MS EXCEL NOTES

8/7/2019 MS EXCEL NOTES

1/37


2/37

Getting Familiar with Main Screen Parts

ActiveCellFormulaBarCellName

SelectAllButton

Row

Column

SheetTab ZoomCursor

MicrosoftExcel2007 AdvanceCourse@DABS


3/37

Types of Data Three Main Types

Labels Values Date/Time

, ,identifying columns of data.

Labels can contain letters and numbers.

By default, labels are left aligned in a cell.

A Value contains numbers and can be used in calculations. Bydefault, values are right aligned in a cell.

Date/Time data is a date or the time entered into a cell. Sometimes dates are combined with numbers and are also considered to be values

instead of a separate type of data. B default, date/time data is ri ht ali ned in a cell.



4/37

Entering Data

Speeding up Data Entry

Use the mouse for smaller data sets

Click on the cell where you want the data to go. Type your data into the cell.

Press the ENTER/ TAB/ ARROW key

Using AutoComplete to Enter Data

When entering labels down a column, if you begin typing text that has,

previous entry in the cell. If you want to reenter the same text, press the Enter key and Excel enters the text for

you.

If you are entering a different label, continue typing and the AutoComplete box will goaway.

Limitations of AutoComplete It only works for data being entered in columns - it will not work if `you are entering

text across a row

It only works for columns of continuous data.MicrosoftExcel2007 AdvanceCourse@DABS


5/37

Editing Cells in Excel

Change Complete Cell Contents Click on the cell, type over the existing entry, and press the ENTER key on the

Change Part of the Cell ContentsMethod 1

.

Click on the data in the formula bar.

Delete the part to be changed and type in the new data.

Press the ENTER key.

Method 2

Double click on the cell.

Edit the part of the cell you want to change.

Press the ENTER key.

Method 3

Press F2 on the active cell.

Move the cursor using Left/ Right Arrow key and Edit the part of the cell you want tochange.

Press the ENTER key.MicrosoftExcel2007 AdvanceCourse@DABS


6/37

Moving around the Spreadsheet Home key: moves the active cell highlight to column A without changing rows.

Ctrl + Home keys: moves the active cell highlight to cell A1.

Ctrl + End keys: moves the active cell highlight to the last cell of the spreadsheet

containing data.

spreadsheet without changing columns

Ctrl + Up Arrow keys: moves the active cell highlight to the first row of the

spreadsheet without changing columns.

Ctrl + Page Down keys: moves the active cell highlight to the next sheet of the

.

Ctrl + Page Up keys: moves the active cell highlight to the previous sheet of the

spreadsheet

Tab: Moving to right direction

Shift-Tab: Moving backwards/ left directionMicrosoftExcel2007 AdvanceCourse@DABS


7/37

Selecting Entire Row/ Column

Selecting Entire Row : Shift + Space

Selecting Entire Column : Ctrl + Space



8/37

Inserting Rows and Columns

.

Insert Additional Row

Alt-I-R

You can right click on Row heading and Use Insert Option

Insert Additional Column

- -

You can right click on Row heading and Use Insert Option

Insert/ Rename/ Move Worksheet

Insert / Copy Worksheet

Using Right Click on the worksheet title

Rename Worksheet

Double Click on the worksheet title to rename



9/37

Percent, Comma, Date, Currency

Bold, Font Type, Font Colour, Underline Cell Formatting

Colour, Border



10/37

Use Appropriate Titles

Avoid using Large Row/ Column Headings

Use Appropriate Font Size

Recommended 10/11/12

Ali n Text

Horizontal: Left/ Center

Wrap Text if required



11/37

Repeats last command within the worksheet

rows/ columns

Copying formatting (color, font size, numberformat, etc.) of particular cell or last formatted cellto other cells



12/37

Number Formatting

Use Comma Separators

Use Decimals ( max. up to 2 places) in case of Financial Analysis

Outline the array of data with Slightly Thicker Border

Maintain consistent Row Hei ht and Column Widths to

the extent possible



13/37

Used to ut remarks for articular cell

Shortcut Key - Shift F2

the toolbar



14/37

labels or column headings/ labels

one needs to scroll up/ down or left/ right for

checkin the heads

Accessible through View option in the



15/37

other user from changing particular cells or

Accessible through Review option in the



16/37


17/37

Useful for selecting data sets (or row) based onpart cu ar cr ter a

Filtering as per column entries

e ect ata a ong w t co umn ea ngs

Text Filter/ Number Filter

Multiplication, etc.) on filtered content



18/37

columns Especially useful for separating text content so as to

further apply filtering or other tools

e.g.: Data set of different mobile models



19/37

Bar/ Column Charts, Line Charts

Pie Chart Distribution

Scatter Chart



20/37

Data Labels in Center or Outside End depending on

Space available in Chart

Legend at the Bottom of Chart

Choose Data Label Font Color based on Chart Style

E.g.: White color font if the Pie color is dark blue

Choose Appropriate Scale for the Axis Do we always need Y-axis in Column chart?

Do we need gridlines ?



21/37

Using the Excel chart in PowerPoint/ Word

Use border for the chart

Chart title can also be written in a separate box above the graph



22/37

Technique to format cells based on one or more rules

sua y exp ore an ana yze a a co ec e n an exce

worksheet, detect critical issues, and identify trends,atterns and exce tions

Formatting rules

Based on cell values ase on ex con en s

Top/ bottom ranked values, above/ below average values

Unique/ duplicate values

Based on formula



23/37

Data Bars Colour Scales

Icon Sets



24/37

Use of references while linking cells

Types

Cell reference will not change no matter where you put the formula($A$1)

Relative references

Cell reference will change both by row and column (A1) Mixed references

To change reference by rows and keep column constant ($A1)



25/37

For changing reference type

Go to cell where the formula or link is done Double-click that particular cell OR Press F2

or Go to Formula Bar

ress or c ang ng re erence



26/37


27/37

Logical Functions

Returns only two values TRUE or FALSE

LogicalFunction

Format TRUE FALSE

IF=IF(logical_test, value_if_true,

value_if_false)Depending ontest Depending ontest

AND= og ca , og ca ,

logical3,.)

a argumen s

areTrue

oneormore

argumentisFalse

=OR(logical1,logical2,If anyargumentis

Ifallarguments

logical3,.)rue

areFalse

NOT =NOT(lo ical)ChangesTrue to ChangesFalseto

a se rue



28/37

Mathematical Functionsunc on orma se

AVERAGE =Average(n1,n2,n3) Returnstheaveragevalues ofnumber

selected

, , ..

EVEN =Even(number) Returns immediately

next

even

numberODD =Odd(number) Returns immediatelynextoddnumber

POWER =Power num er,power Returnst eresu to agivennum erraise to

agivenpower

PRODUCT =Product(n1,n2,n3) Returnsmultiplicationofvalues

=

RANDBETWEEN =Randbetween(bottom,top) Returnsarandomnumberbetweentwogiven

integers

ROUND =Round(number,numberofdigits) Roundsanumberupordown,toagivennumberofdigits

SIGN =Sign(number) Returns 1or 1forpositiveandnegativesign

SUMPRODUCT =Sumproduct(array1,array2,..) Returnsthesumoftheproductsof

correspondingvaluesintwoormoresupplied

arrays MicrosoftExcel2007 AdvanceCourse@DABS


29/37

Functions Format Use

DAYS360 =DAYS360(start_date,end_date)Calculatesthenumberofdaysbetween2dates,basedona360

NOW =NOW() Returnsthecurrentdate&time

Returnsatime,fromausersupplied= , ,

hour,minuteandsecond

TODAY =TODAY() Returnstoday'sdate

YEARFRAC =YEARFRAC(start date,end date) Calculates

the

fraction

of

the

year

representedbythenumberofwhole

daysbetweentwodates



30/37

Text Functions

CHAR =CHAR(number)Returnsthecharacterthatcorrespondstoa

suppliednumericvalue

CODE =CODE(text)

ofasuppliedstring/ text

CONCATENATE=CONCATENATE(text1, text2,

text3..)Joinstogethertwoormoretextstrings

EXACT =EXACT(text1, text2)

Testsiftwosuppliedtextstringsareexactlythe

sameandifso,returnsTRUE;Otherwise,returns

FALSE (casesensitive)

LOWER =LOWER(Text)onvertsa c aracters nasupp e textstr ngto

lowercase

PROPER =PROPER(Text)Convertsallcharactersinasuppliedtextstringto

propercase

REPT =REPT(Text,Number oftimes) Returnsastringconsistingofasuppliedtext

string,repeatedaspecifiednumberoftimes

=Removesduplicatespaces,andspacesatthestart

andendofatextstring

UPPER =UPPER(Text)

Convertsallcharactersinasuppliedtextstringto

uppercaseMicrosoftExcel2007 AdvanceCourse@DABS


31/37

TRANSPOSESelectcells>>Enter Function

Transpose(array ofcells) infirstPerformsatranspose

transformationonaran eofcellsce >> tr + t+ nter

INDEX

=Index (Array,Row_Num,

Col_Num)

or

Index

(Range,

Returnsareferencetoacell for

requested

rows

and

columns

within

_ , _ , _

VLOOKUP=Vlookup(lookup value,table

arra columnindexnumber False

Looksupasuppliedvalueinthe

firstcolumnofatable,andreturns

thecorres ondin valuefrom

anothercolumn



32/37

-

Name the list b selectin its ran e andwriting its name in the name box

Select the cell in which you want the drop

Click the "Data Validation" button".

value" and choose "List". Click inside the "Source" text field, and write

=[the name you gave to the list] Click OK



33/37


34/37



35/37

-

Scenario Mana er

Goal Seek Goal Seek is used when you know what answer you want, but

on now e exac gure o npu or a answer

First it needs some sort of formula to work with

e.g.: calculating total years for which money should be depositedin order to get X amount of return, as shown below

Title Value

n a epos e moun

Interest Rate 5%

Number ofYears 3?4?5?

Amountexpecte 100



36/37

-

how different input values affect the results of

Amount N=1 N=2 N=3 N=4

R=5%

R=7%

R=10%

R=12%



37/37

GOOD LUCK.

THANK YOU.

[email protected]

MS EXCEL NOTES

Documents

Transcript of MS EXCEL NOTES