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BASIC COMPUTING SKILLS
EXCEL 2007
25th - 26th June, 2013
M. Ilyas
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M.I l y a s
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INTRODUCTION EXCEL 2007
It is a powerful spreadsheet application to
produce tables containing calculations and
graphs. These can range from simple formulaethrough to complex functions and
mathematical models.
The files you create using Excel are called
Workbook
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LAUNCH EXCEL 2007
Start Button All Programs MS Office Group
Double Click on any File created in Excel 2007
Double Click excel shortcut on the Desktop, if
present.
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RECOGNISE EXCEL SCREEN ELEMENTS
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RECOGNISE EXCEL SCREEN ELEMENTS
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SCREEN ELEMENTS
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Quick Access
Toolbar
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MOVING AROUND
The mouse is good if you want to move smalldistances.
Scrolling
You can select a cell by moving around with your
cursor keys.
Make a cell active by clicking in the FORMULA BAR
or by pressing the F2 key
You may click on any sheet tab to go to that sheet
Press [CTRL][PAGE DOWN] to move to the next sheet,
or [CTRL][PAGE UP] to move to the previous sheet.
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USEFUL KEYS FOR MOVING
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DATA ENTRY & EDITING
Select the cell where data needs tobe entered
Type the desired data and press
enter.Press [ESC], if enter key is not
pressed, to cancel entry.
To edit entered data, press F2 key orclick in the cell/formula bar.
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ADDING COMMENTS TO A CELL
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VIEW/DELETE COMMENTS
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CLEAR CONTENTS, FORMATS AND COMMENTS
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CLEAR CONTENTS, FORMATS AND COMMENTS
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THE FILL H ANDLE
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To clear cell contents withthe fill handle: Select the cells whose
contents you want toclear.
Position your mouse overthe fill handle to displaythe black plus.
Drag the fill handle backover the selected cells.Release the mouse whenall cells have beenincluded.
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USEFUL INFORMATION
To scroll long distances hold down the [SHIFT]key while dragging the scroll box.
You can enter the current date into a cell bypressing [CTRL][;].
If you want to break a line within a cell, press[ALT][RETURN].
Select Cells To Limit Data Entry.
Select Cells For Multiple Entry with [CTRL] key.
Type the entry – it will initially appear in the active
cell. Press [CTRL][RETURN] for same entries in all
selected ranges.
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MOVING AND COPYING DATA
Cut, copy and paste.Shortcut keys
Drag And Drop
Shortcut MenusMoving And Copying Between Worksheets
Moving And Copying Between Files
[SHIFT] and [SHIFT] [CTRL]
[ALT] and [ALT][CTRL]
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FORMATTING COLUMNS AND ROWS
Excel has some formats
that apply themselves towhole columns and rows
Multiple Columns/rowWidth/Height with mouse
AutoFit a column/Row default column/Row
width/Height
If the column o f a cel l is
too narrow to disp lay thenumbers, Excel disp lays
the cell w ith ####.
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INSERT AND DELETE CELLS, ROWS, COLUMNS OR SHEETS
Press [CTRL][SHIFT][+]
19Press [CTRL][SHIFT][-]
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FORMAT PAINTER
The Format Painter is a tool that you can useto copy all formats from one area of theworksheet to another.
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If you want to keep cel l con tents bu tremove al l the formatt ing from those cel ls,c l ick on the eraser on the home r ibbonand clear form ats
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MULTIPLE WORKSHEETS
When you create a new workbook, there are multiplepages within that workbook called worksheets.
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Press [CTRL][PAGE DOWN] to move to the next sheet, or
[CTRL][PAGE UP] to move to the previous sheet.
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GROUPING WORKSHEETS
Whenever you select more than one worksheet, Excelconsiders those sheets to be grouped and switches group
mode on accordingly.
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FILL DATA ACROSS WORKSHEETS
You can copy data to the same position on multiple sheets using the Fill command.
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PROTECT WORKSHEET DATA
Protected sheets can allow access to some cells but notothers. Those that are unavailable cannot be edited,
formatted or cleared.
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By default, all cells in a worksheet are locked and does not
have any effect on data entry and editing until you switchon the worksheet protection.
Unlock the selected cells first, then Protect Worksheet.
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PROTECT WORKSHEET DATA
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UNPROTECT WORKSHEET DATA
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FORMULAE In a spreadsheet, values often need to be
added, subtracted, multiplied and divided.
A self made expression is developed forcalculation.
Excel recognizes formulae because they arepreceded by an equals sign (=).
Formulae are limited to 1024 characters only
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MATHEMATICAL OPERATORS
Addition +
Subtraction -Multiplication *
Division /
Exponentiation ^
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EVALUATION ORDER OF
MATHEMATICAL OPERATORS
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FUNCTIONS
Excel comes with its own built-informulae known as functions.The name of the selected function tells
Excel what you want to do and thearguments generally tell Excel where the
data is that you want to calculate.
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AUTOSUM FUNCTION
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CELL REFERENCES
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ABSOLUTE AND RELATIVE REFERENCES
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Relative cell addressing allows the cells toadjust accordingly “relative” to the location
where they are being moved or copied or filled.
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ABSOLUTE AND RELATIVE REFERENCES
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You may want to reference a value in a single cell
to do calculations on several different cells. To dothis, you must make the cell reference absolute.
To make a cell absolute you enter a dollar sign in
the cell reference.
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ABSOLUTE REFERENCES EXAMPLE
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VIEWING FORMULAS
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CREATING MULTIPLE WORKSHEETS AND
ADDING 3D REFERENCES
1. Start your formula using the = symbol
2. Use your mouse to locate and click the cell you
would like to include in the formula.
3. Include any needed mathematical symbols.4. Hit Enter when you are done. Excel inserts the
appropriate code for you.
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FUNCTIONS
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FUNCTIONS
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AUDITING FORMULAS The best way to see if your formulas are pulling values from the correct
cells is to activate the Formula Auditing toolbar and then turn on arrows
Trace Precedents: Cells that feed into the formula
Trace Dependents: Cell that depend on this formula.
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LISTS
Excel’s tabular layout makes it an ideal tool touse for managing lists of data.
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SORTING LIST DATA
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Quick Sort
i) Click in the column you wish to sort byii) DO NOT HIGHLIGHT ANY DATA
iii) Go to the DATA ribbon and the SORT & FILTER group.
iv) Click on the QUICK SORT buttons ascending or
descending
v) Data should now be sorted
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MULTI LEVEL SORT
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Where you have lists with lots of columns and rows,
you may need to sort by more than one column.
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SUBTOTALS
Excel can automatically add subtotals to a list of data.
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if you wanted to see subtotals for the revenue generated per product
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ADD SUBTOTALS
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ADD SUBTOTALS
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REMOVE SUBTOTALS
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Q & A
Assignments
hanks
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M.I l y a s