Lec 6 [MS Excel OMT I (4th Monthly)]

8/6/2019 Lec 6 [MS Excel OMT I (4th Monthly)]

1/78

Office Mana ement Tool - I Institute of Management Sciences

Muhammad Shahzad AliLecture 6: Excel

L E C T U R E

6 MICROSOFTEXCEL


2/78



Microsoft Excel 2007 is an application that helps you

create complex and dynamic spreadsheets.

You can use this robust application to enter numerical

values or data into the rows or columns of aspreadsheet, and to use these numerical entries for

calculations, charts, formulas, statistical analysis, etc.


3/78



The Microsoft Office Excel 2007 is a member of the

Microsoft Office 2007 suite of programs.

It is a powerful tool for analyzing, sharing, and

managing information to help you make moreinformed decisions.


4/78



The first screen that you will see a new blank

worksheet that contains grid of cells.

This grid is the most important part of the Excel

window.

It's where you'll perform all your work, such as

entering data, writing formulas, and reviewing the

results.


5/78




6/78



Microsoft Excel 2007 Workbook and Worksheet

A worksheet is the grid of cells where you can type

the data.

The grid divides your worksheet into rows and

columns.

Columns are identified with letters (A, B, C ),

while rows are identified with numbers (1, 2, 3 ).

A cell is identified by column and row.

For example, B8 is the address of a cell in column B (the second

column), and row 8 (the eighth row).


7/78



A worksheet in Excel 2007 consists of 16,384 columns

and over 1 million rows.

The worksheets in turn are grouped together into a

workbook.

By default each workbook in Excel 2007 contains 3

blank worksheets, which are identified by tabs

displaying along the bottom of your screen.

By default the first worksheet is called Sheet1, the

next is Sheet2 and so on as shown on next slide.


8/78




9/78



Excel 2007 Screen Elements and it Functions


10/78



Office button:

When clicked, this button opens the Office menu, from

which you can open, save, print, and exit as well as

the Excel Options button that enables you to change

Excel's default settings.

Quick Access Toolbar:

A small toolbar next to the Office button contains

shortcuts for some of the most common commands

such as Save, Undo, and Redo buttons. You also can

customize quick access toolbar.


11/78



Ribbon:

A combination of old versions menu bar and toolbar,

arranged into a series of tabs ranging from Home

through View. Each tab contains buttons, lists, and

commands.

Name box:

Displays the address of the current active cell where

you work in the worksheet.

Formula bar:

Displays the address of the active cell on the left edge,

and it also shows you the current cell's contents.


12/78



Worksheet area:

This area contains all the cells of the current

worksheet identified by column headings, using letters

along the top, and row headings, using numbers along

the left edge with tabs for selecting new worksheets.

Sheet tabs:

Excel 2007 contains 3 blank worksheet tabs by default.

Click on the intended tab will go to the particular

worksheet.


13/78



Status bar:

Reports information about the worksheet and provides

shortcuts for changing the view and the zoom.

Zoom control:

Use to zoom the Excel screen in or out by dragging the

slider.


14/78



Customizing Status Bar Options in Excel 2007

Excel 2007 status barprovides you with additional

information when you select a range of cells.

This information included the status of the Num Lock,

Caps Lock, and Scroll Lock keys on your keyboard.

This bar keeps you informed of the program's current

mode and any special keys you engage, and enables

you to select a new worksheet view and to zoom in

and out on the worksheet.


15/78



However, you also can customize the status bar!

Customize the status bar in Excel 2007 and make the

overlooked status bar keep you up to date on the status

of certain items within your Excel spreadsheet.

To add options to the Status Bar

Right-click the Status Barto bring up the Customize

Status Barmenu.


16/78




17/78



Click to select the options you want, click again if you

do not want the item displayed.

When finished, click anywhere on the spreadsheet to

close the menu.

To remove options from the Status Bar

Right-click on the Excel status bar and click on anyoption that you wish to remove from the status bar.

The menu's options are enabled (selected) when a

check mark appears next to them and vice-versa.


18/78



How to Enter Data into Excel 2007 Worksheet?

To enter text into a worksheet

Select the cell in which you want to enter the text.

Type in the text/data into the cell.

Press the Enterkey. Text entries are left aligned by

default.


19/78



To enter numbers into a worksheet

Select the cell in which you want to enter a number.

Type in the number into the cell and press Enter.

If you want to enter a negative number, type a minus

sign in front of it or enclose it in parentheses (bracket),

e.g. -15 or (15).

To indicate decimal places, you type a full stop such

as 125.89.

The numbers will be right aligned by default.


20/78



To enter dates and times into a worksheet

Select the cell in which you want to enter the date or

time.

Type in the date or time. Separate the date with eitherhyphens (-) or slashes (/).

Press Enter.

To enter the current date, press Ctrl + ;

To enter the current time, press Ctrl + :


21/78



To speed up your data entry

Enter key: Pressing the key will enters the data and

moves the active cell highlight down to the next cell in

the current column.

Tab key: Pressing the key will enters the data and

moves the active cell highlight to the next cell in the

current row.


22/78



Arrow keys: Pressing the key will enters the data and

moves the active cell highlight to the next cell in thedirection of the specific arrow key pressed.

Esc key: Pressing the key will will cancels the current

data entry.


23/78



Changing the Excel Cell Color

To change the Excel cell color background

Highlight the cells that you want to alter.

We'll start with the cells A2 to B5.

From the Home tab, in the Font group, point to the Fill

Coloricon.

Click the arrow just to the right of the Fill Coloricon.

You'll see some colors appear:


24/78




25/78



Move your mouse over any of the colors and the cells

will change automatically.

You can then see what the new color looks like.

Click with the left mouse button to set the color you

want.

If you don't like any of the colors displayed, click on

More Colors option.


26/78




27/78



To change the text color

Highlight the text that you want to change color.

From the Home tab, in the Font group, point to theFont Coloricon.

Click the arrow just to the right of the Font Coloricon.

You'll see some colors appear.

Select a color just like you did for the background color

of the cell.


28/78



Discover the Excel 2007 Paste Special Secrets

Paste Special allows you to specify that only the

entries be copied (without the formatting) or that just

the formatting be copied (without the entries).


29/78



To use the Paste Special dialog box

Select the range of data you wish to copy.

On the Home tab, in the Clipboard group, click Copyicon.

OR press Ctrl+C.

Click the cell where you want to paste the range.


30/78



On the Home tab, in the Clipboard group, click the

down arrow of the Paste icon and click the PasteSpecial option.

From the Paste Special dialog box displayed, select

the necessary option from the Paste section:


31/78




32/78




33/78



In the Operation section, select the available suitable option.

For example, if you select the Add option, Excel adds the

corresponding values in the source range and the destination

range and replaces the destination range with the new values.

The Skip Blanks option prevents Excel from overwriting

cell contents in your paste area with blank cells from the

copied range.

It is useful if you're copying a range to another area but don't want

the blank cells in the copied range to overwrite existing data.


34/78



The Transpose option can change the orientation of

the pasted entries.

For example, if the original cells' entries run down the

rows of a single column of the worksheet, the

transposed pasted entries will run across the columns

of a single row.

M h d Sh h d AliL 6 E l


35/78



To use the Transpose option

Select the range of data you wish to copy and

transpose.

On the Home tab, in the Clipboard group, click Copy

icon.

OR press Ctrl+C.

Click the cell where you want to place the range.

On the Home tab, in the Clipboard group, click the

down arrow of the Paste icon and click Transpose.

M h d Sh h d AliL t 6 E l


36/78



Excel Cell Alignment

The Excel alignment formatting options are contained

within the Alignment group on the Home tab.

The options allow you to change alignment of the text

in a cell or cells, text orientation, merge several cellstogether and so on.

For more alignment options, you can click on the

Alignment group dialog box launcher to display theFormat Cells dialog box.

M h d Sh h d AliL t 6 E l


37/78



M hammad Shah ad AliLect re 6 E cel


38/78



To align data between the left and right sides of a

cell

Select the cell, or cells, you wish to align.

On the Home tab, in the Alignment group, click theAlign Text Left icon to align data with the left edge of

the cell.

Click on the Centericon to center data in the cell.

Click on the Align Text Right icon to align data with

the right edge of the cell.



39/78



To align data between the top and bottom of a cell

Select the cell, or cells, you wish to align.

On the Home tab, in the Alignment group, click the

Top Align icon to align data in the top position of thecell.

Click on the Middle Align icon to centralized data

vertically in the cell.

Click the Bottom Align icon to align data in the bottom

position of the cell.



40/78



To change the orientation of data cells

Select the cell, or cells, you wish to change.

On the Home tab, in the Alignment group, click theOrientation icon.

You will see a drop down menu allowing you to format

the cell orientation.



41/78





42/78



To wrap multiple lines of data in a cell

Type the text 'The Ultimate Guide to Excel 2007' into

the cell C5 and press Enter.

The entry will appear as one long line that does not 'fit' into the

cell.

Select the cell C5 and then on the Home tab, in the

Alignment group, click the Wrap Text icon.

The text will wrap as follow:



43/78





44/78



To merge several cells

Select the cells that you wish to merge to become one

cell.

On the Home tab, in the Alignment group, click the

Merge & Centericon.



45/78



To shrink the text into one cell

Type the data you require into the cell and press

Enter.

Right-click on the selected cells, click Format Cells.



46/78





47/78


From the Format Cells dialog box displayed, click on

the Alignment tab.

Under the Text control section, tick the Shrink to fit

check box and click on OK.



48/78


Number Formatting in Excel 2007

Number Formats help you to change the appearance of

numbers or values in a cell in the Excel spreadsheet.They are not difficult, and can be achieve with a fewclicks.

Formatting is done to improve the appearance of thespreadsheet and to make the numbers easier to readand understand.

Commonly used number formats include addingcommas ( , ), percent symbols ( % ), decimal places,and dollar signs( $ )



49/78


In Excel 2007, the basic number formatting options

are located on the Home tab, Number group as shownhere.



50/78


To change the basic number formatting

Select the cell containing number that you wish to

format.

Click on the down arrow next to the Number Format

drop-down list and select a suitable command.



51/78




52/78


To change number formatting using the formatting

icons

You can quickly change the formatting of a cell or

selected range by using the following icons on the

Home tab, Numbergroup.



53/78


To format a number as a currency

Select the cell or range of cells you want to format.

Right-click on the cell and choose Format Cells fromthe pop-up menu.

From the Format Cells dialog box displayed, select

the Numbertab.

Under the Category: section, select Currency.



54/78




55/78


Select the number of decimal places you require by

using the Decimal places: spin box arrows.

In the Symbol: drop down list, select the type of

currency.

Click OK.



56/78


To format a number as a percentage

Select the cell or range of cells you wish to format.

Right-click on the cell and choose Format Cells from the pop-upmenu.

From the Format Cells dialog box displayed, select the Numbertab.

Under the Category: section, select Percentage.

Select the number of decimal places you require by using theDecimal places: spin box arrows.

Click OK.



57/78


To change the number of decimal places

Select the cell or range of cells, you wish to changethe number of decimal places.

To increase a decimal place, click on the IncreaseDecimal icon on the Home tab, Numbergroup.

You can continue to click to increase the decimals as required.

To reduce a decimal place, click on the DecreaseDecimal icon on the Home tab, Numbergroup.

You can continue to click to reduce the decimals as required.



58/78


To round numbers using a numeric format

Select the cell or range of cells you wish to format.

Right-click on the cell and choose Format Cells from the pop-upmenu.


In the Category: section, select Number.

Select the number of decimal places you require by using theDecimal places spin box arrows.

Click OK.



59/78


To change colors based on the value in the cells

Select the cells you wish to change, which contain numeric values.

Right-click on the cell and choose Format Cells from the pop-up menu.


Choose Custom from the Category: list box.

Use the scroll bars in the Type: section of the dialog box to view whatcustom number formats are available.

For example, to force all negative numbers to be displayed in red, youwould select the option illustrated below.

Click OK.



60/78




61/78


Excel Header and Footer

The Excel header and footer are lines of text that

print at the top (header) and bottom (footer) of eachpage in the spreadsheet.

Normally we type in descriptive text to addinformation to a spreadsheet such as titles, dates, page

numbers, etc.

A header or footer can appear in three locations on thepage. It can be in the top/bottom left corner, the center,

and the right corner of the page.



62/78


To insert header and footer

Click the View tab.

In the Workbook Views group, click the Page Layouticon.

Click in the area marked Click to add header.



63/78




64/78


Choose where you want the text to be, left, center or

right aligned.

In our example as shown above, it's center align.

Type the desired text in the appropriate box.

You also can use the Header & Footer Tools Design

Tab, Header & Footer Elements group to insert the

appropriate text.



65/78




66/78


If you wish to go to the footer, click on Go to Footer

icon in the Navigation group.

Click the Home tab to apply formatting to the text (font,

bold, underline, or color).



67/78


To view header and footer

Headers and footers are not visible in the normal

worksheet view.

You can use the Page Layout view to see the headers

and footers.

To view a header or footer before printing thespreadsheet, use the Print Preview option (Office

button - Print).



68/78


To edit the excel header and footer

From the View tab, in the Workbook Views group,

click the Page Layout icon.

Edit or change the elements in the header or footer as

you wish.

When finish, just press the Esc key and save yourwork.



69/78


How to Edit Cell or Turn Off Editing

By default, Excel 2007 allows you to edit the cell

information either in the Formula bar or in the cellitself.

However, in some cases, you may want to turn the in-cell editing feature off because you want to protect

your worksheet cells data being modify!



70/78


To edit the worksheet cells

Select the cell and press F2 key and start modifying

OR simply double-click on a cell that you wish to

modify.

When finish, just press Enter.



71/78


To turn off the cell editing

Click the Office Button and then click Excel Options

button.

From the Excel Options dialog box displayed, click

the Advanced at the left side of the dialog box.



72/78




73/78


Under the Editing options section, clear the Allow

editing directly in cells check box.

Click on OK.


H M C ll i E l 200 d Vi V


74/78


How to Merge Cells in Excel 2007 and Vice-Versa

If you look at Row 2, you'll see that the "Items Price" heading stretchesacross three cells.

This is not three separate cells, with a color change for each individual cell.The B2, B3 and B4 cells were merged.



75/78


To merge cells in Excel 2007

Type the words "Items Price" into cell B2 of a

spreadsheet.

Highlight the cells B2, B3 and B4

On the Home tab, in the Alignment group, locate the

Merge and Centericon.

Click the down arrow to see the following options:



76/78


Click on Merge & Center.

The three cells will then become one - B2, to be exact



77/78


To unmerge cells in Excel 2007

Click on the cell B2 (the cell that merged before).

On the Home tab, in the Alignment group, click on thedown arrow next to the Merge and Centericon.

Select Unmerge Cells. The cell B2 is now separated

into 3 cells.



78/78

Documents

Lec 6 [MS Excel OMT I (4th Monthly)]