Prepared By : -Pankaj Kumar
Lesson 1
Entering Text and Numbers
Microsoft Excel is an electronic spreadsheet that runs on a personal computer. You can use it to
organize your data into rows and columns. You can also use it to perform mathematical
calculations quickly. Although knowledge of how to navigate in a Windows environment is
helpful, this tutorial was created for the computer novice. You use the window to interact with
Excel.
- The Microsoft Excel Window
- The Microsoft Office Button
- The Quick Access Toolbar
- The Title Bar
- The Ribbon
- Worksheets
- The Formula Bar
- The Status Bar
- Move Around a Worksheet
- Go To Cells Quickly
- Select Cells
- Enter Data
- Edit a Cell
- Wrap Text
- Delete a Cell Entry
- Save a File
- Close Excel
Lesson 2
Entering Excel Formulas and Formatting Data
Lesson 1 familiarized you with the Excel 2007 window, taught you how to move around the
window, and how to enter data. A major strength of Excel is that you can perform mathematical
calculations and format your data. In this lesson, you learn how to perform basic mathematical
calculations and how to format text and numerical data.
- Set the Enter Key Direction
- Perform Mathematical Calculations
- AutoSum
- Perform Automatic Calculations
- Align Cell Entries
- Perform Advanced Mathematical Calculations
- Copy, Cut, Paste, and Cell Addressing
- Insert and Delete Columns and Rows
- Create Borders
- Merge and Center
- Add Background Color
- Change the Font, Font Size, and Font Color
- Move to a New Worksheet
- Bold, Italicize, and Underline
- Work with Long Text
- Change a Column's Width
- Format Numbers
Lesson 3
Creating Excel Function, Filling Cells, and Printing
By using functions, you can quickly and easily make many useful calculations, such as finding
an average, the highest number, the lowest number, and a count of the number of items in a list.
Microsoft Excel has many functions you can use. You can also use Microsoft Excel to fill cells
automatically with a series. For example, you can have Excel automatically fill your worksheet
with days of the week, months of the year, years, or other types of series.
A header is text that appears at the top of every page of your printed worksheet. A footer is text
that appears at the bottom of every page of your printed worksheet. You can use a header or
footer to display among other things titles, page numbers, or logos. Once you have completed
your Excel worksheet, you may want to print it. This lesson teaches you how to use functions,
how to create a series, how to create headers and footers, and how to print.
- Using Reference Operators
- Understanding Functions
- Fill Cells Automatically
- Create Headers and Footers
- Set Print Options
Lesson 4
Creating Charts
In Microsoft Excel, you can represent numbers in a chart. On the Insert tab, you can choose
from a variety of chart types, including column, line, pie, bar, area, and scatter. The basic
procedure for creating a chart is the same no matter what type of chart you choose. As you
change your data, your chart will automatically update. This lesson teaches you how to create a
chart in Excel.
- Create a Chart
- Apply A Chart Layout
- Add Labels
- Switch Data
- Change the Style of a Chart
- Change the Size and Position of a Chart
- Move A Chart to a Chart Sheet
- Change the Chart Type
Lesion 5
Miscellaneous
- Text To Column
- Pivot Table
- Consolidate
- Goal Seek
- Scenario
Lesson 1
Entering Text and Numbers
Microsoft Excel is an electronic spreadsheet or worksheet. You can use it to organize your data
into rows and columns. You can also use it to perform mathematical calculations quickly. We do
the three popular works in excel (Calculations, Chart and Database). A workbook contains 3
sheets by default but we can increase it to 255. A worksheet has 1048576 rows and 16348
columns and the name of last column is XFD. The extension of excel file is “ .xlsx “.
The Microsoft Excel Window
We can start it by using
- Start Run Type “Excel” and click ok.
- Start Program Microsoft Office Microsoft Office Excel 2007
The Microsoft Word window appears and your screen looks similar to the one shown here .
Note: Your screen will probably not look exactly like the screen shown. In Excel 2007, how a
window displays depends on the size of your window, the size of your monitor, and the
resolution to which your monitor is set. Resolution determines how much information your
computer monitor can display. If you use a low resolution, less information fits on your screen,
but the size of your text and images are larger. If you use a high resolution, more information fits
on your screen, but the size of the text and images are smaller. Also, settings in Excel 2007,
Windows Vista, and Windows XP allow you to change the color and style of your windows.
The Microsoft Office Button
In the upper-left corner of the Excel 2007 window is the Microsoft Office button. When you click
the button, a menu appears. You can use the menu to create a new file, open an existing file,
save a file, and perform many other tasks.
After clicking the above button the following menu appears with the list of commands.
(i) New :- New option of office button is used to open a new blank workbook. Its shortcut
key is “ Ctrl + N. ”
(ii) Open :- This is used to open an existing workbook. When we click on this option then
open dialog box appears. Type the filename in the dialogbox which has to be open
and click open. Its shortcut key is “ Ctrl + O ”
(iii) Save : - We can store the file permanently to click on save option of office button. Its
shortcut is “ Ctrl + S ”. It saves the file in default format ( “ .xlsx “ extension ).
(iv) Save As : - This option of office button has six commands. Its shortcut key is F12 .
a. Excel Workbook : - It is the default option of Save As . When we click on Save As
then Excel Workbook is select automacically. It saves the file with default
extension “ .xlsx “ .
b. Excel Macro - Enabled Workbook : - This option of Save As is used to save the
file in a save the workbook in xml based and macro enabled format.
c. Excel Binary Workbook :- It saves the file in binary format.
d. Excel 97 – 2003 Workbook :- This option helps us to save the file in previous
version of MS Excel. This file is saved with “.xls” extension. This file can be
opened in the previos version (MS Excel 97 - 2003) as well as MS Excel 2007
also.
e. Find add – ins for other file formatsT h:i-s change modifies your settings to
enable the default “Save As -> Find add-ins for other file formats” button under
the Office menu of Excel 2007. At times, you may want to share your workbooks
with users who do not have Excel 2007 installed on their computers. To do this,
you click the Office Button and select Save As - PDF or XPS menu command.
This command enables you to save your documents in the Portable Document
Format (PDF) and XML Paper Specification (XPS) formats. Using these formats,
you can easily share your Excel 2007 documents with other users on the Internet
without considering the type of computer or applications that they are using.
f. Other Format :- It opens the Save As dialog box to select all possible types for
saving the file.
(v) Print :- Print option of Office button has three commands. Its shortcut key is “ Ctrl + P “.
a. Print :- This option opens print dialog box. In the dialog box we can set the name
of printers, order of page, orientation of page, number or copy etc. After setting
we can print the page. Its shortcut key is “Ctrl + P”.
b. Quick Print :- This option helps us to print the page with the default setting of
printers. It does not open the dialog box.
c. Print Preview :-This option shows the preview of current page or file. Its shortcut
key is “ Ctrl + F2 ”.
(vi) Prepare :- The Prepare command provides options for completing your workbook.
The options “enhance the privacy, security and authenticity of the workbook. These
options are the same in Word, Excel and PowerPoint .
(vii)Send :- Through this option, we can send workbook with e-mail as attachment and fax
also.
(viii) Publish :- The Publish command includes options for publishing documents to a
shared work space, Blog or to a file format for use in another program. In each of these
Office 2007 programs, the options available are different and reflect the nature of the
work that is done in that program.
a. Excel Services :- Excel Services is a new server technology included in
Microsoft Office SharePoint Server 2007. This shared service enables you to
load, calculate, and display Excel workbooks on Office SharePoint Server 2007.
Using Excel Services, you can easily reuse and share Excel workbooks on Office
SharePoint Server 2007 portals and dashboards. For example, financial analysts,
business planners, or engineers can create content in Excel and share it with
others by using an Office SharePoint Server 2007 portal and dashboard—without
writing custom code. You can control which data is displayed, and you can
maintain a single version of your Excel workbook.
There are two primary interfaces for Excel Services:
An Excel Web Access Web Part, which enables you to view and interact with
a live workbook using a browser
Excel Web Services for programmatic access
In addition, you can extend Excel Calculation Services by using user-defined
functions (UDFs).
Using Excel Services, you can view live, interactive workbooks using only a
browser. This means you can save Excel workbooks and interact with them from
within portal sites.
You can also interact with workbooks to explore and pivot on data, and analyze
PivotTable reports and charts by using a browser. Excel Services supports
workbooks that are connected to external data sources. You can embed
connection strings to external data sources in the workbook or save them
centrally in a data connection library file.
You can also make selected cells in worksheets editable by making them named
ranges (or "parameters"). These items that you choose to make viewable, when
you save to Excel Services, will appear in the Parameters pane in Excel Web
Access. You can change the values of these named ranges in the parameters
pane and refresh the workbook. You can also use the portal's filter Web Part to
filter several Web Parts (Excel Web Access and other types of Web Parts)
together.
However, you cannot use Excel Services to create workbooks. To author a
workbook you must use Microsoft Office Excel 2007.
Excel Services also has a Web service. You can use Excel Web Services to load
workbooks, set values in cells and ranges, refresh external data connections,
calculate worksheets, and extract calculated results (including cell values, the
entire calculated workbook, or a snapshot of the workbook).
Excel Services supports UDFs, which you can use to extend the capabilities of
Excel Calculation Services—for example, to implement custom calculation
libraries or to read data from Web services and data sources that are not natively
supported by Excel Services.
Excel Services is designed to be a scalable, robust, enterprise-class server that
provides feature and calculation fidelity with Excel 2007.
b. Document Management Server :- Share the document by saving it to a
document management server.
c. Create Document Workspace :- It allows other people to interact with the
document.
(ix) Close :- It closes the current open workbook.
The Quick Access ToolbarNext to the Microsoft Office button is the Quick Access toolbar. The Quick Access toolbar
provides you with access to commands you frequently use. By default Save, Undo, and Redo
appear on the Quick Access toolbar. You can use Save to save your file, Undo to rollback an
action you have taken, and Redo to reapply an action you have rolled back.
The Title Bar
Next to the Quick Access toolbar is the Title bar. The Title bar displays the title of the document
on which you are currently working. Word names the first new document you open Document1.
As you open additional new documents, Word names them sequentially. When you save your
document, you assign the document a new name .
The Ribbon
You use commands to tell Microsoft Word what to do. In Microsoft Word 2007, you use the
Ribbon to issue commands. The Ribbon is located near the top of the screen, below the Quick
Access toolbar. At the top of the Ribbon are several tabs; clicking a tab displays several related
command groups. Within each group are related command buttons. You click buttons to issue
commands or to access menus and dialog boxes. You may also find a dialog box launcher inthe bottom-right corner of a group. Clicking the dialog box launcher gives you access to
additional commands via a dialog box.
Worksheets
Microsoft Excel consists of worksheets. Each worksheet contains columns and rows. The
columns are lettered A to Z and then continuing with AA, AB, AC and so on; the rows are
numbered 1 to 1,048,576. The number of columns and rows you can have in a worksheet is
limited by your computer memory and your system resources.
The combination of a column coordinate and a row coordinate make up a cell address. For
example, the cell located in the upper-left corner of the worksheet is cell A1, meaning column A,
row 1. Cell E10 is located under column E on row 10. You enter your data into the cells on the
worksheet.
The Formula Bar
If the Formula bar is turned on, the cell address of the cell you are in displays in the Name box
which is located on the left side of the Formula bar. Cell entries display on the right side of the
Formula bar. If you do not see the Formula bar in your window, perform the following steps:
1. Choose the View tab.
2. Click Formula Bar in the Show/Hide group. The Formula bar appears.
Note : The current cell address displays on the left side of the Formula bar.
The Vertical and Horizontal and Vertical Scroll Bars
The vertical and horizontal scroll bars enable you to move up, down, and across your window
simply by dragging the icon located on the scroll bar. The vertical scroll bar is located along the
right side of the screen. The horizontal scroll bar is located just above the status bar. To move
up and down your document, click and drag the vertical scroll bar up and down. To move back
and forth across your document, click and drag the horizontal scroll bar back and forth. You
won't see a horizontal scroll bar if the width of your document fits on your screen.
The Status Bar
The Status bar appears at the very bottom of the Excel window and provides such information
as the sum, average, minimum, and maximum value of selected numbers. You can change
what displays on the Status bar by right-clicking on the Status bar and selecting the options you
want from the Customize Status Bar menu. You click a menu item to select it. You click it again
to deselect it. A check mark next to an item means the item is selected.
Move Around a Worksheet
By using the arrow keys, you can move around your worksheet. You can use the down arrow
key to move downward one cell at a time. You can use the up arrow key to move upward one
cell at a time. You can use the Tab key to move across the page to the right, one cell at a time.
You can hold down the Shift key and then press the Tab key to move to the left, one cell at a
time. You can use the right and left arrow keys to move right or left one cell at a time. The Page
Up and Page Down keys move up and down one page at a time. If you hold down the Ctrl key
and then press the Home key, you move to the beginning of the worksheet.
Example
Move Around the Worksheet
The Down Arrow Key
Press the down arrow key several times. Note that the cursor moves downward one cell
at a time.
The Up Arrow Key
Press the up arrow key several times. Note that the cursor moves upward one cell at a
time.
The Tab Key
1. Move to cell A1.
2. Press the Tab key several times. Note that the cursor moves to the right one cell at a
time.
The Shift + Tab Keys
Hold down the Shift key and then press Tab. Note that the cursor moves to the left one
cell at a time.
The Right and Left Arrow Keys
1. Press the right arrow key several times. Note that the cursor moves to the right.
2. Press the left arrow key several times. Note that the cursor moves to the left.
Page Up and Page Down
1. Press the Page Down key. Note that the cursor moves down one page.
2. Press the Page Up key. Note that the cursor moves up one page.
The Ctrl-Home Key
1. Move the cursor to column J.
2. Stay in column J and move the cursor to row 20.
3. Hold down the Ctrl key while you press the Home key. Excel moves to cell A1.
Go To Cells Quickly
The following are shortcuts for moving quickly from one cell in a worksheet to a cell in a different
part of the worksheet.
Go to -- F5
The F5 function key is the "Go To" key. If you press the F5 key, you are prompted for the cell to
which you wish to go. Enter the cell address, and the cursor jumps to that cell.
1. Press F5. The Go To dialog box opens.
2. Type J3 in the Reference field.
3. Press Enter. Excel moves to cell J3.
Go to – Ctrl + G
You can also use Ctrl + G to go to a specific cell.
1. Hold down the Ctrl key while you press "g" (Ctrl + G). The Go To dialog box opens.
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2. Type C4 in the Reference field.
3. Press Enter. Excel moves to cell C4.
The Name Box
You can also use the Name box to go to a specific cell. Just type the cell you want to go to in
the Name box and then press Enter.
1. Type B10 in the Name box.
2. Press Enter. Excel moves to cell B10.
In Word 2007, you can display your document in one of five views: Draft, Web Layout, Print
Layout, Full Screen Reading, or Online Layout.
Draft View
Draft view is the most frequently used view. You use Draft view to quickly edit your
document.
Web Layout
Web Layout view enables you to see your document as it would appear in a browser
such as Internet Explorer.
Print Layout
The Print Layout view shows the document as it will look when it is printed.
Reading Layout
Reading Layout view formats your screen to make reading your document more
comfortable.
Outline View
Outline view displays the document in outline form. You can display headings without
the text. If you move a heading, the accompanying text moves with it.
You should use Draft view for these lessons. Before moving ahead, make sure you are in Draft
view:
1. Click the View tab.
2. Click Draft in the Document Views group. When the Draft option is selected it appears in
a contrasting color .
Select Cells
If you wish to perform a function on a group of cells, you must first select those cells by
highlighting them.
EXAMPLE
Select Cells
To select cells A1 to E1:
1. Go to cell A1.
2. Press the F8 key. This anchors the cursor.
3. Note that "Extend Selection" appears on the Status bar in the lower-left corner of the
window. You are in the Extend mode.
4. Click in cell E7. Excel highlights cells A1 to E7.
5. Press Esc and click anywhere on the worksheet to clear the highlighting.
Alternative Method: Select Cells by Dragging
You can also select an area by holding down the left mouse button and dragging the mouse
over the area. In addition, you can select noncontiguous areas of the worksheet by doing the
following:
1. Go to cell A1.
2. Hold down the Ctrl key. You won't release it until step 9. Holding down the Ctrl key
enables you to select noncontiguous areas of the worksheet.
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3. Press the left mouse button.
4. While holding down the left mouse button, use the mouse to move from cell A1 to C5.
5. Continue to hold down the Ctrl key, but release the left mouse button.
6. Using the mouse, place the cursor in cell D7.
7. Press the left mouse button.
8. While holding down the left mouse button, move to cell F10. Release the left mouse
button.
9. Release the Ctrl key. Cells A1 to C5 and cells D7 to F10 are selected.
10. Press Esc and click anywhere on the worksheet to remove the highlighting.
Enter Data
To enter data into the worksheet, First, place the cursor in the cell in which you want to start
entering data. Type some data, and then press Enter. If you need to delete, press the Backspace
key to delete one character at a time.
Edit a Cell
After you enter data into a cell, you can edit the data by pressing F2 while you are in the cell you
wish to edit.
Change "John" to "Jones."
1. Move to cell A1.
2. Press F2.
3. Use the Backspace key to delete the "n" and the "h."
4. Type nes .
5. Press Enter.
Alternate Method: Editing a Cell by Using the Formula Bar
You can also edit the cell by using the Formula bar. You change "Jones" to "Joker" in the
following exercise.
1. Move the cursor to cell A1.
2. Click in the formula area of the Formula bar.
3. Use the backspace key to erase the "s," "e," and "n."
4. Type Ker.
5. Press Enter.
Alternate Method: Edit a Cell by Double-Clicking in the Cell
You can change "Joker" to "Johnson" as follows:
1. Move to cell A1.
2. Double-click in cell A1.
3. Press the End key. Your cursor is now at the end of your text.
3. Use the Backspace key to erase "r," "e," and "k."
4. Type Johnson.
5. Press Enter.
Change a Cell Entry
Typing in a cell replaces the old cell entry with the new information you type.
1. Move the cursor to cell A1.
2. Type Cathy .
3. Press Enter. The name "Cathy" replaces "Johnson."
Wrap Text
When you type text that is too long to fit in the cell, the text overlaps the next cell. If you do not
want it to overlap the next cell, you can wrap the text.
1. Move to cell A2.
2. Type Text too long to fit .
3. Press Enter.
4. Return to cell A2.
5. Choose the Home tab.
6. Click the Wrap Text button . Excel wraps the text in the cell.
Delete a Cell Entry
To delete an entry in a cell or a group of cells, you place the cursor in the cell or select the
group of cells and press Delete.
Save a File
This is the end of Lesson1. To save your file:
1. Click the Office button. A menu appears.
2. Click Save. The Save As dialog box appears.
3. Go to the directory in which you want to save your file.
4. Type Lesson1 in the File Name field.
5. Click Save. Excel saves your file.
Close Excel
Close Microsoft Excel.
1. Click the Office button. A menu appears.
2. Click Close. Excel closes.
Lesson 2
Excel Formulas
When you enter formulas into your Excel worksheet, the formulas can calculate automatically.
Entering Excel Formulas and Formatting Data
A major strength of Excel is that you can perform mathematical calculations and format your
data. In this lesson, you learn how to perform basic mathematical calculations and how to
format text and numerical data. To start this lesson, open Excel.
Perform Mathematical Calculations
In Microsoft Excel, you can enter numbers and mathematical formulas into cells. Whether you
enter a number or a formula, you can reference the cell when you perform mathematical
calculations such as addition, subtraction, multiplication, or division. When entering a
mathematical formula, precede the formula with an equal sign. Use the following to indicate the
type of calculation you wish to perform:
+ Addition
- Subtraction
* Multiplication
/ Division
^ Exponential
In the following exercises, you practice some of the methods you can use to move around a
worksheet and you learn how to perform mathematical calculations. Refer to Lesson 1 to learn
more about moving around a worksheet.
Addition
1. Type Add in cell A1.
2. Press Enter. Excel moves down one cell.
3. Type 1 in cell A2.
4. Press Enter. Excel moves down one cell.
5. Type 1 in cell A3.
6. Press Enter. Excel moves down one cell.
7. Type =A2+A3 in cell A4.
8. Click the check mark on the Formula bar. Excel adds cell A1 to cell A2 and displays the
result in cell A4. The formula displays on the Formula bar.
Note: Clicking the check mark on the Formula bar is similar to pressing Enter. Excel records
your entry but does not move to the next cell.
Subtraction
1. Press F5. The Go To dialog box appears.
2. Type B1 in the Reference field.
3. Press Enter. Excel moves to cell B1 .
4. Type Subtract .
5. Press Enter. Excel moves down one cell.
6. Type 6 in cell B2.
7. Press Enter. Excel moves down one cell.
8. Type 3 in cell B3.
9. Press Enter. Excel moves down one cell.
10. Type =B2-B3 in cell B4.
11. Click the check mark on the Formula bar. Excel subtracts cell B3 from cell B2 and the
result displays in cell B4. The formula displays on the Formula bar.
Multiplication
1. Hold down the Ctrl key while you press "g" (Ctrl + G). The Go To dialog box appears.
2. Type C1 in the Reference field.
3. Press Enter. Excel moves to cell C1
4. Type Multiply.
5. Press Enter. Excel moves down one cell.
6. Type 2 in cell C2.
7. Press Enter. Excel moves down one cell.
8. Type 3 in cell C3.
9. Press Enter. Excel moves down one cell.
10. Type =C2*C3 in cell C4.
11. Click the check mark on the Formula bar. Excel multiplies C1 by cell C2 and displays the
result in cell C3. The formula displays on the Formula bar.
Division
1. Press F5.
2. Type D1 in the Reference field.
3. Press Enter. Excel moves to cell D1.
4. Type Divide .
5. Press Enter. Excel moves down one cell.
6. Type 6 in cell D2.
7. Press Enter. Excel moves down one cell .
8. Type 3 in cell D3.
9. Press Enter. Excel moves down one cell.
10. Type =D2/D3 in cell D4.
11. Click the check mark on the Formula bar. Excel divides cell D2 by cell D3 and displays
the result in cell D4. The formula displays on the Formula bar.
When creating formulas, you can reference cells and include numbers. All of the
following formulas are valid:
=A2/B2
=A1+12-B3
=A2*B2+12
=24+53
AutoSum
You can use the AutoSum button on the Home tab to automatically add a column or row of
numbers. When you press the AutoSum button , Excel selects the numbers it thinks you want
to add. If you then click the check mark on the Formula bar or press the Enter key, Excel adds
the numbers. If Excel's guess as to which numbers you want to add is wrong, you can select the
cells you want.
EXAMPLE
AutoSum
The following illustrates AutoSum:
1. Go to cell F1.
2. Type 3.
3. Press Enter. Excel moves down one cell.
4. Type 3.
5. Press Enter. Excel moves down one cell.
6. Type 3.
7. Press Enter. Excel moves down one cell to cell F4.
8. Choose the Home tab.
9. Click the AutoSum button in the Editing group. Excel selects cells F1 through F3 and
enters a formula in cell F4.
10. Press Enter. Excel adds cells F1 through F3 and displays the result in cell F4.
Perform Automatic Calculations
By default, Microsoft Excel recalculates the worksheet as you change cell entries. This makes it
easy for you to correct mistakes and analyze a variety of scenarios .
EXAMPLE
Automatic Calculation
Make the changes described below and note how Microsoft Excel automatically recalculates.
1. Move to cell A2.
2. Type 2.
3. Press the right arrow key. Excel changes the result in cell A4. Excel adds cell A2 to cell
A3 and the new result appears in cell A4.
4. Move to cell B2.
5. Type 8.
6. Press the right arrow key. Excel subtracts cell B3 from cell B3 and the new result
appears in cell B4.
7. Move to cell C2.
8. Type 4.
9. Press the right arrow key. Excel multiplies cell C2 by cell C3 and the new result appears
in cell C4.
10. Move to cell D2.
11. Type 12.
12. Press the Enter key. Excel divides cell D2 by cell D3 and the new result appears in cell
D4.
Align Cell Entries
When you type text into a cell, by default your entry aligns with the left side of the cell. When
you type numbers into a cell, by default your entry aligns with the right side of the cell. You can
change the cell alignment. You can center, left-align, or right-align any cell entry. Look at cells
A1 to D1. Note that they are aligned with the left side of the cell.
EXAMPLE
Center
To center cells A1 to D1:
1. Select cells A1 to D1.
2. Choose the Home tab.
3. Click the Center button in the Alignment group. Excel centers each cell's content.
Left-Align
To left-align cells A1 to D1:
1. Select cells A1 to D1.
2. Choose the Home tab.
3. Click the Align Text Left button in the Alignment group. Excel left-aligns each cell's
content.
Right-Align
To right-align cells A1 to D1 :
1. Select cells A1 to D1. Click in cell A1.
2. Choose the Home tab.
3. Click the Align Text Right button. Excel right-aligns the cell's content.
4. Click anywhere on your worksheet to clear the highlighting.
Note: You can also change the alignment of cells with numbers in them by using the alignment
buttons.
Perform Advanced Mathematical Calculations
When you perform mathematical calculations in Excel, be careful of precedence. Calculations
are performed from left to right, with multiplication and division performed before addition and
subtraction.
EXAMPLE
Advanced Calculations
1. Move to cell A7.
2. Type =3+3+12/2*4 .
3. Press Enter.
Note: Microsoft Excel divides 12 by 2, multiplies the answer by 4, adds 3, and then adds
another 3. The answer, 30, displays in cell A7.
To change the order of calculation, use parentheses. Microsoft Excel calculates the information
in parentheses first.
1. Double-click in cell A7.
2. Edit the cell to read = (3+3+12)/2*4 .
3. Press Enter.
Note: Microsoft Excel adds 3 plus 3 plus 12, divides the answer by 2, and then multiplies the
result by 4. The answer, 36, displays in cell A7.
Copy, Cut, Paste, and Cell Addressing
In Excel, you can copy data from one area of a worksheet and place the data you copied
anywhere in the same or another worksheet. In other words, after you type information into a
worksheet, if you want to place the same information somewhere else, you do not have to
retype the information. You simple copy it and then paste it in the new location.
You can use Excel's Cut feature to remove information from a worksheet. Then you can use
the Paste feature to place the information you cut anywhere in the same or another worksheet.
In other words, you can move information from one place in a worksheet to another place in the
same or different worksheet by using the Cut and Paste features.
Microsoft Excel records cell addresses in formulas in three different ways, called absolute ,
relative, and mixed . The way a formula is recorded is important when you copy it. With relative
cell addressing, when you copy a formula from one area of the worksheet to another, Excel
records the position of the cell relative to the cell that originally contained the formula. With
absolute cell addressing, when you copy a formula from one area of the worksheet to another,
Excel references the same cells, no matter where you copy the formula. You can use mixed cell
addressing to keep the row constant while the column changes, or vice versa. The following
exercises demonstrate.
EXAMPLE
Copy, Cut, Paste, and Cell Addressing
1. Move to cell A9.
2. Type 1. Press Enter. Excel moves down one cell.
3. Type 1. Press Enter. Excel moves down one cell.
4. Type 1. Press Enter. Excel moves down one cell.
5. Move to cell B9.
6. Type 2. Press Enter. Excel moves down one cell.
7. Type 2. Press Enter. Excel moves down one cell.
8. Type 2. Press Enter. Excel moves down one cell.
In addition to typing a formula, you can also enter formulas by using Point mode. When you are
in Point mode, you can enter a formula either by clicking on a cell or by using the arrow keys.
1. Move to cell A12.
2. Type =.
3. Use the up arrow key to move to cell A9.
4. Type +.
5. Use the up arrow key to move to cell A10.
6. Type +.
7. Use the up arrow key to move to cell A11.
8. Click the check mark on the Formula bar. Look at the Formula bar. Note that the formula
you entered is displayed there.
Copy with the Ribbon
To copy the formula you just entered, follow these steps:
1. You should be in cell A12.
2. Choose the Home tab.
3. Click the Copy button in the Clipboard group. Excel copies the formula in cell A12.
4. Press the right arrow key once to move to cell B12.
5. Click the Paste button in the Clipboard group. Excel pastes the formula in cell A12
into cell B12.
6. Press the Esc key to exit the Copy mode.
Compare the formula in cell A12 with the formula in cell B12 (while in the respective cell, look at
the Formula bar). The formulas are the same except that the formula in cell A12 sums the
entries in column A and the formula in cell B12 sums the entries in column B. The formula was
copied in a relative fashion.
Before proceeding with the next part of the exercise, you must copy the information in cells A7
to B9 to cells C7 to D9. This time you will copy by using the Mini toolbar.
Copy with the Mini Toolbar
1. Select cells A9 to B11. Move to cell A9. Press the Shift key. While holding down the Shift
key, press the down arrow key twice. Press the right arrow key once. Excel highlights A9
to B11.
2. Right-click. A context menu and a Mini toolbar appear.
3. Click Copy, which is located on the context menu. Excel copies the information in cells
A9 to B11.
4. Move to cell C9.
5. Right-click. A context menu appears.
6. Click Paste. Excel copies the contents of cells A9 to B11 to cells C9 to C11.
7. Press Esc to exit Copy mode.
Absolute Cell Addressing
You make a cell address an absolute cell address by placing a dollar sign in front of the row and
column identifiers. You can do this automatically by using the F4 key. To illustrate:
1. Move to cell C12.
2. Type =.
3. Click cell C9.
4. Press F4. Dollar signs appear before the C and the 9.
5. Type +.
6. Click cell C10.
7. Press F4. Dollar signs appear before the C and the 10.
8. Type +.
9. Click cell C11.
10. Press F4. Dollar signs appear before the C and the 11.
11. Click the check mark on the formula bar. Excel records the formula in cell C12.
Copy and Paste with Keyboard Shortcuts
Keyboard shortcuts are key combinations that enable you to perform tasks by using the
keyboard. Generally, you press and hold down a key while pressing a letter. For example,
Ctrl+c means you should press and hold down the Ctrl key while pressing "c." This tutorial
notates key combinations as follows:
Press Ctrl + c.
Now copy the formula from C12 to D12. This time, copy by using keyboard shortcuts.
1. Move to cell C12.
2. Hold down the Ctrl key while you press "c" (Ctrl+c). Excel copies the contents of cell
C12.
3. Press the right arrow once. Excel moves to D12.
4. Hold down the Ctrl key while you press "v" (Ctrl+v). Excel pastes the contents of cell C12
into cell D12.
5. Press Esc to exit the Copy mode.
Compare the formula in cell C12 with the formula in cell D12 (while in the respective cell, look at
the Formula bar). The formulas are exactly the same. Excel copied the formula from cell C12 to
cell D12. Excel copied the formula in an absolute fashion. Both formulas sum column C.
Mixed Cell Addressing
You use mixed cell addressing to reference a cell when you want to copy part of it absolute and
part relative. For example, the row can be absolute and the column relative. You can use the F4
key to create a mixed cell reference.
1. Move to cell E1.
2. Type =.
3. Press the up arrow key once.
4. Press F4.
5. Press F4 again. Note that the column is relative and the row is absolute.
6. Press F4 again. Note that the column is absolute and the row is relative.
7. Press Esc.
Cut and Paste
You can move data from one area of a worksheet to another.
1. Select cells D9 to D12
2. Choose the Home tab.
3. Click the Cut button.
4. Move to cell G1.
5. Click the Paste button . Excel moves the contents of cells D9 to D12 to cells G1 to
G4.
The keyboard shortcut for Cut is Ctrl+x. The steps for cutting and pasting with a keyboard
shortcut are:
1. Select the cells you want to cut and paste.
2. Press Ctrl + X.
3. Move to the upper-left corner of the block of cells into which you want to paste.
4. Press Ctrl + V. Excel cuts and pastes the cells you selected.
Insert and Delete Columns and Rows
You can insert and delete columns and rows. When you delete a column, you delete everything
in the column from the top of the worksheet to the bottom of the worksheet. When you delete a
row, you delete the entire row from left to right. Inserting a column or row inserts a completely
new column or row.
EXAMPLE
Insert and Delete Columns and Rows
To delete columns F and G:
1. Click the column F indicator and drag to column G.
2. Click the down arrow next to Delete in the Cells group. A menu appears.
3. Click Delete Sheet Columns. Excel deletes the columns you selected.
4. Click anywhere on the worksheet to remove your selection.
To delete rows 7 through 12:
1. Click the row 7 indicator and drag to row 12.
2. Click the down arrow next to Delete in the Cells group. A menu appears.
3. Click Delete Sheet Rows. Excel deletes the rows you selected.
4. Click anywhere on the worksheet to remove your selection.
To insert a column:
1. Click on A to select column A.
2. Click the down arrow next to Insert in the Cells group. A menu appears.
3. Click Insert Sheet Columns. Excel inserts a new column.
4. Click anywhere on the worksheet to remove your selection.
To insert rows:
1. Click on 1 and then drag down to 2 to select rows 1 and 2.
2. Click the down arrow next to Insert in the Cells group. A menu appears.
3. Click Insert Sheet Rows. Excel inserts two new rows.
4. Click anywhere on the worksheet to remove your selection.
Your worksheet should look like the one shown here.
Create Borders
You can use borders to make entries in your Excel worksheet stand out. You can choose from
several types of borders. When you press the down arrow next to the Border button , a
menu appears. By making the proper selection from the menu, you can place a border on the
top, bottom, left, or right side of the selected cells; on all sides; or around the outside border.
You can have a thick outside border or a border with a single-line top and a double-line bottom.
Accountants usually place a single underline above a final number and a double underline
below. The following illustrates:
EXAMPLE
Create Borders
1. Select cells B6 to E6.
2. Choose the Home tab.
3. Click the down arrow next to the Borders button . A menu appears.
4. Click Top and Double Bottom Border. Excel adds the border you chose to the selected
Merge and Center
Sometimes, particularly when you give a title to a section of your worksheet, you will want to
center a piece of text over several columns or rows. The following example shows you how.
EXAMPLE
Merge and Center
1. Go to cell B2.
2. Type Sample Worksheet .
3. Click the check mark on the Formula bar.
4. Select cells B2 to E2.
5. Choose the Home tab.
6. Click the Merge and Center button in the Alignment group. Excel merges cells B2,
C2, D2, and E2 and then centers the content.
Note: To unmerge cells:
1. Select the cell you want to unmerge.
2. Choose the Home tab.
3. Click the down arrow next to the Merge and Center button. A menu appears.
4. Click Unmerge Cells. Excel unmerges the cells.
Add Background Color
To make a section of your worksheet stand out, you can add background color to a cell or group
of cells.
EXAMPLE
Add Background Color
1. Select cells A1 to D1.
2. Choose the Home tab.
3. Click the down arrow next to the Fill Color button .
Change the Font, Font Size, and Font Color
A font is a set of characters represented in a single typeface. Each character within a font is
created by using the same basic style. Excel provides many different fonts from which you can
choose. The size of a font is measured in points. There are 72 points to an inch. The number of
points assigned to a font is based on the distance from the top to the bottom of its longest
character. You can change the Font, Font Size, and Font Color of the data you enter into Excel.
EXAMPLE
Change the Font
1. Select cells B2 to E3.
2. Choose the Home tab.
3. Click the down arrow next to the Font box. A list of fonts appears . As you scroll down the
list of fonts, Excel provides a preview of the font in the cell you selected.
4. Find and click Times New Roman in the Font box
. Note: If Times New Roman is your default font, click another font. Excel changes the font
in the selected cells.
Change the Font Size
1. Select cell B2.
2. Choose the Home tab.
3. Click the down arrow next to the Font Size box. A list of font sizes appears. As you scroll
up or down the list of font sizes, Excel provides a preview of the font size in the cell you
selected.
4. Click 26. Excel changes the font size in cell B2 to 26.
Change the Font Color
2. Choose the Home tab.
3. Click the down arrow next to the Font Color button .
4. Click on the color white. Your font color changes to white.
Your worksheet should look like the one shown here.
Move to a New Worksheet
In Microsoft Excel, each workbook is made up of several worksheets. Each worksheet has a
tab. By default, a workbook has three sheets and they are named sequentially, starting with
Sheet1. The name of the worksheet appears on the tab. Before moving to the next topic, move
to a new worksheet. The exercise that follows shows you how.
EXAMPLE
Move to a New Worksheet
Click Sheet3 in the lower-left corner of the screen. Excel moves to Sheet3.
Bold, Italicize, and Underline
When creating an Excel worksheet, you may want to emphasize the contents of cells by
bolding, italicizing, and/or underlining. You can easily bold, italicize, or underline text with
Microsoft Excel. You can also combine these features—in other words; you can bold, italicize,
and underline a single piece of text.
In the exercises that follow, you will learn different methods you can use to bold, italicize, and
underline.
EXAMPLE
Bold with the Ribbon
1. Type Bold in cell A1.
2. Click the check mark located on the Formula bar.
3. Choose the Home tab.
4. Click the Bold button . Excel bolds the contents of the cell.
5. Click the Bold button again if you wish to remove the bold.
Italicize with the Ribbon
1. Type Italic in cell B1.
2. Click the check mark located on the Formula bar.
3. Choose the Home tab.
4. Click the Italic button . Excel italicizes the contents of the cell.
5. Click the Italic button again if you wish to remove the italic.
Underline with the Ribbon
Microsoft Excel provides two types of underlines. The exercises that follow illustrate them.
Single Underline:
1. Type Underline in cell C1.
2. Click the check mark located on the Formula bar.
3. Choose the Home tab.
4. Click the Underline button . Excel underlines the contents of the cell.
5. Click the Underline button again if you wish to remove the underline.
Double Underline
1. Type Underline in cell D1.
2. Click the check mark located on the Formula bar.
3. Choose the Home tab.
4. Click the down arrow next to the Underline button and then click Double Underline.
Excel double-underlines the contents of the cell. Note that the Underline button changes
to the button shown here , a D with a double underline under it. Then next time you
click the Underline button, you will get a double underline. If you want a single underline,
click the down arrow next to the Double Underline button and then choose
Underline.
5. Click the double underline button again if you wish to remove the double underline.
Bold, Underline, and Italicize
1. Type All three in cell E1.
2. Click the check mark located on the Formula bar.
3. Choose the Home tab.
4. Click the Bold button . Excel bolds the cell contents.
5. Click the Italic button . Excel italicizes the cell contents.
6. Click the Underline button . Excel underlines the cell contents.
Alternate Method: Bold with Shortcut Keys
1. Type Bold in cell A2.
2. Click the check mark located on the Formula bar.
3. Hold down the Ctrl key while pressing "b" (Ctrl + b). Excel bolds the contents of the cell.
4. Press Ctrl + b again if you wish to remove the bolding.
Alternate Method: Italicize with Shortcut Keys
1. Type Italic in cell B2. Note: Because you previously entered the word Italic in column B,
Excel may enter the word in the cell automatically after you type the letter I. Excel does
this to speed up your data entry.
2. Click the check mark located on the Formula bar.
3. Hold down the Ctrl key while pressing "i" (Ctrl + I). Excel italicizes the contents of the
cell.
4. Press Ctrl + I again if you wish to remove the italic formatting.
Alternate Method: Underline with Shortcut Keys
1. Type Underline in cell C2.
2. Click the check mark located on the Formula bar.
3. Hold down the Ctrl key while pressing "u" (Ctrl + u). Excel applies a single underline to
the cell contents.
4. Press Ctrl + u again if you wish to remove the underline.
Bold, Italicize, and Underline with Shortcut Keys
1. Type All three in cell D2.
2. Click the check mark located on the Formula bar.
3. Hold down the Ctrl key while pressing "b" (Ctrl + b). Excel bolds the cell contents.
4. Hold down the Ctrl key while pressing "i" (Ctrl + i). Excel italicizes the cell contents.
5. Hold down the Ctrl key while pressing "u" (Ctrl + u). Excel applies a single underline to
the cell contents.
Work with Long Text
Whenever you type text that is too long to fit into a cell, Microsoft Excel attempts to display all
the text. It left-aligns the text regardless of the alignment you have assigned to it, and it borrows
space from the blank cells to the right. However, a long text entry will never write over cells that
already contain entries—instead, the cells that contain entries cut off the long text. The following
exercise illustrates this.
Work with Long Text
1. Move to cell A6.
2. Type Now is the time for all good men to go to the aid of their army.
3. Press Enter. Everything that does not fit into cell A6 spills over into the adjacent cell.
4. Move to cell B6.
5. Type Test .
6. Press Enter. Excel cuts off the entry in cell A6.
7. Move to cell A6.
8. Look at the Formula bar. The text is still in the cell.
Change A Column's Width
You can increase column widths. Increasing the column width enables you to see the long text.
EXAMPLE
Change Column Width
1. Make sure you are in any cell under column A.
2. Choose the Home tab.
3. Click the down arrow next to Format in the Cells group.
4. Click Column Width. The Column Width dialog box appears.
5. Type 55 in the Column Width field.
6. Click OK. Column A is set to a width of 55. You should now be able to see all of the text.
Change a Column Width by Dragging
You can also change the column width with the cursor.
1. Place the mouse pointer on the line between the B and C column headings. The mouse
pointer should look like the one displayed here , with two arrows.
2. Move your mouse to the right while holding down the left mouse button. The width
indicator appears on the screen.
3. Release the left mouse button when the width indicator shows approximately 20. Excel
increases the column width to 20.
Format Numbers
You can format the numbers you enter into Microsoft Excel. For example, you can add commas
to separate thousands, specify the number of decimal places, place a dollar sign in front of a
number, or display a number as a percent.
EXAMPLE
Format Numbers
1. Move to cell B8.
2. Type 1234567 .
3. Click the check mark on the Formula bar.
4. Choose the Home tab.
5. Click the down arrow next to the Number Format box. A menu appears.
6. Click Number. Excel adds two decimal places to the number you typed.
7. Click the Comma Style button . Excel separates thousands with a comma.
8. Click the Accounting Number Format button . Excel adds a dollar sign to your
number.
9. Click twice on the Increase Decimal button to change the number format to four
decimal places.
10. Click the Decrease Decimal button if you wish to decrease the number of decimal
places.
Change a decimal to a percent.
1. Move to cell B9.
2. Type .35 (note the decimal point).
3. Click the check mark on the formula bar.
4. Choose the Home tab.
5. Click the Percent Style button . Excel turns the decimal to a percent.
This is the end of Lesson 2. You can save and close your file. See Lesson 1 to learn how to
save and close a file.
Lesson 3
Excel Functions
Using Reference Operators
To use functions, you need to understand reference operators. Reference operators refer to a
cell or a group of cells. There are two types of reference operators: range and union.
A range reference refers to all the cells between and including the reference. A range reference
consists of two cell addresses separated by a colon. The reference A1:A3 includes cells A1, A2,
and A3. The reference A1:C3 includes cells A1, A2, A3, B1, B2, B3, C1, C2, and C3.
A union reference includes two or more references. A union reference consists of two or more
numbers, range references, or cell addresses separated by a comma. The reference A7,
B8:B10, C9, 10 refers to cells A7, B8 to B10, C9 and the number 10.
Understanding Functions
Functions are prewritten formulas. Functions differ from regular formulas in that you supply the
value but not the operators, such as +, -, *, or /. For example, you can use the SUM function to
add. When using a function, remember the following:
Use an equal sign to begin a formula.
Specify the function name.
Enclose arguments within parentheses. Arguments are values on which you want to
perform the calculation. For example, arguments specify the numbers or cells you want
to add.
Use a comma to separate arguments.
Here is an example of a function:
= SUM (2, 13, A1, B2:C7)
In this function:
The equal sign begins the function.
SUM is the name of the function.
2, 13, A1, and B2:C7 are the arguments.
Parentheses enclose the arguments.
Commas separate the arguments.
After you type the first letter of a function name, the AutoComplete list appears. You can doubleclick
on an item in the AutoComplete list to complete your entry quickly. Excel will complete the
function name and enter the first parenthesis.
EXAMPLE
Functions
The SUM function adds argument values.
1. Open Microsoft Excel.
2. Type 12 in cell B1.
3. Press Enter.
4. Type 27 in cell B2.
5. Press Enter.
6. Type 24 in cell B3.
7. Press Enter.
8. Type =SUM (B1:B3) in cell A4.
9. Press Enter. The sum of cells B1 to B3, which is 63, appears.
Alternate Method: Enter a Function with the Ribbon
1. Type 150 in cell C1.
2. Press Enter.
3. Type 85 in cell C2.
4. Press Enter.
5. Type 65 in cell C3.
6. Choose the Formulas tab.
7. Click the Insert Function button. The Insert Function dialog box appears.
8. Choose Math & Trig in the Or Select A Category box.
9. Click Sum in the Select A Function box.
10. Click OK. The Function Arguments dialog box appears.
12. Type C1:C3 in the Number1 field, if it does not automatically appear.
13. Click OK. The sum of cells C1 to C3, which is 300, appears.
Format worksheet
1. Move to cell A4.
2. Type the word Sum .
3. Select cells B4 to C4.
4. Choose the Home tab.
5. Click the down arrow next to the Borders button .
6. Click Top and Double Bottom Border.
NOTE : - You can also calculate a sum by using the AutoSum button .
Calculate an Average
You can use the AVERAGE function to calculate the average of a series of numbers.
1. Move to cell A6.
2. Type Average . Press the right arrow key to move to cell B6.
3. Type = AVERAGE (B1:B3) .
4. Press Enter. The average of cells B1 to B3, which is 21, appears.
Calculate an Average with the AutoSum Button
In Microsoft Excel, you can use the AutoSum button to calculate an average.
1. Move to cell C6.
2. Choose the Home tab.
3. Click the down arrow next to the AutoSum button .
4. Click Average.
5. Select cells C1 to C3.
6. Press Enter. The average of cells C1 to C3, which is 100, appears.
Find the Lowest Number
You can use the MIN function to find the lowest number in a series of numbers.
1. Move to cell A7.
2. Type Min.
3. Press the right arrow key to move to cell B7.
4. Type = MIN (B1:B3).
5. Press Enter. The lowest number in the series, which is 12, appears.
Note: You can also use the drop-down button next to the AutoSum button to calculate
minimums, maximums, and counts.
Find the Highest Number
You can use the MAX function to find the highest number in a series of numbers.
.1. Move to cell A8.
2. Type Max.
3. Press the right arrow key to move to cell B8.
4. Type = MAX (B1:B3) .
5. Press Enter. The highest number in the series, which is 27, appears.
Count the Numbers in a Series of Numbers
You can use the count function to count the number of numbers in a series.
1. Move to cell A9.
2. Type Count .
3. Press the right arrow key to move to cell B9.
4. Choose the Home tab.
5. Click the down arrow next to the AutoSum button .
6. Click Count Numbers. Excel places the count function in cell C9 and takes a guess at
which cells you want to count. The guess is incorrect, so you must select the proper
cells.
7. Select f1 to f3.
8. Press Enter. The number of items in the series, which is 3, appears.
Fill Cells Automatically
You can use Microsoft Excel to fill cells automatically with a series. For example, you can have
Excel automatically fill your worksheet with days of the week, months of the year, years, or other
types of series.
EXAMPLE
Fill Cells Automatically
The following demonstrates filling the days of the week:
1. Click the Sheet2 tab. Excel moves to Sheet2.
2. Move to cell A1.
3. Type Sun .
4. Move to cell B1.
5. Type Sunday .
6. Select cells A1 to B1.
7. Choose the Home tab.
8. Click the Bold button . Excel bolds cells A1 to B1.
9. Find the small black square in the lower-right corner of the selected area. The small
black square is called the fill handle.
10. Grab the fill handle and drag with your mouse to fill cells A1 to B14. Note how the days
of the week fill the cells in a series. Also, note that the Auto Fill Options button appears.
Copy Cells
1. Click the Auto Fill Options button. The Auto Fill Options menu appears.
2. Choose the Copy Cells radio button. The entry in cells A1 and B1 are copied to all the
highlighted cells.
3. Click the Auto Fill Options button again.
4. Choose the Fill Series radio button. The cells fill as a series from Sunday to Saturday
again.
5. Click the Auto Fill Options button again.
6. Choose the Fill Without Formatting radio button. The cells fill as a series from Sunday to
Saturday, but the entries are not bolded.
7. Click the Auto Fill Options button again.
8. Choose the Fill Weekdays radio button. The cells fill as a series from Monday to Friday.
Adjust Column Width
Some of the entries in column B are too long to fit in the column. You can quickly adjust the
column width to fit the longest entry.
1. Move your mouse pointer over the line that separates column B and C. The Width
Indicator appears.
2. Double-click. The Column adjusts to fit the longest entry.
After you complete the remainder of the exercise, your worksheet will look like the one shown
here.
Fill Times
The following demonstrates filling time:
1. Type 1:00 into cell C1.
2. Grab the fill handle and drag with your mouse to highlight cells C1 to C14. Note that
each cell fills, using military time.
3. Press Esc and then click anywhere on the worksheet to remove the highlighting.
To change the format of the time:
1. Select cells C1 to C14.
2. Choose the Home tab.
3. Click the down arrow next to the number format box . A menu appears.
4. Click Time. Excel changes the format of the time.
Fill Numbers
You can also fill numbers.
Type a 1 in cell D1.
1. Grab the fill handle and drag with your mouse to highlight cells D1 to D14. The number 1
fills each cell.
2. Click the Auto Fill Options button.
3. Choose the Fill Series radio button.
Here is another interesting fill feature.
1. Go to cell E1.
2. Type Lesson 1 .
3. Grab the fill handle and drag with your mouse to highlight cells E1 to E14. The cells fill in
as a series: Lesson 1, Lesson 2, Lesson 3, and so on.
Create Headers and Footers
You can use the Header & Footer button on the Insert tab to create headers and footers. A
header is text that appears at the top of every page of your printed worksheet. A footer is text
that appears at the bottom of every page of your printed worksheet. When you click the Header
& Footer button, the Design context tab appears and Excel changes to Page Layout view. A
context tab is a tab that only appears when you need it. Page Layout view structures your
worksheet so that you can easily change the format of your document. You usually work in
Normal view.
You can type in your header or footer or you can use predefined headers and footers. To find
predefined headers and footers, click the Header or Footer button or use the Header & Footer
Elements group's buttons. When you choose a header or footer by clicking the Header or Footer
button, Excel centers your choice. The table shown here describes each of the Header & Footer
Elements group button options.
Header & Footer Elements
Button Purpose
Page Number Inserts the page number.
Number of Pages Inserts the number of pages in the document.
Current Time Inserts the current time.
File Path Inserts the path to the document.
File Name Inserts the file name.
Sheet Name Inserts the name of the worksheet.
Picture Enables you to insert a picture.
Both the header and footer areas are divided into three sections: left, right, and center. When
you choose a Header or Footer from the Header & Footer Elements group, where you place
your information determines whether it appears on the left, right, or center of the printed page.
You use the Go To Header and Go To Footer buttons on the Design tab to move between the
header and footer areas of your worksheet.
EXAMPLE
Insert Headers and Footers
1. Choose the Insert tab.
2. Click the Header & Footer button in the Text group. Your worksheet changes to Page
Layout view and the Design context tab appears. Note that your cursor is located in the
center section of the header area.
3. Click the right side of the header area.
4. Click Page Number in the Header & Footer Elements group. When you print your
document, Excel will place the page number in the upper-right corner.
5. Click the left side of the Header area.
6. Type your name. When you print your document, Excel will place your name in the
upper-left corner.
7. Click the Go To Footer button. Excel moves to the footer area.
8. Click the Footer button. A menu appears.
9. Click the path to your document. Excel will place the path to your document at the
bottom of every printed page.
Return to Normal View
To return to Normal view:
1. Choose the View tab.
2. Click the Normal button in the Workbook Views group.
Set Print Options
There are many print options. You set print options on the Page Layout tab. Among other
things, you can set your margins, set your page orientation, and select your paper size.
Margins define the amount of white space that appears on the top, bottom, left, and right edges
of your document. The Margin option on the Page Layout tab provides several standard margin
sizes from which you can choose.
There are two page orientations: portrait and landscape. Paper, such as paper sized 8 1/2 by
11, is longer on one edge than it is on the other. If you print in Portrait, the shortest edge of the
paper becomes the top of the page. Portrait is the default option. If you print in Landscape, the
longest edge of the paper becomes the top of the page.
Portrait
Landscape
Paper comes in a variety of sizes. Most business correspondence uses 8 1/2 by 11 paper,
which is the default page size in Excel. If you are not using 8 1/2 by 11 paper, you can use the
Size option on the Page Layout tab to change the Size setting .
EXAMPLE
Set the Page Layout
1. Choose the Page Layout tab.
2. Click Margins in the Page Setup group. A menu appears.
3. Click Wide. Word sets your margins to the Wide settings.
Set the Page Orientation
1. Choose the Page Layout tab.
2. Click Orientation in the Page Setup group. A menu appears.
3. Click Landscape. Excel sets your page orientation to landscape.
Set the Paper Size
1. Choose the Page Layout tab.
2. Click Size in the Page Setup group. A menu appears.
3. Click the paper size you are using. Excel sets your page size.
Print
The simplest way to print is to click the Office button, highlight Print on the menu that appears,
and then click Quick Print in the Preview and Print the Document pane. Dotted lines appear on
your screen, and your document prints. The dotted lines indicate the right, left, top, and bottom
edges of your printed pages.
You can also use the Print Preview option to print. When using Print Preview, you can see
onscreen how your printed document will look when you print it. If you click the Page Setup
button while in Print Preview mode, you can set page settings such as centering your data on
the page.
If your document is several pages long, you can use the Next Page and Previous Page buttons
to move forward and backward through your document. If you check the Show Margins check
box, you will see margin lines on your document. You can click and drag the margin markers to
increase or decrease the size of your margins. To return to Excel, click the Close Print Preview
button.
You click the Print button when you are ready to print. The Print dialog box appears. You can
choose to print the entire worksheet or specific pages. If you want to print specific pages, enter
the page numbers in the From and To fields. You can enter the number of copies you want to
print in the Number of Copies field.
EXAMPLE
Open Print Preview
1. Click the Office button. A menu appears.
2. Highlight Print. The Preview and Print The Document pane appears.
3. Click Print Preview. The Print Preview window appears, with your document in the
center.
Center Your Document
1. Click the Page Setup button in the Print group. The Page Setup dialog box appears.
2. Choose the Margins tab.
3. Click the Horizontally check box. Excel centers your data horizontally.
4. Click the Vertically check box. Excel centers your data vertically.
5. Click OK. The Page Setup dialog box closes.
Print
1. Click the Print button. The Print dialog box appears.
2. Click the down arrow next to the name field and select the printer to which you want to
print.
3. Click OK. Excel sends your worksheet to the printer.
Lesson 4
Excel Charts
In Excel, you can create charts. A chart is a graphical representation of numbers.
Creating Charts
In Microsoft Excel, you can represent numbers in a chart. On the Insert tab, you can choose
from a variety of chart types, including column, line, pie, bar, area, and scatter. The basic
procedure for creating a chart is the same no matter what type of chart you choose. As you
change your data, your chart will automatically update.
You select a chart type by choosing an option from the Insert tab's Chart group. After you
choose a chart type, such as column, line, or bar, you choose a chart sub-type. For example,
after you choose Column Chart, you can choose to have your chart represented as a twodimensional
chart, a three-dimensional chart, a cylinder chart, a cone chart, or a pyramid chart.
There are further sub-types within each of these categories. As you roll your mouse pointer over
each option, Excel supplies a brief description of each chart sub-type.
To create the column chart shown above, start by creating the worksheet below exactly as
shown.
After you have created the worksheet, you are ready to create your chart.
EXAMPLE
Create a Column Chart
1. Select cells A3 to D6. You must select all the cells containing the data you want in your
chart. You should also include the data labels.
2. Choose the Insert tab.
3. Click the Column button in the Charts group. A list of column chart sub-types types
appears.
4. Click the Clustered Column chart sub-type. Excel creates a Clustered Column chart and
the Chart Tools context tabs appear.
Apply a Chart Layout
Context tabs are tabs that only appear when you need them. Called Chart Tools, there are three
chart context tabs: Design, Layout, and Format. The tabs become available when you create a
new chart or when you click on a chart. You can use these tabs to customize your chart.
You can determine what your chart displays by choosing a layout. For example, the layout you
choose determines whether your chart displays a title, where the title displays, whether your
chart has a legend, where the legend displays, whether the chart has axis labels and so on.
Excel provides several layouts from which you can choose.
EXAMPLE
Apply a Chart Layout
1. Click your chart. The Chart Tools become available.
2. Choose the Design tab.
3. Click the Quick Layout button in the Chart Layout group. A list of chart layouts appears.
4. Click Layout 5. Excel applies the layout to your chart.
Add Labels
When you apply a layout, Excel may create areas where you can insert labels. You use labels
to give your chart a title or to label your axes. When you applied layout 5, Excel created label
areas for a title and for the vertical axis.
EXAMPLE
Add labels
Before After
1. Select Chart Title. Click on Chart Title and then place your cursor before the C in Chart
and hold down the Shift key while you use the right arrow key to highlight the words
Chart Title.
2. Type Toy Sales . Excel adds your title.
3. Select Axis Title. Click on Axis Title. Place your cursor before the A in Axis. Hold down
the Shift key while you use the right arrow key to highlight the words Axis Title.
4. Type Sales. Excel labels the axis.
5. Click anywhere on the chart to end your entry.
Switch Data
If you want to change what displays in your chart, you can switch from row data to column data
and vice versa.
EXAMPLE
Switch Data
Before After
1. Click your chart. The Chart Tools become available.
2. Choose the Design tab.
3. Click the Switch Row/Column button in the Data group. Excel changes the data in your
chart.
Change the Style of a Chart
A style is a set of formatting options. You can use a style to change the color and format of your
chart. Excel 2007 has several predefined styles that you can use. They are numbered from left
to right, starting with 1, which is located in the upper-left corner.
EXAMPLE
Change the Style of a Chart
1. Click your chart. The Chart Tools become available.
2. Choose the Design tab.
3. Click the More button in the Chart Styles group. The chart styles appear.
4. Click Style 42. Excel applies the style to your chart.
Change the Size and Position of a Chart
When you click a chart, handles appear on the right and left sides, the top and bottom, and the
corners of the chart. You can drag the handles on the top and bottom of the chart to increase or
decrease the height of the chart. You can drag the handles on the left and right sides to
increase or decrease the width of the chart. You can drag the handles on the corners to
increase or decrease the size of the chart proportionally. You can change the position of a chart
by clicking on an unused area of the chart and dragging.
EXAMPLE
Change the Size and Position of a Chart
1. Use the handles to adjust the size of your chart.
2. Click an unused portion of the chart and drag to position the chart beside the data.
Move a Chart to a Chart Sheet
By default, when you create a chart, Excel embeds the chart in the active worksheet. However,
you can move a chart to another worksheet or to a chart sheet. A chart sheet is a sheet
dedicated to a particular chart. By default Excel names each chart sheet sequentially, starting
with Chart1. You can change the name.
EXAMPLE
Move a Chart to a Chart Sheet
1. Click your chart. The Chart Tools become available.
2. Choose the Design tab.
3. Click the Move Chart button in the Location group. The Move Chart dialog box appears.
4. Click the New Sheet radio button.
5. Type Toy Sales to name the chart sheet. Excel creates a chart sheet named Toy Sales
and places your chart on it.
Change the Chart Type
Any change you can make to a chart that is embedded in a worksheet, you can also make to a
chart sheet. For example, you can change the chart type from a column chart to a bar chart.
EXAMPLE
Change the Chart Type
1. Click your chart. The Chart Tools become available.
2. Choose the Design tab.
3. Click Change Chart Type in the Type group. The Chart Type dialog box appears.
4. Click Bar.
5. Click Clustered Horizontal Cylinder.
6. Click OK. Excel changes your chart type.
Lesson 5
Miscellaneous
Text To Column
This option is used to convert text of a cell to multiple columns. When we write data in a cell with
a separator like tab, comma, semicolon, space etc then we can convert these data from a cell to
multiple columns.
Pivot Table
A Pivot Table is way to present information in a report format. The idea is that you can click drop
down lists and change the data that is being displayed. For example, choose just one student
from a drop down list and view only his or her scores. Pivot tables are a lot easier to grasp when
you see them in action. Here's the one we're going to create in this section:
Look at Row 4. This shows that the student is Elisa. If we click Elisa's drop down arrow, we'll
see this :
Now we have another student to select (we'll only use two students, for this tutorial). We could
untick Lisa, and tick Mary instead. Then her scores would display.
The Subject and Month cells also have drop down lists. So we could view only January's
scores, and just for Art and English, for example.
So this is a Pivot Table - a report that we can manipulate by selecting items from drop down
lists. Let's make a start.
The first thing you need for a Pivot Table is some data to go in it. Once the spreadsheet is on
your own computer, open it up. You should see this:
Highlight the data that will be going in to your Pivot Table (cells A1 to D37). On the Excel 2007
menu bar, click Insert . From the Insert menu, locate the Tables Panel :
On the Tables panel click Pivot Tables . The Create Pivot Tables dialogue box appears :
In the dialogue box above, the data that we highlighted is in the Table/Range textbox. You can
select different cells by clicking the icon to the right of the Table/Range textbox. You can also
specify an external data source, such as a text file, for the data in your Pivot Table.
We've selected a New Worksheet as the place where the Pivot Table will be placed. Click OK.
When you click OK, Excel 2007 presents you with a rather complex layout.
It helps to have a look again at what we're trying to create. Here's the completed Pivot Table
again :
Now take a look at the Pivot Table Field List image again, the one above the completed pivot
table. It has tick boxes for Month, Subject, Student, and Score. These are column headings
from the original spreadsheet data. We've put the Month in cell A7 on our Pivot Table, Subject is
in cell B6, Student is in cell B4, and Score is the Average scores in cells C8 to G10. You'll see
how it works, though.
The idea is that you tick a box in the Pivot Table Field List, and then drag it to the four areas
below. Excel 2007 will take care of the rest.
So, tick all four boxes in the field list:
Excel will create a basic (and messy) Pivot Table for you. But we're going to put our 4 fields into
the 4 areas below. Here are the 4 areas we can drag to:
For the Report Filter , we want the name of a Student. For the Column Labels , we want the
Subject, and for the Row Labels , we'll just have the Month. The Values will be the Average
scores.
If you look at the Field areas after you have ticked all four boxes, however, you may see
something like this:
Month, Subject and Student have all been grouped under Row Labels . You can drag and drop
these, though.
So click on Student in the Row Labels box. Hold down your left mouse button, and then drag it
in to the Report Filter box. If you don't fancy dragging and dropping, simply click the Student
item with your left button. From the menu that appears, select Move to Report Filter :
Your Field areas will then look like this:
Move Subject from Row Labels to the Column Labels area:
Your Field areas will then look like this:
The Pivot Table on your spreadsheet will look a lot different, too. It should be looking like this:
Our Pivot Table is coming along, but the scores are all wrong, and it needs tidying up a bit.
The reason why the scores from our Pivot Table are so strange is because Excel 2007 is using
the wrong formula. It's using a Sum total when we want it to use an Average.
Here's the Pivot Table so far :
The numbers have all been added up. But we want averages, instead. To change the formula,
click on Sum of Score under the Values field area:
You'll see the following menu:
Select, Field Settings to see the following dialogue box:
Change the Formula from Sum to Average , and then click OK. Your Average formula won't be
formatted to any decimal places. So highlight you data. On the Home menu in Excel 2007,
locate the Number panel. Format your Averages so that it has no decimal places. Your Pivot
Table will then look like this:
Almost there!
Look at cells A3, B3 and A4 above. These all have the not very descriptive names of Average of
Score, Column Labels, and Row Labels. You can click inside of these cells and type your own
headings, in exactly the same way as you would to enter text in a normal cell.
In the new version of the Pivot Table below, we have renamed these cells. We've also centred
the data.
Only one thing left to do - spruce up the table by adding a bit of colour.
Click anywhere on your Pivot Table to highlight it. Now look at the menu bar at the top of Excel
2007. You'll notice a Design menu. Click on this to see the various design options.
The Pivot Table Style Options panel is interesting.
Select Banded Rows and see what happens. Now click Banded Columns .
Next to this panel, there are lots of Pivot Table Styles to choose from. Select one that catches
your eye. Here's our finished Pivot Table again, only with a different Style:
And here's the original:
Consolidate
To summarize and report results from separate worksheets, you can consolidate data from each
separate worksheet into a master worksheet. The worksheets can be in the same workbook as
the master worksheet or in other workbooks. When you consolidate data, you are assembling
data so that you can more easily update and aggregate it on a regular or ad hoc basis.
For example, if you have a worksheet of expense figures for each of your regional offices, you
might use a consolidation to roll up these figures into a corporate expense worksheet. This
master worksheet might contain sales totals and averages, current inventory levels, and highest
selling products for the entire enterprise.
To consolidate data, use the Consolidate command in the Data Tools group on the Data tab.
Consolidate by position
1. Set up the data to be consolidated on each separate worksheet.
Make sure that each range of data is inlist (list: A series of rows that contains
related data or a series of rows that you designate to function as a datasheet by using
the Create List command.) Format: each column has a label in the first row and
contains similar facts, and there are no blank rows or columns within the list.
Put each range on a separate worksheet. Don't put any of the ranges on the
worksheet where you plan to put the consolidation.
Make sure that each range has the same layout.
Name each range: Select the entire range, and then on the Formulas tab in the
Named Cells group, click the arrow next to Name a Range , and type a name for the
range in the Name box.
2. Click the upper-left cell of the area where you want the consolidated data to appear in the
master worksheet.
NOTE Make sure that you leave enough cells to the right and below this cell for the
consolidated data. The Consolidate command populates the area as needed.
3. On the Data tab, in the Data Tools group, click Consolidate .
4. In the Function box, click the summary function (summary function: A type of calculation
that combines source data in a PivotTable report or a consolidation table, or when you are
inserting automatic subtotals in a list or database. Examples of summary functions include
Sum, Count, and Average.) that you want Microsoft Office Excel to use to consolidate the
data.
5. If the worksheet is in another workbook, click Browse to locate the file, and then click OK
to close the Browse dialog box.
The file path is entered in the Reference box followed by an exclamation point.
6. Type the name that you gave the range, and then click Add. Repeat this step for each
range.
7. Decide how you want to update the consolidation. Do one of the following:
To set up the consolidation so that it updates automatically when the source data
changes, select the Create links to source data check box.
IMPORTANTYou can only select this check box if the worksheet is in another
workbook. Once you select this check box, you won't be able to change which cells
and ranges are included in the consolidation.
To set up the consolidation so that you can update the consolidation manually by
changing the included cells and ranges, clear the Create links to source data check
box.
8. Leave the boxes under Use labels in blank. Excel does not copy the row or column labels
in the source ranges to the consolidation. If you want labels for the consolidated data, copy
them from one of the source ranges or enter them manually.
Consolidate by category
1. Set up the data to be consolidated on each separate worksheet.
Make sure that each range of data is in list (list: A series of rows that contains related
data or a series of rows that you designate to function as a datasheet by using the
Create List command.) Format: each column has a label in the first row and contains
similar facts, and there are no blank rows or columns within the list .
Put each range on a separate worksheet. Don't put any of the ranges on the
worksheet where you plan to put the consolidation.
Make sure that the labels for columns or rows that you want to combine have
identical spelling and capitalization; for example, labels Annual Avg. and Annual
Average are different and will not consolidate.
Name each range: Select the entire range, and then on the Formulas tab in the
Named Cells group, click the arrow next to Name a Range , and type a name for the
range in the Name box.
2. Click the upper-left cell of the area where you want the consolidated data to appear in the
master worksheet.
NOTE Make sure that you leave enough cells to the right and below this cell for the
consolidated data. The Consolidate command populates the area as needed.
3. On the Data tab, in the Data Tools group, click Consolidate .
4. In the Function box, click the summary function (summary function: A type of calculation
that combines source data in a PivotTable report or a consolidation table, or when you are
inserting automatic subtotals in a list or database. Examples of summary functions include
Sum, Count, and Average.) that you want Excel to use to consolidate the data .
5. If the worksheet is in another workbook, click Browse to locate the file, and then click OK
to close the Browse dialog box.
The file path is entered in the Reference box followed by an exclamation point.
6. Type the name you gave the range, and then click Add. Repeat this step for each range.
7. Decide how you want to update the consolidation. Do one of the following:
To set up the consolidation so that it updates automatically when the source data
changes, select the Create links to source data check box.
IMPORTANTYou can only select this check box if the worksheet is in another
workbook. Once you select this check box, you won't be able to change which cells
and ranges are included in the consolidation.
To set up the consolidation so that you can update the consolidation manually by
changing the included cells and ranges, clear the Create links to source data check
box.
8. Select the check boxes under Use labels in that indicate where the labels are located in
the source ranges: the Top row , the Left column , or both.
Note : - Any labels that don't match up with labels in the other source areas result in
separate rows or columns in the consolidation.
Make sure that any categories that you don't want to consolidate have unique labels that
appear in only one source range.
Consolidate by formula
1. On the master worksheet, copy or enter the column or row labels that you want for the
consolidated data.
2. Click a cell that you want to contain consolidated data.
3. Type a formula that includes a cell reference to the source cells on each worksheet or a 3-
D reference that contains data that you want to consolidate. Regarding cell references, do
one of the following:
If the data to consolidate is in different cells on different worksheets
Enter a formula with cell references to the other worksheets, one for each separate
worksheet. For example, to consolidate data from worksheets named Sales (in cell
B4), HR (in cell F5), and Marketing (in cell B9), in cell A2 of the master worksheet,
you would enter the following:
TipTo enter a cell reference, such as Sales!B4, in a formula without typing, type the
formula up to the point where you need the reference, click the worksheet tab, and
then click the cell.
If the data to consolidate is in the same cells on different worksheets
Enter a formula with a 3-D reference that uses a reference to a range of worksheet
names. For example, to consolidate data in cells A2 from Sales through Marketing
inclusive, in cell A2 of the master worksheet you would enter the following:
NOTE If the workbook is set to automatically calculate formulas, a consolidation by formula
always updates automatically when the data in the separate worksheets change.
Use a PivotTable report to consolidate data
You can create a PivotTable report (PivotTable report: An interactive, cross tabulated Excel
report that summarizes and analyzes data, such as database records, from various sources
including ones external to Excel.) from multiple consolidation ranges. This method is similar to
consolidating by category, but it offers more flexibility to reorganize the categories. For more
information see Consolidate multiple worksheets into one PivotTable report .
Goal Seek
Goal Seek is used to get a particular result when you're not too sure of the starting value. For
example, if the answer is 56, and the first number is 8, what is the second number? Is it 8
multiplied by 7, or 8 multiplied by 6? You can use Goal Seek to find out. We'll try that example
to get you started, and then have a go at a more practical example.
Create the following Excel 2007 spreadsheet
In the spreadsheet above, we know that we want to multiply the number in B1 by the number in
B2. The number in cell B2 is the one we're not too sure of. The answer is going in cell B3. Our
answer is wrong at the moment, because we has a Goal of 56. To use Goal Seek to get the
answer, try the following:
From the Excel menu bar, click on Data
Locate the Data Tools panel and the What if Analysis item. From the What if Analysis
menu, select Goal Seek
The following dialogue box appears:
The first thing Excel is looking for is "Set cell". This is not very well named. It means "Which cell
contains the Formula that you want Excel to use". For us, this is cell B3. We have the following
formula in B3:
= B1 * B2
So enter B3 into the "Set cell" box, if it's not already in there.
The "To value" box means "What answer are you looking for"? For us, this is 56. So just type 56
into the "To value" box
The "By Changing Cell" is the part you're not sure of. Excel will be changing this part. For us, it
was cell B2. We're weren't sure which number, when multiplied by 8, gave the answer 56. So
type B2 into the box.
You Goal Seek dialogue box should look like ours below:
Click OK and Excel will tell you if it has found a solution :
Click OK again, because Excel has found the answer. Your new spreadsheet will look like this
one:
As you can see, Excel has changed cell B2 and replace the 6 with a 7 - the correct answer.
Goal Seek Number Two
Consider this problem:
Your business has a modest profit of 25,000. You've set yourself a new profit Goal
of 35,000. At the moment, you're selling 1000 items at 25 each. Assume that you'll
still sell 1000 items. The question is, to hit your new profit of 35,000, by how much
do you have to raise your prices?
Create the spreadsheet below, and we'll find a solution with Goal Seek.
The spreadsheet is split into two: Current Sales, and Future Sales. We'll be changing the Future
Sales with Goal Seek. But for now, enter the same values for both sections. The formula to
enter for B4 is this:
= B2 * B3
And the formula to enter for E4 is this:
= E2 * E3
The current Price Per Item is 25.00. We want to change this with Goal Seek, because our prices
will be going up to hit our new profits of 35,000. So try this:
From the Excel menu bar, click on Data
Locate the Data Tools panel and the What if Analysis item. From the What if Analysis
menu, select Goal Seek
The following dialogue box appears:
For "Set cell", enter E4. This is where the formula is. The "To Value" is what we want our new
profits to be. So enter 35000. The "By changing cell" is the part we're not sure of. For us, this
was the price each item needs to be increased by. This was coming from cell E3 on our
spreadsheet. So enter E3 in the "By changing cell" box. Your Goal Seek dialogue box should
now look like this:
Click OK to see if Excel can find an answer :
Excel is now telling that it has indeed found a solution. Click OK to see the new version of the
spreadsheet:
Our new Price Per Item is 35. Excel has also changed the Profits cell to 35 000.
Scenario
Scenarios come under the heading of "What-If Analysis" in Excel 2007. They are similar to
tables in that you are changing values to get new results. For example, What if I reduce the
amount I'm spending on food? How much will I have left then? Scenarios can be saved, so that
you can apply them with a quick click of the mouse.
An example of a scenario you might want to create is a family budget. You can then make
changes to individual amounts, like food, clothes, or fuel, and see how these changes effect
your overall budget.
We'll see how they work now, as we tackle a family budget. So, create the spreadsheet below:
The figure in B12 above is just a SUM function, and is your total debts. The figure in D3 is how
much you have to spend each month (not a lot!). The figure in D13 is how much you have left
after you deduct all your debts.
With only 46 pounds spending money left each month, clearly some changes have to be made.
We'll create a scenario to see what effect the various budgets cuts have.
From the top of Excel click the Data menu
On the Data menu, locate the Data Tools panel
Click on the What if Analysis item, and select Scenario Manager from the menu:
When you click Scenario Manager , you should the following dialogue box:
We want to create a new scenario. So click the Add button. You'll then get another dialogue box
popping up:
The J22 in the image is just whatever cell you had selected when you brought up the dialogue
boxes. We'll change this. First, type a Name for your Scenario in the Scenario Name box. Call it
Original Budget .
Excel now needs you to enter which cells in your spreadsheet will be changing. In this first
scenario, nothing will be changing (because it's our original). But we still need to specify which
cells will be changing. Let's try to reduce the Food bill, the Clothes Bill, and the Phone bill.
These are in cells B7 to B9 in our spreadsheet. So in the Changing Cells box, enter B7:B9
Don't forget to include the colon in the middle! But your Add Scenario box should look like this:
Click OK and Excel 2007 will ask you for some values :
We don't want any values to change in this first scenario, so just click OK. You will be taken
back to the Scenario Manager box. It should now look like this:
Now that we have one scenario set up, we can add a second one. This is where we'll enter
some new values - our savings.
Click the Add button again. You'll get the Add Scenario dialogue box back up. Type a new
Name, something like Budget Two . The Changing Cells area should already say B7:B9. So just
click OK.
You will be taken to the Scenario Values dialogue box again. This time, we do want to change
the values. Enter the same ones as in the image below:
These are the new values for our Budget. Click OK and you'll be taken back to the Scenario
Manager. This time, you'll have two scenarios to view:
As you can see, we have our Original Budget, and Budget Two. With Budget Two selected, click
the Show button at the bottom. The values in your spreadsheet will change, and the new
budget will be calculated. The image below shows what it looks like in the spreadsheet:
Click on the Original Budget to highlight it. Then click the Show button. The first values will be
displayed!
Click the Close button on the dialogue box when you're done.
So a Scenario offers you different ways to view a set of figures, and allows you to switch
between them quite easily.
How to Create a Report from a Scenario
Another thing you can do with a scenario is create a report. To create a report from your
scenarios, do the following:
Click on Data from the Excel menu bar
Locate the Data Tools panel
On the Data Tools panel, click What if Analysis
From the What if Analysis menu, click Scenario Manager
From the Scenario Manager dialogue box, click the Summary button to see the following
dialogue box:
What you're doing here is selecting cells to go in your report. To change the cells, click on your
spreadsheet. Click individual cells by holding down the CTRL key on your keyboard, and
clicking a cell with your left mouse button. Select the cells D3, B12 and D13. If you want to get
rid of a highlighted cell, just click inside it again with the CTRL key held down. Click OK when
you've selected the cells. Excel will then create your Scenario Summary:
All right, it's not terribly easy to read, but it looks pretty enough. Perhaps it will be enough to
convince our family to change their ways. Unlikely, but a nice diagram never hurts!
Shortcut Key
Shortcut Key Work
Ctrl + 0 Hides the selected column
Ctrl + 1 Displays the Format Cells dialog box
Ctrl + 2 Applies or removes bold formatting
Ctrl + 3 Applies or removes italic formatting
Ctrl + 4 Applies or removes underline formatting
Ctrl + 5 Applies or removes strikethrough formatting
Ctrl + 8 Displays or hides the outline symbols
Ctrl + 9 Hides the selected rows
Ctrl + A Select All
Ctrl + B Bold
Ctrl + C Copy
Ctrl + D Uses the Fill Down
Ctrl + F Displays Find and Replace Dialog Box with
Find tab selected
Ctrl + G Displays the GOTO Dialog Box
Ctrl + H Displays Find and Replace Dialog Box with
Replace tab selected
Ctrl + I Applies or removes italic formatting
Ctrl + K Displays the Insert Hyperlink Dialog Box
Ctrl + N Create a new blank worksheet.
Ctrl + O Displays the Open Dialog Box
Ctrl + P Displays the Print Dialog Box
Ctrl + R Uses the Fill Right command to copy the
contents and format of the leftmost cell of a
Bihar Knowledge Centre Page 109
selected range into the cells to the right.
Ctrl + S Saves the active file with its current file name,
location, and file format.
Ctrl + T Displays the Create Table dialog box in
Microsoft Excel.
Ctrl + U Applies or removes underlining
Ctrl + V Paste
Ctrl + W Closes the selected or current workbook
window
Ctrl + X Cut
Ctrl + Y ReDo
Ctrl + Z UnDo
F1 Displays the Microsoft Office Excel Help task
pane
F2 Edits the active cell and positions the insertion
point at the end of the cell contents
F3 Displays the Paste Name dialog box
F4 Repeats the last command or action
F5 Displays the Go To dialog box
F6 Switches between the worksheet, Ribbon, task
pane, and Zoom controls
F7 Displays the Spelling dialog box to check
spelling in the active worksheet or selected
range
F11 Creates a chart of the data in the current
range
F12 Displays the Save As dialog box
Thanks
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