotTable and PivotChart Wizard – Step 2 of 3 is displayed.

8. Select New worksheet.

9. Click Finish. A blank PivotTable with the PivotTable Field List pane is displayed.

10.Drag and drop the required fields into the various areas of the PivotTable.

11.Use the options on the PivotTable toolbar to customize the PivotTable.


Auditing

Auditing enables you to trace relationships between various cells.

1. Click the cell whose relationships you want to chart.

2. Click ToolsFormula AuditingShow Formula Auditing Toolbar. The Formula Auditing Toolbar is displayed.

3. Use the various toolbar buttons to: Trace relationships between formulae. Highlight invalid data.


Protecting the sheet

Protection allows you to decide what aspect of a workbook or worksheet can be changed by users.

• Microsoft Excel enables you to: Protect the workbook structure. Protect an entire sheet. Allow selective editing of a sheet.


Protecting a workbook

Protecting a workbook prevents users from deleting, renaming, moving or copying sheets.

1. Click ToolsProtectionProtect Workbook. The Protect Workbook dialog box is displayed.

2. Specify a Password.

3. Click OK. The Confirm password dialog box is displayed.

4. Retype the password.

5. Click OK.


Unprotecting a workbook

1. Click ToolsProtectionUnprotect Workbook. The Unprotect Workbook dialog box is displayed.

2. Specify the Password.

3. Click OK.


Protecting a sheet

1. Select the worksheet to be protected.

2. Click ToolsProtectionProtect Sheet. The Protect Sheet dialog is displayed.

3. Specify a Password to unprotect.

4. From the Allow all users of this worksheet to list, select the items users can change.

5. Click OK. The Confirm password dialog box is displayed.

6. Retype the password.

7. Click OK.


Unprotecting a sheet

1. Click ToolsProtectionUnprotect Workbook. The Unprotect Sheet dialog box is displayed.

2. Specify the Password.

3. Click OK.


Printing

• A demo………


Q&A

Mastering MS Excel 2003

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