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L E C T U R E
6 MICROSOFTEXCEL
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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.
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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.
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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.
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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).
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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.
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Excel 2007 Screen Elements and it Functions
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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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 + :
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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.
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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.
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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:
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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.
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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.
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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).
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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.
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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:
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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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:
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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.
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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.
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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.
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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( $ )
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In Excel 2007, the basic number formatting options
are located on the Home tab, Number group as shownhere.
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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.
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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.
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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.
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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.
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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.
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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.
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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.
From the Format Cells dialog box displayed, select the Numbertab.
In the Category: section, select Number.
Select the number of decimal places you require by using theDecimal places spin box arrows.
Click OK.
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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.
From the Format Cells dialog box displayed, select the Numbertab.
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.
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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.
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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.
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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.
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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).
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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).
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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.
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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!
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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.
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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.
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Under the Editing options section, clear the Allow
editing directly in cells check box.
Click on OK.
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H M C ll i E l 200 d Vi V
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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.
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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:
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Click on Merge & Center.
The three cells will then become one - B2, to be exact
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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.
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