Ms Excel Manual New

8/14/2019 Ms Excel Manual New

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Table of contentUTitle U U pageU

TUChapter 1UT 3

TUIntroduction to ExcelUT ............................................................................................................................3

TU

1.1 What is Ms-Excel?UT

.........................................................................................................................3

TU1.2 What is a Workbook? UT .....................................................................................................................3

TU1.3 What is a Worksheet? UT.....................................................................................................................3

TUStarting Microsoft ExcelUT ......................................................................................................................3

TU1.4 Creating a New workbookUT..............................................................................................................4TU1.4.1 Working with WorkbooksUT ...................................................................................................5

TU

1.5 Saving a WorkbookUT

......................................................................................................................5

TU1.6 Opening Existing workbookUT.........................................................................................................5

TU

1.7 Managing Worksheets.UT

.................................................................................................................5

TU1.8 Moving and Copying a worksheet among Workbooks UT ..................................................................6

TU1.9 Splitting WorksheetsUT ....................................................................................................................6TU

Chapter 2 7

TUEntering Data & Performing CalculationsUT ...........................................................................................7

TU2.1 Performing Calculations with FormulaUT ..........................................................................................7

TU

Order of OperationsUT

..............................................................................................................................7

TU2.1.1 Calculate Resulting Without Entering a Formula UT ...............................................................7TU2.1.2 Working with Absolute Reference UT ......................................................................................7

TU

2.2 What are Functions?UT

.......................................................................................................................8

TU2.2.1 Using the Function Wizard UT..................................................................................................8

TU2.2.2 Copying FormulaUT.................................................................................................................8

TU2.3 Editing a WorksheetUT .......................................................................................................................9

TU

2.3.1 Moving Within a WorksheetUT

...............................................................................................9

TUSelecting CellsUT ..............................................................................................................................9

TU2.3.2 Copying Data UT.......................................................................................................................9

TU

2.3.3 Using Drag-and-DropUT

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TU2.3.4 Moving Data UT ......................................................................................................................10

TU2.3.5 Deleting DataUT ....................................................................................................................10TU

2.4 Inserting and Removing Cells, Rows, and ColumnUT

.....................................................................10

TU2.4.1 Merging CellsUT ....................................................................................................................10

TU2.4.2 Inserting Rows and ColumnsUT.............................................................................................11

TU2.4.3 Removing Rows and Columns UT ..........................................................................................11

TU

2.5 Formatting WorksheetsUT

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TU2.5.1 Formatting Font characteristics UT........................................................................................11

TU2.5.2 Formatting NumberUT ...........................................................................................................12

TU

2.6 Adding Borders and ShadingUT

.......................................................................................................12

TU2.6.1 Adding Border to cellsUT.......................................................................................................12

TUTo add border to a cell or range:UT ................................................................................................12

TU2.6.2 Adding Shading to Cells UT....................................................................................................12TU2.6.3 Aligning Text in cells UT ........................................................................................................13

TU2.7 Using AutoFormatUT ........................................................................................................................13

TU

2.8 Changing Column Width and Row HeightUT

..................................................................................13

TU2.9 Freezing Section of Worksheet UT ....................................................................................................13

TUTo freeze both columns and/ or row titles: UT .................................................................................14

TUTo unfreeze titles: UT .......................................................................................................................14

TU

2.10 Hiding Workbooks, Worksheets, Columns, and RowsUT

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TUChapter 3 14

TUChartUT ...................................................................................................................................................14

TU3.1 Chart TypesUT ................................................................................................................................14TU

3.2 Charting TerminologyUT

..................................................................................................................15

TU3.3 Creating a chart UT ............................................................................................................................15

TU3.4Formatting chartUT ............................................................................................................................16

TU

3.5 Printing a ChartUT

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TUChapter 4UT ............................................................................................................................................17

TUUsing a List to Organize DataUT ............................................................................................................17

TU

4.1 FilteringUT

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TU4.1.1 Using Auto FilterUT ...............................................................................................................17

TU4.2.2 Advanced FilteringUT ............................................................................................................18

TU4.3 Sorting DataUT..................................................................................................................................18

TU

Chapter 5 19

TUData summarizationUT............................................................................................................................19

TU5.1 Calculating SubtotalUT .....................................................................................................................19

TU

5.2 Pivot tableUT

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TU5.2.1 Lay out the report on Screen UT .............................................................................................19

TU5.2.2 Lay out report in the wizard UT ..............................................................................................20

TU

Chapter 6 20

TUPrinting UT ...............................................................................................................................................20

TUPrinting UT ...............................................................................................................................................20

TU

6.1 Changing the Page SetupUT

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TU

6.2 Page TabUT

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TU6.3 Header /footer tabUT .........................................................................................................................21

TUSheet tabUT .....................................................................................................................................21

TU

6.4 Previewing a print JobUT

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TU6.5 Printing your workbookUT................................................................................................................22

TU6.5.1 Selecting a Print Area UT ........................................................................................................22

TU

6.5.2 Adjusting Page BreaksUT

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TU6.5.3 Printing Column and Row Headings UT.................................................................................23

TU6.6 Adding Header and FootersUT..........................................................................................................23

TU

6.7 Scaling a Worksheet to Fit on a PageUT

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TUPrint a worksheet to fit a paper width or a number of pages UT ......................................................24


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1.3 TElements of Microsoft Excel WindowT

Exiting ExcelTo exit Excel, perform the following options:

Click the Close (x) button in the Excel main window. Open the File menu and select Exit. or Press Alt+F4

1.4 Creating a New workbook

When you start Microsoft Excel, a new workbook opens. To begin working on a workbook, juststart typing your data. However, if you want to create a new workbook at any time, you can

use the Standard toolbar or File menu.

Menu Bar

Row

Heading

Tool bars

Standard Toolbar

Formatting Toolbar

Sheet TabsStatus Bar

Formula Bar

Cell Pointer

Name Box

Cell

Sheet tabNavigating

Button

Column Heading

Title bar


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1.4.1 Working with Workbooks

A workbook can contain many sheets, so you can organize various kinds of related informationin a single file. A workbook can have different types of sheets, such as worksheets, chartsheets and others.

1 .5 Saving a WorkbookIn order to keep excel files in your computer; you need to save your workbook after or whileyou are working.You should also save periodically while you work so that you don't lose your work in the eventof a power interruption or hardware problem.

To save a new Workbook or existing workbook as a new workbook file:1. Form the File menu, choose Save as. The save as dialog box appears.2. choose the folder and/or drive where you want to save your workbook3. If you want to save the document under a name different from the one proposed, type the new

name for the workbook.4. Click the save button.

To save an Existing Workbook Quickly under the same Name and location :

Choose the Save command from the File menu (click the save button from the standardtoolbar).Note:- By default, Excel will save your spreadsheet file with the .xls extension.

To close a workbook:Select File,Close (or click the Close button of the workbook window), if the workbook is notsaved, Excel informs you to do so.

1 .6 Opening Existing workbookTo open an Existing workbook

1. Choose Open from the File menu ( or Click the Open button from the standard toolbar ).2.

Select the drive and / or the directory where the workbook is stored,

3. Select the file you want to open4. Choose the Open button.

Note: - You can open a workbook you recently worked on by choosing it from the list at the bottom ofthe file menu.

1 .7 Managing Worksheets.A workbook is like a ledger pad containing multiple worksheets. One can use only a single worksheet, butsome times it is convenient to place several related worksheets together in a workbook. In this way it iseasy to flip through your data, and you can perform calculations using numbers from any sheet.

If your workbook includes many sheet tabs and you can't see the tab for the sheet you want to move to,click the tab scrolling buttons to the left of the work sheet tabs. The plain arrows scroll one tab at a timein the direction of the arrow. The arrows with lines scroll to the last or the first tab in the workbook.By default, new workbook opens with 3 sheets named sheet1 through sheets3 .


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You can do any of the following to arrange your workbook the way you want.

Selecting worksheets:

To select a single worksheet, click its tab. The tab becomes highlighted to show that theworksheet is selected.

To select several neighboring worksheets, click the tab of the first worksheet in the group,and then hold down the Shift key and click the tab of the last worksheet in the group.

To select several non-neighboring worksheets, hold down the Ctrl key and click eachworksheet's tab.

To insert a new w orksheet:1. Select a worksheet before which you want to insert the new worksheet.2. From the Insert menu, select Worksheet.

To delete a worksheet:1. Select the worksheet (s) you want to delete.2. From Edit menu, choose Delete sheet.3. Click Ok to confirm the deletion.

To rename a sheet:1. Double click the tab of the worksheet you want to rename.2. Type a descriptive name of up to 31 characters.3. Press Enter.

1.8 Moving and Copying a worksheet among WorkbooksTo move a sheet to another workbook:

1. Select the worksheet you want to move.2. Choose Move or Copy Sheet from the Edit menu.3. Select the destination workbook and where you want sheet placed.

To copy a sheet to another workbook

1. Select the sheet you want to copy.2. Choose Move or Copy sheet from the Edit menu.3. Select the destination workbook where you want to put the copy sheet, then select the

Create a Copy Check box.4. Select the Ok button.

To arrange the windows for the active workbook:

1.

Open the Window menu, and then select Arrange. The arrange windows dialog boxappears.2. Choose one of the arrangements. Tiled Horizontal,Vertical, and Cascade.3. Select Window s of active workbook check box.4. Select the Ok button.

1 .9 Splitting WorksheetsTo split a worksheet to view two parts at one time:

1. Click either the vertical or the Horizontal Split bar.2. Drag the split bar in to the worksheet window.3. Drop the split bar, and Excel splits the window at that location.

To remove the split, drag it back to its original position on the scroll bar.


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Chapter 2

Entering Data & Performing CalculationsEntering DataThe different types of data that you can enter to a worksheet are :-

Text Numbers Date/Time Formula Functions

T2.1 Performing Calculations with FormulaTMs-Excel uses formula to perform calculations on the data you entered in the worksheet. Withformula, you can perform addition, subtraction, multiplication and division by using the valuescontained in various cells.For example , if you want to determine the average of the three value contained in cells A1, B1,and C1.type the following formula in the cell where you want the result to appear as:

=(A1+B1+C1)/3Note: - Every formula must begin with an equal sign (=)

TOrder of OperationsTExcel performs within a formula in the following order.

1P

stP Equations within parentheses.

2PndP Exponentiation.3PrdP Multiplication and division4PthP Addition and subtraction.

Note : - A cell containing a formula normally displays the formula's resulting value on theworksheet, when you select a cell containing a formula; the formula is always displayed in the

formula bar.

2.1.1 Calculate Resulting Without Entering a FormulaYou can view the sum of a range of cells simply by selecting the cells and looking at the statusbar. You can also preview the average, minimum maximum and the count of ranges of cells.To do so, right-clicking on the right side of the status bar and select the option you want fromthe shortcut menu that appears.

2.1.2 Working with Absolute ReferenceWhen you use the fill handle to create additional formula in the previous section, the cellreferences changed automatically relative to the new location. For this reason, such referenceare called Relative Reference. But some times you may not want cell reference to changewhen copying the formula. References that don't change when copied are called Absolute

Reference.Absolute cell reference must have a dollar sign preceding both the column letter and the rownumber. You can also create mixed absolute cell reference, which have a dollar sign precedingthe column letter but not the row number or vice versa.To create absolute cell references:

1. Active the cell in which you want to write the formula.2. Enter a standard formula (without any absolute reference).3. Press the F4 function key until you get the type of reference you want

Now, when you copy the formula that contains absolute reference, the row, and /or thecolumn, which is absolutely referenced will not be changed relatively.


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2.2 What are Functions?Functions are complex ready-made formula that performs a series of operations on specifiedrange of values, For example, to determine the sum of a series of numbers in cells A1 to H1,you can enter the function =SUM (A1:H1) instead of entering =A1+B1+C1++H1 and so on.Function can use range reference (such as B1:B3), range names (such as SALES). ornumerical values (such as 585, 86).

Every function consists of the following three elements The = sign indicates that what follows in a function ( formula) The function name, such as SUM, indicates which operation will be performed. The argument, such as (A1:H1), indicates the cell address of the value on which the

function will act. The argument is often a range of cells, but it can be much morecomplex.

You can enter function either by typing them in cells or by using the function wizard, thefollowing table shows Excel's most common function that you'll use in your worksheets.

2.2.1 Using the Function WizardAlthough you can type function directly in to a cell just as you can type formula; you may findit easier to use the function Wizard leads you formula the process of inserting a function. The

following steps walk you through using the Function Wizard:

1. Select the cell in which you want to insert the function2. Type = sign or click the Edit Formula button on the Formula bar.3. The formula palette appears.4. Select the function you want to insert from the Functions list by clicking the Function

name. If you don't see your function listed, select All from the function category box.5. Enter the arguments for the formula. If you want to select a range of cells as an

argument, click the Collapse Dialog button again to select a range of cells as anargument

6. Click Ok . Excel inserts the function and argued to select cell and displays the result.Note: - To edit a function, click the Edit Formula button. The formula palette appears.

Change the arguments as needed and click OK

T2.2.2 Copying FormulaTIf you want to create similar formula such as =B8*C10, B9*C11, B10*C12 and so on it ispossible to use the fill handle button of the cell to copy the formula to other cells aftercreating once. Although you could enter all formula separately, it's much easier to use Excels'fill handle to create a sequence of formula that are identical except for cell references. Whenyou copy formula using the fill handle, Excel adjusts cell references accordingly. You can alsocopy formula down a column or across a column , the fill handle is probably the fastestmethod. But if you are copying a formula to a location else where in the worksheet, the copyand paste technique is preferable.

To copy a formula:1. Activate the cell that contains the formula, if it's not active.2. Point to the fill handle of the cell. The cell pointer gets a new shape - a small

Plus sign.3. Drag down or to the right to select the cells to be filled with identical formula.

except for cell references.4. Release the mouse button.


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T2.3 Editing a WorksheetT

After creating any worksheet, it is possible to modify (edit) the worksheet contents to copy,move, delete, formula and values that you have entered in your worksheet.

2.3.1 Moving Within a WorksheetAfter the worksheet you want to work on is displayed, you'll need some way of moving to thevarious cells within the worksheet. Keep in mind that the part of the worksheet displayed on-screen is only a small part of the actual worksheet. To move around the worksheet with your

keyboard, use the tab, arrow and Enter keys.

Selecting CellsTo edit and format worksheet content you must select those cells first. Then you can performthe appropriate action.

To select a single cell, click it To select adjacent cells (a range), click the upper-left cell in the group and drag down

to the lower-right cell to select additional cells. To select non-adjacent cells, press and hold the Crtl Key as you click individuals cells. To select an entire row or column of cells, click the row or column header. To select

adjacent rows or columns, drag over their headers. To select nonadjacent rows orcolumns, press Crtl and click each header that you want to select.

Editing a CellAfter you have entered data into a cell, you may edit it in either the Formula bar or in the cellitself.To edit an entry of a cell:

1. Click the cell in which you want to edit data.2. To begin editing, click on the formula bar or press F2 or double click the cell.3. Click the Enter button on the formula bar or press Enter on the keyboard to accept

your changes or to reject the modification press the Esc key or click on the cancelbutton.

T2.3.2 Copying DataTWhen you copy or move data, a copy of that data is placed in a temporary storage area calledthe Clipboard. You can copy data to other sections with in the worksheet or to otherworksheets or workbooks. When you copy, the original data remains in its place and a copy ofit is placed on new location.To copy data:

1. Select the cell (s) that you want to copy.2. Click the Copy button on the standard toolbar. The contents of the selected cells (s) are

copied to the Clipboard.3. Select the first cell in the destination area. ( To copy the data to another worksheet or

workbook, change to that worksheets or workbook first.)4. Click the paste button, Excel inserts the contents of the clipboard in to the new location.

2.3.3 Using Drag-and-DropThe fastest ways to copy worksheet content is simply hold down Ctrl key and drag the cell(s)which contains the data and drops to the required location. If you forget to hold down the Crtlkey, Excel moves the data instead of copying it.

To drag a copy to a different sheet, press Ctrl+Alt as you drag the selection to the sheet'stab.Excel switches you to that sheet, where you can drop your selection in the appropriatelocation.


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T2.3.4 Moving DataTMoving data is similar to copying except that the data is removed from its original place andplaced in the new location.To move data:

1. Select the cells (s) you want to move.2. Click the Cut button.3. Select the first cell in the destination area. To move the data to another worksheet,

change to that worksheet.4. Click Paste.

T2.3.5 Deleting DataTTo delete the data in a cell, you can just select the cell and press Delete. However, Excel offersadditional options for deleting cells:

With the Edit->Clear command, you can choose to delete just the formatting of a cell(or an attached comment) instead of deleting its content. The formatting of cellincluding the cell's color, border style, numeric format, font size, and so on.

With the Edit, Delete command, you remove cells and everything in them.

2.4 Inserting and Removing Cells, Rows, and ColumnInserting cellsSometimes, you will need to insert information into a worksheet, right in the middle of existingdata. With the Insert command, you can insert one or more cells, or enter rows or columns.To insert a single cell or a group of cells:

1. Select the cell (s) before which you want the new cell (s) inserted. Excel will insert thesame number of cells as you select.

2. Open the insert menu and choose Cells. The insert dialog box shown below appears.3. Select Shift Cells Right or Shift Cells Down.4. Click OK. Excel inserts the cell (s) and shifts the data in the other cells in the specified

direction.

Note: - A quick way to insert cells is to hold down the Shift key and then drag the fill handle(the little box in the lower-right corner of the selected cell or cells). Drag the fill handle up,

down, left, or right to set the position of the new cells.

2.4.1 Merging CellsYou can merge-in one cell with other cells to form a big cell that is easier to use. Merging cellsespecially handy when creating a decorative title at the top of your worksheet. Within a singlemerged cell, you can quickly change the font, Font size, color, and border style of your title.

To create merged cells:

1. Select the range in which you want to merge.2. Open the Format menu and select Cells. The format cells dialog box appears.3. Click the Alignment tab.4. Click Merge cells. You may also make adjustment to the text within the merged cells.

For Example, you may want to select center in the Vertical drop-down list tocenter the text vertically within the cell.

You can merge selected cells and center the data by clicking the Merge and Center button onthe Formatting toolbar.Removing Cells

If you want to remove the cells completely:1. Select the range of cells you want to remove.


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2. Open the edit menu and choose Delete. The Delete dialog box appears.3. Select the desired Delete option: Shift Cells Left or Shift Up.4. Click OK.

2.4.2 Inserting Rows and Columns1. To insert a single row or columns, select the cell to the left of which you want to insert

a column or which where you want to insert a row.To insert multiple columns or rows, select the number of columns or rows you want to

insert.To insert columns, drag over the column letters at the top of the worksheet.To insert rows, drag over the row numbers. For example, select three columns letters orrow numbers to insert three columns or rows.

2. Open the Insert menu select Rows or Columns. Excel inserting the row (s) or column(s) and shift the adjacent rows down or the adjacent columns to the right. The insertedrows or columns contain the same formatting as the cells you selected in step 1.

Note:- To quickly insert rows or columns, select one or more rows columns. Then right-click

one of them and choose I n se r t from the shortcut menu.

2.4.3 Removing Rows and ColumnsDeleting rows and columns is similar to deleting cells. When you delete rows, the rows belowthe deleted row move up to fill the space. When you delete a column, the columns to the rightshifts left.

To delete row or column:1. Click the row number or column letter of the row or column you want to delete. You can

select more than one row or column by dragging over the row number or columnletters.

2. Open the Edit menu and choose Delete. Excel deletes the row (s) or column (s) andrenumber rows and columns sequentially. All cell references in formula will be updatedappropriately, unless they are absolute ($) values.

T

2.5 Formatting WorksheetsT

You can use the formatting options of Microsoft Excel to add emphasis to your data or to makeyour worksheet easier to read and visually more appealing. For instance, you can change theappearance of data in your worksheet by changing the font type, font style, and color of datain cells. You can format numbers to designate dollar amounts, percent ages, decimals,scientific notation, dates, or times.

T

2.5.1 Formatting Font characteristicsT

To change the font of cells content

1.

Select the cell or range of cells you want to format.2. Open the Format menu and choose Cells, or press Ctrl + 1. (You can also right-clickthe selected cells and choose FormatCells from the shortcut menu).

3. Click the Font tab. The font options will be displayed.4. Select the options you want.5. Click Ok or press Enter.

Note:- A faster way to enter font changes is to use the Formatting toolbar.


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T2.5.2 Formatting NumberTNumeric Values are usually more than just numbers. They represent a dollar value, a date apercent, or some other value.To apply number formatting

1. select the cell or range of cells that contains the values you want to format2. Open the Format menu and choose Cells. The format cells dialog box appears.3. Click the Number tab.4. In the Category list, select the numeric format category you want to use.5. Make changes to the format as needed.6. Click Ok or press Enter. Excel reformats the selected cells based on your selections.

2.6 Adding Borders and Shading

2.6.1 Adding Border to cellsAs you work with your worksheet on-screen, you'll notice that each cell is identified bygridlines that surround the cell. Normally, these gridlines do not appear in the printout; andeven if you choose to print them, they may appear washed out. To have more well-definedlines appear on the print out (or on-screen, for that matter), you can add borders to selectcells or entire cell ranges. A border can appear on all four sides of a cell or only on selectedsides which ever you prefer.

Note: - the gridline do not print by default, but if you want to try printing your worksheet with

gridlines first just to see what it looks like, open the Filemenu, select PageSetup . Click theSheet tab, select Gr id l ines , and click OK

To add border to a cell or range:

1. Select the cell (s) around which you want a border to appear.2. Open the format menu and choose Cells. The format cells dialog box appears.3. Click the Border tab4. Select the desired position, style (thickness), and color for the border.5. Click OK or press Enter.

Note: - To add borders quickly, select the cells around which you want the border appear, and

then click the borders drop down arrow in the formatting toolbar. Click the desired Border. Ifyou click the Border button itself (instead of the arrow), Excel automatically adds the

Borderline you chose recently to the selected cells.

2.6.2 Adding Shading to CellsTo add shading to a cell or range

1. Selected the cell(S) you want to shade.2. Open the Format menu and choose Cells.3. Click the Patterns tab. Excel displays the shading options.4. Click the Pattern drop-down arrow, and you will see a grid that contains all the colorsfrom the color palette, as will as patterns. Select the shading color and pattern you

want to use.5. Click OK or press Enter.

Note:- A quick ways to add cell shading (without a pattern) is to select the cells you want toshade, click the Fill Color drop-down arrow in the Formatting toolbar, and click the color you

want to use.


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2.6.3 Aligning Text in cellsWhen you enter data into Excel worksheet, that data is aligned automatically. Text is alignedon the left, and numbers are aligned on the right. Both text and numbers are initially set at thebottom of the cells. How ever, you van change both the vertical and horizontal alignment ofdata in your cells.To change the alignment:

1. Select the cell or range of cells, select the entire range of blank cells in which youwant the text centered, including the cell that contains the text you want to center.

2. Pull down the Format menu and select Cells, or press Ctrl+1 . The format cells dialogbox appears.3. Click the Alignment tab. The alignment options appear in front.

4. choose the desired option5. Click OK.

2.7 Using AutoFormatExcel offers the AutoFormat feature, which takes provides you with predefined table formatsthat you can apply to a worksheet.

To use AutoFormat features:1. Select the Worksheet(S) and cell(S) that contain the data you want to format.2. Open the Format menu and choose AutoFormat.3. In the Table Format list, choose the predefined format you want to use. When youselect a format, Excel shows you what it will looks like in the Sample area.4. To exclude certain elements from AutoFormat, click the Options button and choose the

formats you want to avoid.5. Click OK.

2.8 Changing Column Width and Row HeightYou can adjust the width of a column or the height of a row by using a dialog box or bydragging with the mouse.You might not want to bother adjusting the row height because it's automatically adjusted asyou change font size. However, if a column's width is not as large as its data, that data may

not be displayed and may appear as #######. In such case, you must adjust the width ofthe column in order for the data to be displayed fully.

To adjust the row height or column width with the mouse:1. To change the height or width of rows or columns, select them by dragging over the

row or column headings.2. Position the mouse pointer over one of the row heading or column heading to adjust

column width; (Use the bottom border of the row heading to adjust column width; usethe bottom border of the row heading to adjust the row height.)

3. Drag the border to the size you need it.4. Release the mouse button, and Excel adjusts the height or column width.

2.9 Freezing Section of WorksheetBy freezing worksheet titles, you can display designated rows and/ or columns on the screen atall times. This is useful for scrolling through a long worksheet and keeping track of titles.Frozen panes don't affect print out. That is, even if you frozen column and row headings, thoseheadings won't necessarily appear on each page of your printed spreadsheet.


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To freeze both columns and/ or row titles:1. Select the cell below the title row and / or to the left of the title column.2. From the Window menu, choose Freeze panes.

To unfreeze titles:1. Select the window you want to unfreeze.2. From the Window menu, choose Unfreeze panes.

Note: - When a worksheet window, that has frozen title is active, the freeze panes command

changes to the Unf reezepanes command.

2.10 Hiding Workbooks, Worksheets, Columns, and RowsTo hide

A workbook, open the Windows menu and select Hide. A sheet, click its tab to select it. Then open the Format menu, select sheet, and select

Hide. Rows or columns, click a row or column heading to select it. Then open Format menu,

select Row or column, and select Hide.

To redisplay hidden data

Select the hidden area first. For example, select the rows, columns, or sheets adjacent to thehidden ones. Then Unhide form the sheet command of the format menu.

Chapter 3

Chart

TChart TA chart is visual representation of worksheet data. Microsoft Excel creates several chart types,such as Pie, bar, and line charts. When you create a chart, values from worksheet cells (ordata points) are displayed as bars, lines, columns ,pie slides or other shapes in the chart.

3 .1 Chart TypesWith Excel, you can create various types of charts. The chart type you choose depends on yourdata and on how you want to present that data. These are the major chart types and theirpurpose:-Pie: -Use this chart to show the relationship among parts of whole.Bar: -Use this chart to compare clues at a given point in time.Column: - Similar to the Bar chart, use this chart to emphasize the difference between items.Line: -Use this chart to emphasize trends and the change of values over time.Scatter: -Similar to the line chart; use this chart to emphasize the difference between twosets of values.


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Area: -Similar to the line chart; use this chart to emphasize the amount of changes in valuesover time.Embedded charts: -A chart that is placed on the same worksheet that contains the data usedto create the chart. A chart can also be placed on a chart sheet in the worksheet so that theworksheet and chart are separate, which is called Independent Chart. Embedded charts areuseful for showing the actual data and its graphic representation side by side.Microsoft Excel offers different types of charts to choose from two-dimensional chart types andthree-dimensional chart types. You can select a number of built-in formats for each chart type,or you can add your own custom formatting to create exactly the kind of chart you need.

3.2 Charting TerminologyBefore you start creating charts, familiarize yourself with the following terminology

Data Series: The bars, pie wedges, lines, or other elements that represent plotted values in achart. For Example, a chart might show a set of similar bars that reflects a series of values forthe same item. The bars in the series would all have the same pattern. If you have more thanone pattern of bars, each pattern would represent a separate data series. For instance,charting the sales for Territory1 versus Territory2 would require two data series one for eachterritory. Often, data series correspond to rows of data in your worksheet.

Categories: Categories reflect the number of elements in a series. You might have two dataseries to compare the sales of two different territories and four categories to compare thesesales over four quarters. Some charts have only one category, and others have several,Categories normally correspond to the columns that you have in your chart data, and thecategory labels coming from the column headings.

Axis: One side of a chart. A two-dimensional chart has an x-axis (horizontal) and y-axis(vertical). The x-axis contains all the data series and categories in the chart. If you have morethan one category, the x-axis often contains labels that define what each category represents.The y-axis reflects the values of the bars, lines, or plot points. In a three dimensional chart,the z-axis represents the vertical plane, and the x-axis (distance) and y-axis (width)represents the two sides on the floor of the chart.

Legend: Defines the separate series of a chart. For example, the legend for a pie chart willshow what each piece of the pie represents.

Gridlines: Emphasize the y-axis or x-axis scale of the data series. For example, majorgridlines for the y-axis will help you follow a point from the x-axis to identify a data point'sexact value.

3.3 Creating a chartTo use the chart Wizard, Follow these steps:

1. Select the data you want create chart. If you typed names or other labels (such as Qtr1, 2 and so on) and you want them included in the chart, makes sure you select them.

2. Click the Chart Wizard button on the standard toolbar.3. The chart wizard step 1 of 4 dialog box appears. Select a Chart Type and Click Next.4. Next you're asked if the selected range is correct. You can correct the range by typing a

new range or by clicking the Collapse Dialog button (located at the right end of thedata Range text box) and select the range you want to use.

5. By default, Excel assumes that your different data series are stored in rows. You canchange this to columns if necessary by clicking the Series in columns option .Whenyou're through, click Next.

6. Click the various tabs to change options for your chart. For example, you can delete thelegend by clicking the Legend tab and deselecting Show Legend. You can add a charttitle on the title tab. Add data labels (labels which display the actual value being


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represented by each bar, line, and so on) by clicking the Data Labels tab When youfinish making changes, click Next.

7. Finally, you're asked if you want to embed the chart (as an object) in the currentworksheet, or if you want to create a new worksheet for it. Make your selection andclick the Finish button. Your completed chart appears.

Formatting chart

You can specify a fill effect, change the line width or border style, or change colors for the

chart area, the plot area, data markers gridlines, axesT

T

tick marks, and error bars walls andfloor in 3-D charts.

1. On a chart sheetT

T

or in an embedded chartT

.T

double-click the chart element that youwant to change.

2. On the Patterns tab, do any of the following:o To specify a fill effect, clickFill Effects, and then select the options that you

want on the Gradient , Texture, or Pattern tabs.

Tip You can also fill a chart element with a picture. On the Picture tab, clickSelect Picture, double-click the picture that you want, and then clickInsert.

To clear a fill effect or picture and return the chart element to the defaultformatting, clickAutomatic underArea.

o To change border and line styles, select the options that you want underBorder .

To clear all border formatting, clickNone.

Note: Different chart elements have different options available under Border .For the chart area, for example, there are Shadow and Round corners check

boxes that you can select.

o To change colors, select the color that you want underArea.To clear all color formatting, clickNone.

Note: Formatting applied to an axis is also applied to the tick marks on that axis. Gridlines areformatted independently of axes.

Moving and Resizing A Chart: To move an embedded chart, click anywhere in the chart areaand drag it to the new location. To change the size of a chart, select the chart, and then drag

one of its handles (the black squares that border the chart). Drag a corner handle to changethe height and width, or drag a side handle to change only the width. (Note that you can'treally resize a chart that is on a chart sheet by itself.)

Customizing Your Chart w ith the Chart ToolbarYou can use the Chart toolbar to change how your chart looks. If chart toolbar is not displayed,you can turn it on by opening the View menu, selecting Toolbars, and then selecting Chart.


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3.5 Printing a ChartIf a chart is an embedded chart, click it to select it and then open the chart. If you want toprint just the embedded chart, click it to select it and then open the file menu and select print.Make sure that the selected Chart option button is selected.Then click to print the chart.If you created a chart on a separate worksheet. You can print the chart separately by printingonly that worksheet.

Chapter 4

Using a List to Organize DataThe data in an Excel worksheet is often referred to as a list. A list is simply a series of rowsthat contain similar data and that are topped by a row of identifying labels .The advantage oflists is that you can manipulate them to suit your needs. You can search for data that meetsspecific conditions; filter out other data that you don't need to see at the moment. You canalso sort the list in variety of ways.List is often referred to as databases. In addition, A record is all the data about one subject-all personal data. A filed is a data category. For Example, the fields in personnel list mightinclude Name, Father Name, Id No, Department, Salary and Emp Date. The column headingare often is called field names.It's best not to have more than one list per worksheet. You should also leave at least oneblank row and column between the list and any other data in your worksheet so Excel canidentify the list automatically.

4.1 FilteringOften you'll want to see all the records in your worksheet. But sometimes you'll want to seeonly selected portions of your data and the bigger your worksheet grows; the moreimportant this becomes. Using the AutoFilter command of the data menu, Excel lets youtemporarily filter your data, searching for and displaying only those records that meet certainconditions. Once you filter your list, you can view, edit, copy or print the remaining records,

just as you can with any other data in Excel.

4.1.1 Using Auto Filter1. Activate any cell in the list2. Select Data, Filter and then choose AutoFilter from the submenu that appears. Each

field now has a drop-down arrow associated with it. These arrows let you filter the listby the values in particular fields

3. Click on the drop-down arrow of the field by which you to filter4. Choose Custom. The custom dialog box will be displayed5. In the upper-right text box, Type the number or text that will be used to filter the list


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6. In the upper-left text box, choose an operator to specify how the records should betested against the number or the text

7. Click OK to filer the list.Using the second set of drop-down list boxes of the custom Auto filter dialog box you can filterrecords that meet two criteria, instead of one.

Note: - it is possible to filter fields that contain only text using operators. Since Excel considers

A to be less than the letter B, and so on, you can enter Abebe and choose "greater thanoperator" to find names that fall after the name Abebe. In addition, you can use the wild card

character (*) to search all records whose name you can't remember in full. For instance, you

can enter M* and choose "equal operator" to find names begin by the letter M.

T4.2.2 Advanced FilteringTTo filter a list by using advanced filter

1. Copy the column labels from the columns that contain the values you want to filter.(The list must have column labels.)

2. Paste the column labels in the first blank row of the criteria range. Make sure there is atleast one blank row between the criteria values and the list.

3. In the rows below the criteria labels, type the criteria you want to match.4. Click a cell in the list.5. On the Data menu, point to Filter and then click Advanced Filter.6. To filter the list by hiding rows that don't match your criteria, click Filter the list in

place. To filter the list by copying rows that matches your criteria to another area of theworksheet, click Copy to another location option, click in the Copy to box, and thenclick the upper-left corner of the paste area.

7. In the Criteria range box, enter the reference for the criteria range, including thecriteria labels. To move the Advanced filter dialog box out of the way temporarily whileyou select the criteria range, click Collapse Dialog button.

Note: - If the worksheet contains a range named Criteria, the reference for the range will

appears automatically in the Criteria range box.

4.3 Sorting DataAnother way to change the way you view your data is to sort it, rearranging the records inyour list based on the contents of one or more fields. You need to sort by more than one fieldswhen you need to break ties that appear in the field by which the list is sorted.

To sort a list:

1. Activate any cell in the list.2. Select Data Sort. The sort dialog box will be displayed.3. Under sort By, click on the drop-down arrow. A list of fields will be displayed.4. Select the filed by which you want to sort.5. Select the order of the sort: click the Ascending or Descending option buttons.6. To sort on one or two additional fields to break ties in the first field, repeat step 4 and 5

in the first and, if necessary, the second Then By area.7. Finally click on OK.

To quickly sort a list using the field of the active cell, one can use the Sort Ascending or SortDescending buttons of the standard toolbar.


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Chapter 5

Data summarization

5.1 Calculating SubtotalAnother way to manipulate a list is to summarize the data it contains. Using the Subtotalcommand of the Data menu, you can calculate subtotals and grand totals upon specific field,

determine the average values in a particular set of records, find out the maximum or minimumof values in a particular category, and count the number of items in a designated category.

To determine subtotals based upon a particular column:1. Sort the cell listed on that column.2. Choose Data, Subtotal. The subtotal dialog box will be displayed3. Select the field upon which the list sorted in the top drop-down list. Excel calculates

subtotal each time the value of this field id changed.4. Choose a function from the use function list box: Sum, Count, Average, Max, Min

and etc5. Choose the field in which you want to display the subtotal in the Add subtotals in the

Add subtotals to: list box:

6.

Finally select OK.

5.2 Pivot tableA PivotTable report is an interactive table that quickly combines and compares large amountsof data. You can rotate its rows and columns to see different summaries of the source data,and you can display the details for areas of interest.

Create a PivotTable report

1. Open the workbook where you want to create the PivotTable report.o If you are basing the report on a Web query, parameter query, report template,

Office Data Connection file, or query file, retrieve the data into the workbook,and then click a cell in the Microsoft Excel list containing the retrieved data.If the retrieved data is from an OLAP database, or the Office Data Connectionreturns the data as a blank PivotTable report, continue with step 6 below.

o If you are basing the report on an Excel list or database, click a cell in the list ordatabase.

2. On the Data menu, click PivotTable and PivotChart Report.3. In step 1 of the PivotTable and PivotChart Wizard, follow the instructions, and click

PivotTable under What kind of report do you want to create?4. Follow the instructions in step 2 of the wizard.5. Follow the instructions in step 3 of the wizard, and then decide whether to lay out the

report onscreen or in the wizard.

Usually you can lay out the report onscreen, and this method is recommended. Use the wizardto lay out the report only if you expect retrieval from a large external data source to be slow,or you need to set page fields to retrieve data one page at a time. If you aren't sure, try layingout the report onscreen. You can return to the wizard if necessary.

5.2.1 Lay out the report on Screen

1. From the PivotTable Field List window, drag the fields with data that you want todisplay in rows to the drop area labeled Drop Row Fields Here.


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If you don't see the field list, click within the outlines of the PivotTable drop areas,

and make sure Show Field List is pressed in.

To see what levels of detail are available in fields that have levels, the click next tothe field.

2. Drag fields with data that you want to display across columns to the drop arealabeled Drop Column Fields Here.

3. Drag fields that contain the data that you want to summarize to the area labeledDrop Data Items Here.Only fields that have the or icon can be dragged to this area.If you add more than one data field, arrange these fields in the order you want:Right-click a data field, point to Order on the shortcut menu, and use the commandson the Order menu to move the field.Drag fields that you want to use as page fields to the area labeled Drop Page FieldsHere.

4. To rearrange fields, drag them from one area to another. To remove a field, drag itout of the PivotTable report.

5.2.2 Lay out report in the wizard

If you've exited from the wizard, click PivotTable and PivotChart Report on the Datamenu to return to it.

1. In step 3 of the wizard, click Layout.2. From the group of field buttons on the right, drag the fields that you want onto

the ROW and COLUMN areas in the diagram.3. Drag the fields that contain the data that you want to summarize onto the DATA

area.4. Drag fields that you want to use as page fields onto the PAGE area.5. If you want Excel to retrieve data one page at a time, so you can work with large

amounts of source data, double-click the page field, click Advanced, click Queryexternal data source as you select each page field item, and then click OK twice.(This option is unavailable for some types of source data, including OLAPdatabases and Office Data Connections.)

6. To rearrange fields, drag them from one area to another. Some fields can only beused in some of the areas; if you drop a field in an area where it can't be used,the field won't appear in the area.

7. To remove a field, drag it out of the diagram.8. When you are satisfied with the layout, click OK, and then click Finish

Chapter 6

Printing

Printing

6.1 Changing the Page SetupYou can print the whole workbook at once or just one or more pages at a time.


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Before you print a worksheet, you should make sure that the page is set up correctly forprinting. To do this, open the file menu and choose Page setup.The following list outlines the page setup settings, grouped according to the tab on which theyappear.

6.2 Page TabOrientation: - select Portrait to print across the short edge of a page; select Landscape theprint across the long edge of a page. (Landscape makes the page wider than it is tall.)

Scaling :-You can reduce and enlarge your workbook or force it to fit within a specific

page size.Paper Size:-This is 81/2 by 11 inches by default, but you can choose a different size fromthe list.Print Quality:- You can print your spreadsheet in draft quality to print quickly and save wear andtear on your printer, or you can print in high quality for a final copy. print quality is measured in dpi(dots per inch); the higher number, the better the print.First P age Number :-You can set the starting page number to something other than1. The Auto option (default) tells Excel to set the starting page number to be 1 of if it is the first pagein the print job, or to set the first page number at the next sequential number if it is not the firstpage in the print job.

Margins tab

Top, Bottom, Left, Right, you can adjust the size of the top, bottom, left, and right,

margins.Header, Footer you van set specify how far you want a Header of Footer printed from theedge of the page. (You use the Header / footer tab to add a header or footer to yourworkbook)Center on a Page you can center your workbook data between the left and right margins(Horizontally) and between the top and bottom margins (Vertically).

6.3 Header /footer tabHeader, Footer you can add a header (such as a title) that repeats at the top of each page.Custom Header, Custom footer you can use the Custom Header or Custom footer button tocreate headers and footers that insert the time, Date, Worksheet tab name, and worksheet

filename.

Sheet tab

Print Area you can print a portion of a workbook or worksheet by entering the rangeof cells you want to print. You can type the range, or click the collapse Dialog Box iconsat the right of the page setup dialog box out of the way and drag the mouse pointer overthe desired cells. If you do not select a print area. excel will print either the sheet or theworkbook, depending on the options set in the page tab.Print Titles If you have a row or column of entries that you want repeated as titles onevery page, type the range for this row or columns, or drag over the cells with the mousepointer.Print You can tell Excel exactly how to print some aspects of the workbook. For example,you can have the grade line (the lines that define the cells ) printed. You can also have acolor spreadsheet print in blank-and-white.Page Order you can indicate how data in the worksheet should be read and printed: insections from top to bottom or in sections from left to right. This is the way Excel handlesprinting the areas out side of the printable area . for example, if some column to the rightdoesn't first page, and some rows don't fit at the bottom of the first page, you can specifywhich area will print next.When you finish entering your settings, click OK button.


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6.4 Previewing a print JobTo preview a print job, open the File menu and select Print Preview or click the print previewbutton in the standard toolbar.

6.5 Printing your workbookAfter setting the page setup and previewing your data, it is some time to print, You can printselected data, selected sheets, or the entire Workbook.

To print your worksheet:

1. If you want to print a portion of the worksheet, selectthe range you want to print of youwant to print one or more sheets within the Workbook, select the sheet tabs. to printthe entire workbook, skip this step.

2. Open the File menu and select Print (or press Ctrl+p). the print dialog box appears.3. Select the options you would like to use:

Page Range lets you print one or more pages. For example, if the selected printarea will take up 15 pages and you want to print only page 5-10, select page (s)and type the number of the first and last page you want to print in the Form.

Print what enables you want to print the currently selected cells, the selectedworksheet, or the entire workbook.

Copies enable you to print more than one copy of the selection, worksheet, or

workbook.Collate enables you to print a complete copy of the selection, worksheet, or

workbook before the first page of the next copy is printed. This option isavailable when you print multiple copies.

6.5.1 Selecting a Print AreaYou can tell Excel what part of the worksheet you to print using the print Area Option.To select a print area and print your worksheet at the same time, follow these steps

1. Open the File menu and choose page Setup.2. Click the sheet tab to display the Sheet options.3. Click the collapse dialog icon to the right of the print Area text box. Excel reduces the

page setup dialog

4. Drag over the cells you want to print.5. Click the collapse dialog icon to return to the page setup dialog box.6. Click print in the page setup dialog box to display the print dialog box. Then click ok to

print your worksheet.

T6.5.2 Adjusting Page BreaksTWhen you print a workbook, Excel determines the page break based on the paper size andmargins and the selected print area To make the pages look better and break things in logicalplaces, you may want to override the page break with your own breaks. How ever, before youadd pages breaks, try these options:

Adjust the width of individuals column to make the best use of space Consider printing the workbook sideways (using Landscape orientation). Change the left, right, top, and bottom margin to smaller values.

If after trying these options you still want to insert page breaks, Excel offers you an option ofpreview exactly where the page breaks appear and then adjusting them.

1. Open the View menu and select Page Break Preview.2. If a message appears, click OK Your worksheet is displayed with page breaks,3. To move a page break, drag the dashed line to the desired location.To delete a page break, drag it off the screen.


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To insert a page break, move to the first cell in the column to the right of wherebreak inserted. Then open the Insert menu and select Page Break. A dashes lineappears to the left of the selected row.

To exit page break Preview and return to your normal worksheet View, open the View Manuand select Normal.

T6.5.3 Printing Column and Row HeadingsTExcel Provides a way for you to select labels and titles that are located on the top edge and leftside of a large worksheet, and print them on every page of the printout. This options is usefulwhen a worksheet is too wide to print a single page. If don't use this option, the extra columnsor row will be print on subsequent pages without any descriptive labels.

To print column and/ or row headings on every page:1. Open the File menu and choose Page Setup dialog box appears.2. Click the Sheet tab to display the sheet options.3. To create columns labels and a worksheet title, click the collapse Dialog icon to the right

of the Row to Repeat at Top text box. Excel reduces the page Setup dialog box in size.

4. Drag over the row you want to print on ever page; A dashed line border surround the selectedarea, and absolute cell references with dollar signs ($) appears in the row to repeat at Top textbox;

5. click the Collapse Dialog icon to return the page setup dialog box6. To repeat. Row labels that appears on the left of the worksheet, click the Collapse Dialog icon to

the right of the column to Repeat at Left text box.7. Select the row labels you want to repeat.8. Click the Collapse Dialog icon to return once again to the page setup dialog box.9. To print your worksheet, click Print to display the print dialog box. Then click OK.

6.6 Adding Header and FootersExcel lets you add headers and footer to print in formation at the top and bottom of everypage of the printout, The information can include any text, as well as page numbers, thecurrent date and time, the workbook Filename and the worksheet tab name.

Top add header and footers, follows these steps:1. Open the view menu and choose Header and Footer, or click the Header and Footer

tab in the page setup dialog box.2. To select a header, click the Header drop-down arrow. Excel displays a lost of

suggested header you want. The sample header appears the top of the Header/Footertab.

3. To select footer, click the Footer drop-down arrow, Excel displays a list of suggestedfooter information, Scroll through the list and click footer you want. The sample footerappears the top of the Header / Footer tab.

4. Click OK to close page setup dialog box and return to your worksheet. Or click the printbottom to display the print dialog box, and click OK. To print your worksheet.

Note:- If the suggested header or footer suit you click the Custom Header or custom Footer

bottom and enter your exact specifications.

6.7 Scaling a Worksheet to Fit on a PageIf your worksheet is too large to print on one page even after you change the orientationand margins, you might consider using the Fit To options. This option shrinks the


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worksheet to make it fit on the specific number of pages. You can specify the document'swidth and height.

Print a worksheet to fit a paper width or a number of pages1. Click the worksheet2. On the File menu, click Page Setup, and then click the Page tab.3. Under Scaling, click Fit to.4. Do one of the following:

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