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Computer Department

Computer Sheet for Prep Two

Second Term 2014 / 2015

Explanation

Name:………..…………………………………..………..….….

Class:………………………..……………………………………

……..….….

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Chapter 10

Introduction to MS Excel 2003

Introduction to Microsoft Excel 2003:

MS Excel is an application program.

MS Excel is the most famous spreadsheet program.

We can use it mainly for calculations.

The advantages of using MS Excel:

MS Excel can perform calculations well so that it used inside banks. The results changed automatically when the values changed. Excel can represent data in a form of charts. Excel contains many built-in functions which used in calculations. Helps us to enter data easily and also edit it when we need. We can print a hard copy when we need.

Data types inside MS Excel:

Text (letters & symbols). Numbers. (0 – 9) Date. (9/2/2015) Time. (08:23:18 PM) or (20:23:18) (12 & 24 systems) Formulas. (=5*3^8)

The construction of MS Excel program:

Cells Cells Cells

Work Book

Sheet1 Sheet2 Sheet3

Columns Rows

Columns Rows

Columns Rows

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Excel files known as workbooks. Workbook is the place where we can enter data to save it inside files. The first workbook takes the default name (Book1)

Workbook contains by default 3 worksheets. Worksheets are looks like tables. Worksheets composed from columns and rows.

Book1 composed by default from 3 worksheets by the names (Sheet1, sheet2 and sheet 3).

The number of work sheets able to be increased or decreased as we like.

Each worksheet contains vertical columns.

Columns take letters from (A till IV) in each worksheet.

The number of columns in each worksheet is (256) columns. (28)

Each worksheet contains horizontal rows.

Rows take numbers from (1 till 65536) in each worksheet.

The number of rows in each worksheet is (65536) rows. (216)

Notice: 256 × 256 = 65536

Cells composed from the intersection between columns and rows.

A cell takes its name from (the letter of the column + the number of

the row). As (A1, B50, IV8, E600, DD200, ………….and so also)

Active cell is the cell that framed (outlined) with bold outline and its

name appears inside the formula bar (name box).

Each worksheet contains only one active cell where we can type now.

Workbooks

Worksheets

Columns

Rows

Cells

Active cell

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How to open MS Excel 2003:

1) Start. 2) All programs. 3) Microsoft office. 4) Microsoft Excel 2003.

Or: D-click on MS Excel icon which placed on the desktop.

MS Excel window interface (components) ( 11 ):

1) Title bar - Placed at the top of the window, contains 3 control boxes, program logo, program name and current workbook name.

2) Menu bar - Contains a set of menus like (File – Edit -…..etc). - Each menu contains a set of orders.

3) Standard toolbar - Contains a set of the most common orders as a form of icons like (new – copy – cut)

4) Formatting toolbar - Contains a set of the most common orders which used in formatting as a form of icons.

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Name box: the place where active cell’s name displayed. Formula box: Where we can type the formula. Right mark: To accept the formula. False mark: To cancel (refuse) the formula. Functions: To get a function like (sum, max, ……etc)

10) Worksheets - Three worksheet names which placed on Book1.

11) Navigation buttons - To move between worksheets.

- To return to the first worksheet.

- To move to the last worksheet.

- To return to the previous worksheet.

- To move to the next worksheet.

5) Scroll bars - To show the hidden parts of the worksheet. - Two scrollbars (horizontal & vertical)

6) Statues bars - At the bottom of the window.

7) Columns - Vertical columns take letters from (A till IV).

8) Rows - Horizontal rows take numbers from (1 till 65536).

9) Cells - The intersection between columns and rows makes cells.

4) Formula bar - Formula bar found only inside MS Excel.

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Moving inside the worksheet(s):

Key(s) Task Key(s) Task

Cell Up + The first cell in the column

Cell down + The last cell in the column

Cell right

+ The last cell in the row

Cell left

+ The first cell in the row

+ To the first

cell (A1) The first cell in the row

Screen up

+ Previous worksheet

Screen down

+ Next worksheet

Edit (Modify) cell contents: (2 ways)

Double click over the cell or Press F2 from the keyboard.

Accept the entered formula:

Click (Enter) key from the keyboard. Or Right mark from formula bar. Cancel the entered formula:

Click (ESC) key from the keyboard. Or false mark from formula bar.

Save & Save as

Save To save changes. Ctrl + S File - save

Save as To save for the First time. F12 File – save as

Close & Exit

Exit To exit MS Excel. File – Exit

Close Close the workbook.

Red X in title bar

File - close X in menu bar

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Chapter 11

Dealing with Worksheets

Introduction: In chapter 11 we will study (5 points):

Fill series.

Select [cell(s) – Row(s) – Column (s) – Worksheet]

Copy, cut and paste. Insert [cell(s) – Row(s) – Column (s) – Worksheet]

Delete [cell(s) – Row(s) – Column (s) – Worksheet]

Fill series (Automatic complete)

MS Excel provides us with many pre-saved lists which names (Custom lists). Custom lists already built-in inside MS Excel program. Custom lists help us to fill a list of sorted items automatically and speedily. Custom lists like (Months – Days – years - ……etc)

Auto-fill handle:

We can use auto-fill handle in fill series. Auto-fill handle placed in the lower left corner in each cell. We can also use auto-fill handle to copy data and formulas. Auto-fill handle can be used only in stacked cells inside (columns or rows). We just type item(s) and use auto-fill to fill a list of sorted items.

Select [cell(s) – Row(s) – Column (s) – Worksheet]

To make any changes inside Excel we must select (cells – columns – rows) first.

To select a cell: just single click over it. To select a column: click on the head (Letter) of the column. To select a row: click on the head (number) of the row. To select worksheet: click (CTRL + A) from the keyboard.

Or click the cell which in the upper left corner.

To select adjacent cells, rows or columns: Use (Shift) key

To select non-adjacent cells, rows or columns: Use (CTRL) key

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Copy, cut and paste.

We can copy or cut cell(s) contents then paste it by: 1) Select the cell(s) (range) that we want to copy or cut its contents.

2) Open Edit menu then select (Copy or Cut). 3) Select another range.

4) Open Edit menu then select Paste.

OR use the icons which placed in the standard toolbar.

Insert [cell(s) – Row(s) – Column (s) – Worksheet]:

a) To insert a new worksheet:

Open Insert menu. Select Worksheet.

Example: - To insert a worksheet before (Sheet2), Activate sheet2 then from Insert menu select Worksheet.

b) To insert a new column:

Select the column where the new column will replace it. Open Insert menu. Select Column.

Examples: - To insert a column before column (B), select column (B). - To insert a column between (A) and (B), select column (B). - To insert a column after column (B), select column (C).

Take care: - To insert three columns before columns (A, B and C), select

columns (A, B and C), then from Insert menu select Columns.

c) To insert a new Row:

Select the row where the new row will replace it. Open Insert menu. Select Row.

Examples: - To insert a row before row (2), select row (2). - To insert a row between (8) and (9), select row (9). - To insert a row after row (10), select row (11).

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Take care: - To insert three rows before rows (1, 2 and 3), select rows (1, 2 and 3), then from Insert menu select Rows.

d) To insert a new cell:

Select the cell where the new cell will replace it. Open Insert menu. Select Cells.

Example: - To insert a new cell instead of cell (B2), select (B2). - The old cell (B2) can be moved down. - The old cell (B2) can be moved right. - The column (B) can be moved right. (Entire column) - The row (2) can be moved down (Entire row) Take care: - To insert three new cells, select three cells then from Insert

menu select Cells. Delete [cell(s) – Row(s) – Column (s) – Worksheet]

a) To delete a worksheet:

Activate the worksheet. Open Edit menu. Select Delete sheet.

b) To delete [Cell(s) – Row(s) – Column(s)]:

Select [cell(s) – Row(s) – Column(s)]. Open Edit menu. Select Delete.

Take care: - When we insert or delete (Rows – Columns – Cells), the

number of (Rows – Columns – Cells) still stable.

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Chapter 12

Format cells

Introduction: In chapter 12 we will study (4 points):

Rename worksheet. Hide or show [column(s) – Row (s)]

Set the column’s width & row’s height. Format cells.

Rename[Worksheet] : (Two methods)

a) Right click over worksheet tab then click (delete) from shortcut menu.

b) Type the new name.

Or a) From Format menu select Sheet then Rename. b) Type the new name.

Hide [column(s)]:

a) Select the column(s). b) From Format menu select Column then Hide.

OR a) Right click over the column(s).

b) Select Hide from the shortcut menu.

Hide [Row(s)]:

a) Select the row(s).

b) From Format menu select Row then Hide.

OR a) Right click over the row(s).

b) Select Hide from the shortcut menu.

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Unhide [column(s)]:

a) Select a column before and a column after the hidden column. b) From Format menu select Column then Unhide.

OR a) Select a column before and a column after the

hidden column. b) Right click over them.

c) Select Unhide from the shortcut menu.

Example: to unhide the column (D), select the columns (C) and (E).

Unhide [Row(s)]:

a) Select a row before and a row after the hidden row.

b) From Format menu select Row then Unhide.

OR a) Select a row before and a row after the hidden row. b) Right click over them.

c) Select Unhide from the shortcut menu.

Example: to unhide the row (2), select rows (1) and (3). Set the column’s width & row’s height.

Set the column’s width: (3 ways)

1) Select the column or a cell inside it.

2) From Format menu select Column then select Width.

3) Set the width value as we want.

Or From shortcut menu select Column width. Or we can set column width manually by mouse.

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Set the Row’s height: (3 ways) 1) Select the Row or a cell inside it.

2) From Format menu select Row then select Height.

3) Set the Height value as we want.

Or From shortcut menu select Row Height.

Or we can set Row’s height manually by mouse. Take care: we can set auto-fit size to any column by double click over the

right border (edge) of the column. Format cells.

We can set many format styles over cells and its contents. (2 ways) 1) Select the cell(s).

2) From Format menu select Cells. 3) Format cells dialogue box will opened.

Or Right click over cell(s) then select Format cells. Format cells dialogue box contains 6 tabs:

(1) Numbers tab:

By using this tab we can control

(number – data – time – currency)

styles from category.

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(2) Alignment tab:

By using this tab we can control (text

alignment – orientation – merge cells –

text direction).

Take care: Merge cells means remove

the borders between cells.

(3) Font tab:

By using this tab we can control font

(color – type – size – style)

(4) Border tab:

By using this tab we can set a border to

the selected cells.

(5) Patterns tab:

To set a shadow style for the selected

cells.

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Chapter 13

Formulas

Introduction: In chapter 13 we will study (7 points):

The advantages of using formulas. Copy formula. Edit formula. Using numbers inside the formula: Using cell references (addresses) inside the formula: Functions (Sum – Average – Max – Min – CountA)

The priorities of mathematical operators.

The advantages of using formulas.

Using formulas makes calculations easier and faster.

We can use mathematical operators inside the formula (+, - , *, /).

The formula result re-calculated automatically when the values changed.

Excel contains many built-in functions used inside the formula.

Any formula must starts with equal (=) sign.

We can type the formula inside the active cell direct or inside the

formula box.

To accept the formula press (Enter) or check right mark.

To refuse the formula press (ESC) or check false mark.

The result (value) appears inside the cell, and the formula appears

inside the formula box.

Copy formula.

We can copy a formula using Copy order from Edit menu or copy icon.

We can also copy the formula using auto-fill handle.

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Edit formula.

We can edit a formula after inserting it by double click the cell.

Or we can also press F2 from the keyboard.

Using numbers inside the formula:

We can use numbers direct inside the formula.

This type of formulas get calculated just one time only.

Using cell references (addresses) inside the formula:

We can use cell references inside the formula.

This type of formulas get calculated each time the values changed.

The priorities of mathematical operators.

( ) Then ^ Then [* or /] then [+ or -] Functions (Sum – Average – Max – Min – CountA)

Excel contains many built-in functions used inside the formulas. Each function preforms a special task and gives the result.

We can type the function by the keyboard or using F(x) button from formula bar.

The general style for typing a formula is:

If the formula typed incorrect an error message will be displayed.

Function Usage Example Result Sum To get the sum (addition) = Sum(A1 : C1) 12 Max To get the highest value = Max (A1 : C3) 18 Min To get the lowest value = Min (A1 : C3) 2

Average To get the median value = Average (A2 : C2) 10 CountA To count the full cells = CountA(A1:C3) 9

= Function (cell range)

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Chapter 14

Charts

Introduction: In chapter 14 we will study (5 points):

Charts inside MS Excel. Chart types available inside MS Excel. Chart wizard. Edit chart. Remove chart.

Charts inside MS Excel.

Excel can represnts data in a form of chart.

Representing data in a form of charts gives us a good visual explaination.

Chart types available inside MS Excel.

Excel provides us with two main chart styles (2D & 3D) (Dimensions)

We can select any style that we want from availiable styles.

Chart wizard: [4 Steps]

To insert a new chart, select a data range.

From Insert menu select Chart.

Or Chart icon form standart toolbar.

Chart wizard will be displayed.

(1) Chart type:

- We can select a style

(2D or 3D).

- Press and hold to view

sample.

- Press next to get the

next step.

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(2) Chart Source data:

- To select or change data range.

- Press next to get the third step.

(3) Chart options:

- To set the chart title.

- To set X axis title.

- To set Y axis title.

- Press next to get the last step.

(4) Chart Location:

- To choose if we want to put the

chart in the same data work

sheet.

Or in a new (existence) sheet.

- Click finish to end the wizard.

The new chart will be displayed in the place where we selected in the last step.

Chart toolbar will shown beside the new chart.

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Take care: To display chart toolbar, open View menu then select Toolbars then check Chart.

Edit chart. We can edit the chart after inserting it using one of:

(A) Chart menu (which shown instead of Data menu)

we can access to any wizard steps.

(B) Using chart toolbar.

(C) Using chart shortcut menu.

Remove chart. Select the chart.

Press Delete key from the keyboard.

Take care: The chart still linked to the values, when values changed the chart automatically changed.

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Chapter 15

Print

Introduction: In chapter 15 we will study (3 points):

Page setup. Print preview. Print.

Page setup.

Page setup is very important step before printing the Excel files.

We can setup the page before or after typing the data.

To open page setup the page:

(1) Open File menu.

(2) Select page setup.

(3) A dialogue box will be displayed as shown:

Page tab:

(1) Set the orientation

Portrait & landscape.

(2) Scaling.

(3) Paper size.

(4) Print quality.

(5) First page number.

Margins tab:

(1) Set the values of six

margins.

(2) Center data vertically or

horizontally.

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Header and Footer tab:

(1) To set a header and

footer for all pages.

(2) We can use custom

header or custom footer.

(3) We can insert page

numbers, data and

time.

Print preview:

We can preview the document before printing it to discover errors, save

ink, save paper and so also.

To preview the document:

(1) Open File menu.

(2) Select Print preview. Or print preview icon from

standard toolbar.

(3) Print preview window will be displayed:

Print the workbook:

From File menu select Print Or Print Icon Or CTRL + P

(1) Printer name.

(2) Print range.

(3) Print what.

(4) Copies.

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With our best wishes

Computer Staff