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“Virtual World,Free Education”
EXCEL 2010Eng Soraya Elsayed
Microsoft certified Trainer
Module One.
Module One: Excel Environment
Excel • Microsoft Excel is a spreadsheet application developed
by Microsoft for Microsoft Windows and Mac OS. • It allows one to enter numerical values or data into the
rows or columns of a spreadsheet, and to use these numerical entries for such things as calculations, graphs, and statistical analysis.
Module One: Excel Environment
Our Course• Module One Enviroment• Module TwoFormulas and Functions• Module Three Analysis and statistics
Module One: Excel Environment• Chapter 1: First Steps With spreadsheets
• Introduction to Interface of program• Open one, several spreadsheets• Switch between open spreadsheets• Create new spreadsheet• Save spreadsheets• Switch between open spreadsheets• Help
• Chapter 2:Adjust Settings• Use magnification / zoom tool• Freeze, unfreeze columns and rows• splitting a worksheet• Preferences
• Chapter3: Cells• Insert Data, Edit data• Select Cells• Copy, cut, paste & Delete• Fill handle
• Chapter 4: Rows and columns • Insert • Delete• Resize• Hide and Unhide
• Chapter 9: Worksheet setup• Margins• Orientation and paper size• Header and footer• Document properties
• Chapter 10:Printing Preparation• Finalize a workbook by spell checking
• Using find commond• Using Replace command
• Display guidelines• Display rows and columns headings• Apply automatic title rows
• Chapter11: Printing• Preview a worksheet• Page break preview• Print cell range• Print copies
Chapter 5 :Worksheets• Insert• Rename• Delete• Duplicate, Move• rearrange worksheets
Chapter 6:Formatting cell content• Font size, type, style• Font color and cell background• Copy formatting• Alignment, text wrap• Borders and shading• Format Painter
Chapter 7:Formatting Numbers and dates• Decimal places, comma• Date styles• Currency symbols• Percentage
Chapter 8:• Formulas and Functions• Copy and paste functions• Relative vs absolute reference • Charting
Module One: Excel Environment
• Introduction to Interface of program• Open one, several spreadsheets• Switch between open spreadsheets• Navigate Inside Worksheet• Selecting Data• Create new Workbook• Save spreadsheets• Help• Close
Chapter 1: First Steps With spreadsheets
Module One: Excel Environment
Introduction to Interface of programTitle bar
Ribbon
Tabs bar
Formula bar
Status bar
Row bar
Column bar
Sheet area
sheet Tab
Module One: Excel Environment
Title bar
Quick Access ToolbarMinimize, Maximize, close
Application buttonsWorkbook Title
• by default it contains icons for New, Save, Undo, and Redo.
• You can add & remove commands to it
• by default ,Excel will name new workbook with book1, book2,…etc, until you save it.
Module One: Excel Environment
Tile bar Tips1. Maxmize button is replaced with Restore button if window is already
maxmized.
2. Double click on tiltle bar will restore the window.
3. Click on application icon , open shortcut menu That have Restore, minimize and close.
4. Drag the title bar to any edge of any of the screens to make a window in that portion of the screen.
5. Show Quick access toolbar below or above ribbon
Module One: Excel Environment
Tabs Bar
File tab To access the Backstage view from within the application, click the File
Click another tab, to close backstage view
Minimize & maximize Ribbon
Help
Minimize, Maximize, close current book
buttons
Active tab looks different
2 types of Tabs
Main Tabs
• By defaults, it always appears
• File, Home, Insert, page layout, formulas, Review and view tabs
Contextual Tabs
• It appears only when u click on picture, chart, table, shape, textbox, Header &footer
Module One: Excel Environment
Ribbon
• Tools are organized in logical groups that are collected together under specific tabs.
Groups
Ribbon helps you quickly find the tools
Some groups have dialog box launcher
Module One: Excel Environment
Ribbon tips
1. Double click any tab will minimize ribbon
2. You can Use the keyboard to work with the ribbon:• If you Press and release the ALT key.You see the little boxes called
KeyTips over each command available in the current view.
3. You can create custom ribbon tabs and groups
4. You can rearrange tabs and groups
5. You can hide built in tabs but you are not allowed remove them
Module One: Excel Environment
Commands types
• Each group contains commands, related to a central task• Commands shape describe themselves:
• with a arrow commands
• ON/off commands
• Half on/off and half with arrow
Module One: Excel Environment
Formula bar
Name box Expandformula bar
Formula Box
The Name Box in Excel can be used to quickly navigate to different cells in a spreadsheet.
Tip: Hide formula bar
The Formula Box in Excel can be used to show cell’s content
Module One: Excel Environment
Sheet Area• Columns run vertically in a worksheet.• Each column is identified by a letter in the column header starting with
Column A to XFD
• Rows run horizontally in an Excel worksheet.• Each row is identified by a number in the row header
starting from 1 to 1048576
The intersection point between a column and a row is a cell.
column header
row
hea
der.
Columns:
Rows:
Worksheet size
1,048,576 rows by 16,384 columns
Module One: Excel Environment
sheet tabs
Navigation buttonsHorizontal scroll bar
sheets
• By default, Each new workbook you open in Excel three blank worksheets, although you can add more.
Add new sheet button
• TIP: You also can use the Ctrl+Page Down and Ctrl+Page Up keyboard shortcuts to display the next and previous sheet, respectively, in your workbook.
• TIP: Navigation buttons cannot work without this separator hides sheet.
Module One: Excel Environment
Status barThe status bar at the bottom Excel window displays status on options that are selected.
If you want to customize the status bar, right-click it, and then click the options that you want.
Views shortcuts
Zoom slider
Cell Mode Indicator
•Ready•-Enter• Edit• Point
Auto Calculate Indicator
Module One: Excel Environment
Module One: Excel Environment
Open file• File tabopen• Ctrl +O
• Each book is opened in several window
• File tabRecent
Open several files
Open Recent files
Module One: Excel Environment
Switch between several Window • View tab Window Group Switch Windows
Module One: Excel Environment
Navigate Inside Worksheets• Move one cell up, down, left, or right in a worksheet. Arrow keys• Move one screen down / one screen up in a worksheet.page up/down• Move one screen to the right / to the left in a worksheet. Alt+page up/down• Move to the beginning of a row in a worksheet.-->Home• Move to the beginning of a worksheet.ctrl+Home• Move to the last cell on a worksheet.ctrl+arrows
Module One: Excel Environment
Selecting Data• Selecting Cells
• To Select Single cell• To Select Range of cells• To Select Non-Adjacent cells: hold ctrl• To Select All cells: Ctrl +A
TIP To cancel a selection of cells, click any cell on the worksheet.
Module One: Excel Environment
Selecting Data• Selecting Columns, Rows in Worksheets and Workbooks
• To Select Row or columnclick the row/column header (Ctrl+space)(Shift+space)• To Select Adjacent rows / columnsdrag on the row/column header• To Select Nonadjacent rows / columnshold ctrl
Module One: Excel Environment
Extending SelectionsTo extend the selection to the last nonblank cell in the same column or row as the active cell CTRL+SHIFT+arrow key
Module One: Excel Environment
Create New Workbook
To create a new workbook,:• you can open a blank workbook. Ctrl+N• You can also base a new workbook on an existing workbook,• You can also base a new workbook on an default workbook
template, or any other template.
Module One: Excel Environment
Save Workbook• To avoid losing your data
• Save• Save as• Save as type• Default save Location• Save Autorecovry
Save vs Save as
Save
• No dialog box is opened except in the first time
• To save an existing workbook in its current location, without changing its name or type
Save as
• Save as Dialog box always opened
• To create a copy of your workbook in the same location with different name
• Or to copy it to another location
Module One: Excel Environment
Save as type
•abc.xlsx -------- Excel 2007 and 2010
•abc.xls -------- Excel 97-2003
Module One: Excel Environment
Autorecovery• The AutoRecover feature saves copies of all open Excel
files at a user-definable fixed interval. The files can be recovered if Excel closes unexpectedly, for example, during a power failure.
Versions• Excel saves all previous autosaved files under Versions.
Module One: Excel Environment
Autorecover• Save my work every 10 min or as u like• Save when i close workbook without saving• Save when excel crashes
Module One: Excel Environment
Help• File Help• Click the Help button . Located above the ribbon• Use the Keyboard shortcut press F1.
Version of the Microsoft Office Help topics
• Topics those installed on your computer as part of Microsoft Office (offline)
• Topics available on Microsoft Office.com.
Module One: Excel Environment
close• File Exit
Module One: Excel Environment
Thank you for watching Edupedia World Videos
See You at the next video
Module One: Excel Environment
Chapter 2:Adjust Settings• Use magnification / zoom tool• Freeze, unfreeze columns and rows• Preferences
Module One: Excel Environment
Use magnification / zoom tool• Excel provides two methods to zoom in on your data.
• Zoom slider • zoom dialog box
Module One: Excel Environment
Freeze, unfreeze columns and rows
• lock one row only, click Freeze Top Row.• lock one column only, click Freeze First Column.• To lock more than one row or column,
• To lock multiple rows, select the row below the row or rows that you want to keep visible when you scroll.
• To lock multiple columns, select the column to the right of the column or columns that you want to keep visible when you scroll.
• To lock both rows and columns, click the cell below and to the right of the rows and columns that you want to keep visible when you scroll.
Note
You cannot freeze rows and columns in the middle of the worksheet.
Module One: Excel Environment
Can you freeze rows and columns in the middle of the worksheet?
•Answer:•Of course not.
Module One: Excel Environment
Comparing Data in excel workbook
Comparing Data in excel workbook
compare two different worksheets from the same workbook.
• By opening multiple windows for a single workbook at the same time.
compare different sections of the same worksheet
• Using Split command that allows you to divide the worksheet into multiple panes that scroll separately.
Vertical split Horizontal split
Both vertical & Horizontal split
Module One: Excel Environment
Any changes you make to one pane are immediately reflected in the other ones.
• True or false
Module One: Excel Environment
Preferences• File location• Number of sheets• Font and size• File format
Module One: Excel Environment
Chapter3: Cells• Insert Data, Edit data and Select Cells’ content• Duplicate, Move, Delete
Click the cell
• To Activate it• Ready Mode
Start Typing
•Enter Mode
•Replce
D.C it’s content•To Insert insertion point
•Edit Mode
F2D.C it’s content
•To Insert insertion point•Edit Mode
D.C it’s content again•Highlight cell content•Edit mode•Replace all content
One Click on the cell
If the cell is empty
• Cell is in Ready mode• Enter mode activated by typing.
If the cell contains data
• Data completely replaced by new entry
New data is inserted
Double Click on the cell
If the cell is empty
• insertion curser appears
If the cell contains data
Edit mode activated to add data to it or remove from it
Enter mode activated to insert data
Double Click + Double Click on the cell
• insertion curser appears• Enter mode activated
Edit mode activated
Module One: Excel Environment
• Click• double click = F2• double click then double click again
1 click = 4 click
Module One: Excel Environment
True or false:• If cell contain data surfing
1 click = 4 click
Cut and Copy Data in an Excel Worksheet
Cut
• When you move data to another location, the data is removed from its original location and placed at the location you specify.
Copy
• You may want to have the same information in several places within the worksheet.
Module One: Excel Environment
There are several methods to Cut and Copy Data :
1. Copy & Paste, Cut & Paste from ribbon
2. Copy & Paste, Cut & Paste from r.c shortcut menu
3. Drag and Drop
4. Use keyboard shortcut
Module One: Excel Environment
Fill Handle• The fill handle is a small black box at the bottom right
corner, as shown in the image below.
Copy DataExtend aseries Data
Uses:
Module One: Excel Environment
Thank you for watching Edupedia World Videos
See You at the next video
Module One: Excel Environment
Chapter 4: Rows and columns • Insert • Delete• Move• Resize• Hide and unhide
Module One: Excel Environment
Insert Rows and columns• Insert a single row/column• Insert multiple rows/columns• Insert nonadjacent rows/columns
Module One: Excel Environment
Delete key from keyboard• Delete key = clear command
Module One: Excel Environment
3 ways u can use to insert rows or columns
• Home > Insert > Insert Sheet Rows/ Insert Sheet columns• Using right click to open context menu• Keyboard shortcut press and hold (Ctrl and Shift keys )
and press (+) key
Module One: Excel Environment
Delete Rows and columns• Delete a single row/column• Delete multiple rows/columns• Delete nonadjacent rows/columns
Module One: Excel Environment
3 ways u can use to delete rows or columns
• Home > Delete > Delete Sheet Rows/ Insert Sheet columns
• Using right click to open context menu• Keyboard shortcut press and hold (Ctrl key ) and press (-)
key
Module One: Excel Environment
Insert and delete cells• You can insert blank cells above or to the left of the selected cells on
a worksheet.• By choosing option Shift cells down
or Shift cells right
• When deleting cells• Shift cells left :a cell to the right of the deleted one
will be moved to the left; • Shift cells up :a cell below the deleted one
will be moved up;
Module One: Excel Environment
What do that means?• To see pound signs (#######) in a cell
Module One: Excel Environment
Row height and column width
3 ways to Modify Row height and column width :• By dragging the line separating columns or rows• By D.c the line separating columns or rows = Autofit• Specific measurement
Module One: Excel Environment
Reset column width• you can specify a column width of 0 (zero) to 255.• The default column width is 8.43 characters. • If a column has a width of 0 (zero), the column is hidden.
Module One: Excel Environment
Reset row height• You can specify a row height of 0 (zero) to 409.• The default row height is 12.75 points • If a row has a height of 0 (zero), the row is hidden.
Module One: Excel Environment
Hide and unhide rows and columns• Using ribbon• Using context menu• Using keyboard shortcut
Hidden columns and rows don’t print
Module One: Excel Environment
Hide and unhide using keyboard shortcuts• The key combination for hiding rows is:
Ctrl + 9 • The key combination for hiding columns is:
Ctrl + 0• The key combination for unhiding rowsis:
Ctrl + Shift + 9
• The key combination for unhiding columns is:
Ctrl + Shift + 0
Module One: Excel Environment
unhide rows and columns• To display hidden rows, select the row above and below
the rows that you want to unhide.
• To display hidden columns, select the columns adjacent to either side of the columns that you want to unhide.
•
Module One: Excel Environment
Unhide Column A• Use Name box
Module One: Excel Environment
Chapter 5 :Worksheets• Insert Worksheets• Rename Worksheets• Changing worksheet Tab Color• rearrange worksheets• Delete Worksheets• Duplicate, Move Worksheets• Hide and unhide Worksheets
Module One: Excel Environment
Insert worksheet• Click new sheet icon• Shift +F11• Ribbon • R.c on sheet tab
Module One: Excel Environment
Rename worksheet• R.c on sheet tab• D.c sheet name• Ribbon
Module One: Excel Environment
Hide and unhide worksheets
Module One: Excel Environment
Hide and unhide worksheets
Note:• Although you can hide several sheets at once, if u select
all of them first before hiding. But You can only unhide one worksheet at a time.
• Undo command cannot unhide• hide is not equal to delete
Module One: Excel Environment
Copy & move worksheets• You can copy and move the worksheet :
• into the same workbook • or into a new workbook• To different workbook
Module One: Excel Environment
3 ways to move and copy sheets
23
By dragging 1
Formatted sheet Non formatted sheet
Chapter 6:Formatting cell content
Chapter 6:Formatting cell content
Formatting for text
• To change Font type, size. • Font color , style• Cell borders and fill colors
Formatting for Numbers
• Text Alignment, direction.• Indentation , orientation• Text wrap, Merge cells
Chapter 6:Formatting cell content
Formatting for text
• To change Font type, size. • Font color , style• Cell borders and fill colors
• Text Alignment, direction.• Indentation , orientation• Text wrap, Merge cells
Font group on home tab
Alignment group on home tab
Formatting for Numbers
Number group on home tab
Chapter 6:Formatting cell content
Formatting for text
• To change Font type, size. • Font color , style• Cell borders and fill colors
Formatting for Numbers
• Text Alignment, direction.• Indentation , orientation• Text wrap, Merge cells
Module One: Excel Environment
Chapter 7:Formatting Numbers• Decimal places, comma and thousand separator• Date styles• Currency symbols• Percentage• Conditional formatting
Module One: Excel Environment
If you applied a number formatting to cells,How can You remove that formatting?• Simply By applying general formatting, any applied
number formatting will be removed
Module One: Excel Environment
Format painter
Only 1 click on format painter Double click on format painter
To Copy formatting for several cellsTo Copy formatting for only one cell
Formatted cell
Unformatted cell
Unformatted cell
Unformatted cell
1 2 3
double click
3
4
Formatted cell Unformatted cell
1 2 3
Formulas and Functions
Formulas
• A formula is statement written by the user to be calculated
• Ex:• =20+4/8*2• =A1+A2*(B2+B3)
Functions
• Functions are predefined formulas and are already available in Excel.
• Ex:• =SUM()• =Average()
an expression which calculates the value of a cell.
Module One: Excel Environment
Formulas and Functions Rules
• always starts with an equal sign (=).
• Refer to data by including their cell references in the formula arguments.
• To complete a formula that uses a combination of numbers, cell references, and operators, press ENTER.
Module One: Excel Environment
Order of operations• In mathematics and computer programming, the order of
operations (sometimes called operator precedence) is a rule used to clarify which procedures should be performed first in a given mathematical expression.
Exponents ^
Multiplication / Division * /
Addition / Subtraction + -
Brackets ()
Module One: Excel Environment
Order of operations• In mathematics and computer programming, the order of
operations (sometimes called operator precedence) is a rule used to clarify which procedures should be performed first in a given mathematical expression.
Order of operation
Without order of operation
• =6+4/2• =10/2• =5
Corrected• =(6+4)/2
With order of operation
•=6+4/2•=6+2•=8
Module One: Excel Environment
Order of operation
•=6+4-2•=10-2•=8
Module One: Excel Environment
Copying formulas & functions• Copying a Formula into Multiple adjacent Cells• Copying using relative and absolute references• Copying a Formula Exactly
Relative and Absolute Cell References
Relative references
• change when a formula is copied to another cell. on the other hand,
Absolute references
• remain constant, no matter where they are copied.
Module One: Excel Environment
Paste options• Paste group• Paste values• Other paste options
Module One: Excel Environment
Module One: Excel Environment
=A7+B7 =B7+C7
=B7+C7
=B10+C10
=B10+C10=A10+B10
Charts• Excel support different types of charts
Charts
• Create charts• Format Charts• Move Charts
Module One: Excel Environment
The elements of a chart• 1. The chart area • 2. The plot area • 3. The data points of the data series • 4. The horizontal (category) and vertical (value) axis along
which the data is plotted in the chart.• 5. A chart title • 6. A data label• 7. The Legend
Module One: Excel Environment
Manually Add/remove Chart Elements
• Add/remove Chart Title• Add/remove axis Title• Add/remove Chart Legend• Add/remove Data Label• Add/remove Data Table
Module One: Excel Environment
Manually format Chart Elements
• Fill Color • Font type, size• Border style, color and width• 3d rotation
Module One: Excel Environment
Apply chart Layout
Module One: Excel Environment
Format chart
Module One: Excel Environment
Format a chart element
Module One: Excel Environment
Format a chart element
Module One: Excel Environment
Select a chart element
Module One: Excel Environment
Print Preparation• Set page margins• Change page orientation and paper size• Create headers and footers• Create sheet settings
Module One: Excel Environment
Print Area• What is Print area?• How to set Print area?• How to add to Print area?• How to clear Print area?
Module One: Excel Environment
Chapter 8: Search and replace• Using find commond• Using Replace command• More search options
Defining Page Setup Options
• Margins Orientation paper size
Module One: Excel Environment
Chapter 10:Printing Preparation• Display guidelines• Display rows and columns headings• Apply automatic title rows
Module One: Excel Environment
Headers & Footers• What are Excel Headers and Footers?• Where are headers and footers located?
• Headers and footers are text that print at • the top (header)• bottom (footer)
• They contain information such as titles, dates, and/or page numbers.
of each page in each sheet
Module One: Excel Environment
Chapter11: Printing• Preview a worksheet• Page break preview• Print cell range• Print copies