Ms Excel_2007 by Ilyas

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BASIC COMPUTING SKILLS

EXCEL 2007

25th - 26th June, 2013

M. Ilyas

M.I l y a s

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

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.

M.I l y a s

RECOGNISE EXCEL SCREEN ELEMENTS

M. Ilyas

RECOGNISE EXCEL SCREEN ELEMENTS

M. Ilyas

SCREEN ELEMENTS

Quick Access

Toolbar

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

VIEW/DELETE COMMENTS

CLEAR CONTENTS, FORMATS AND COMMENTS

THE FILL H ANDLE

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.

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.

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]

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 ####.

INSERT AND DELETE CELLS, ROWS, COLUMNS OR SHEETS

Press [CTRL][SHIFT][+]

19Press [CTRL][SHIFT][-]

FORMAT PAINTER

The Format Painter is a tool that you can useto copy all formats from one area of theworksheet to another.

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

MULTIPLE WORKSHEETS

When you create a new workbook, there are multiplepages within that workbook called worksheets.

Press [CTRL][PAGE DOWN] to move to the next sheet, or

[CTRL][PAGE UP] to move to the previous sheet.

GROUPING WORKSHEETS

Whenever you select more than one worksheet, Excelconsiders those sheets to be grouped and switches group

mode on accordingly.

FILL DATA ACROSS WORKSHEETS

You can copy data to the same position on multiple sheets using the Fill command.

PROTECT WORKSHEET DATA

Protected sheets can allow access to some cells but notothers. Those that are unavailable cannot be edited,

formatted or cleared.

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.

PROTECT WORKSHEET DATA

UNPROTECT WORKSHEET DATA

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

MATHEMATICAL OPERATORS

Addition +

Subtraction -Multiplication *

Division /

Exponentiation ^

EVALUATION ORDER OF

MATHEMATICAL OPERATORS

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.

AUTOSUM FUNCTION

CELL REFERENCES

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ABSOLUTE AND RELATIVE REFERENCES

Relative cell addressing allows the cells toadjust accordingly “relative” to the location

where they are being moved or copied or filled.

ABSOLUTE AND RELATIVE REFERENCES

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.

ABSOLUTE REFERENCES EXAMPLE

VIEWING FORMULAS

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.

FUNCTIONS

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.

Excel’s tabular layout makes it an ideal tool touse for managing lists of data.

SORTING LIST DATA

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

MULTI LEVEL SORT

Where you have lists with lots of columns and rows,

you may need to sort by more than one column.

SUBTOTALS

Excel can automatically add subtotals to a list of data.

if you wanted to see subtotals for the revenue generated per product

ADD SUBTOTALS

REMOVE SUBTOTALS

Assignments

M.I l y a s

Ms Excel_2007 by Ilyas

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