G.D.

De Leon 1

MS EXCEL
2013
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Microsoft excel Is simply described as electronic software that combines the capability of three analytical
tools.

Spreadsheet or Work sheet is a tool for calculating and evaluating numbers

Graphics – capabilities for creating reports and presentation to communicate what analysis reveals.
Database Management System – capabilities for creating , manipulating and storing of data in an
orderly manner. A database is a repository for related collections of data.
Click Start + Choose Programs + Choose Microsoft Office + Click Microsoft Excel.

SELECTING TEXT OR CREATING RANGE

Using The Mouse

 Move the pointer to the first cell of the range
 Drag the mouse to last range.
 Release the mouse button.
 Or Click the column head to select columns or row head to select
row.

Using the keyboard

 Hold down the shift key
 Press the arrow key corresponding to the direction of the last range.
 Press ctrl a to select work sheet

SELECTING MULTIPLE RANGE OF CELLS THAT ARE NOT CONNECTED

 Select the Cells using the mouse (range)
 Release the button
 Hold down CTRL key
 Select another portion of the cells by mouse dragging.
 Release the button

DATA ENTRY
Types of excel data

1. Constant values – data that will not change unless you change it or type another in place of it.
Text,Numbers, Dates and Time

2. Formula Entries – are entries that calculates with numbers or cell address.

DATA FLOWS OVER TO THE NEXT CELL OR ONLY PART OF THE ENTRY SHOWN ON SCREEN
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This happens when the data you are typing is too wide to fit the width of the current cell.

 If the cell on the right of the active cell is empty the whole data will flow over to the next
cell(s). But if the cell on the right of the active cell is not empty, only part of the current entry
will be displayed.

DATA EDITING

Select the cell you want to edit then press F2 then Edit the data then press enter or Double Click the cells
you want to edit then Edit the data then press enter.

Change the width of columns by using the mouse

Do one of the following:

 To change the width of one column, drag the boundary on the right
side of the column heading until the column is the width that you want.
 To change the width of multiple columns, select the columns that you Drag to resize
want to change, and then drag a boundary to the right of a selected
column heading.
 To change the width of columns to fit the contents, select the column
or columns that you want to change, and then double-click the
boundary to the right of a selected column heading.
 To change the width of all columns on the worksheet, click the Select All button, and then drag
the boundary of any column heading.

Note: To set specific width of a column. Select the column or columns that you want to change. On
the Home tab, in the Cells group, click Format. Under Cell Size, click Column Width.

Change the height of rows by using the mouse

Do one of the following:

 To change the row height of one row, drag the boundary below the
row heading until the row is the height that you want.
 To change the row height of multiple rows, select the rows that you Drag to resize
want to change, and then drag the boundary below one of the selected row
headings.

Note: To set specific height of a row On the Home tab, in the Cells group,
click Format. Under Cell Size, click Row Height.

Display numbers as currency

1. Select the cells that you want to format.

2. On the Home tab, click the Dialog Box Launcher next to Number.

3. In the Format Cells dialog box, in the Category list, click Currency or Accounting.
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4. In the Symbol box, click the currency symbol that you want.
NOTE If you want to display a monetary value without a currency symbol, you can click
None.
5. In the Decimal places box, enter the number of decimal places that you want for the number.
For example, to display $1,450 instead of $1,449.99 in the cell, enter 0 in the Decimal
places box.
6. To close the Format Cells dialog box, click OK.

If Excel displays ##### in a cell after you apply currency formatting to it, the cell probably isn't wide
enough to display the data.

Display numbers as Date

1. Select the cells that you want to format.

2. On the Home tab, click the Dialog Box Launcher next to Number.

3.
4. In the Format Cells dialog box, in the Category list, click Date.
5. Click the date format that you want.

INCREASING/DECREASING DECIMAL PLACES.

1. Select the cell or range of cells that contains the numbers for which you want to change
the decimal places.
2. On the Home tab, in the Number group, do one of the following:
 Click Increase Decimal to display more digits after the decimal point.
 Click Decrease Decimal to display fewer digits after the decimal point.

Reset the number format.

1. Select the cells you want to reformat to the default number format.
2. On the Home tab, click General. Then General No specific format.

Merging Cells
1. Select Cells to merge.
2. On the Alignment Group.
3. Select of any of these.
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To add a column to a spreadsheet

1. With the mouse pointer, right click on the column header where you want the new column added.
2. Choose Insert from the menu.
3. The new column will be inserted to the left of the selected column.

Note to add multiple columns select the more than one header column right click then choose insert.

To add a row to a spreadsheet

1. With the mouse pointer, right click on the row header below where you want the new row added.
2. Choose Insert from the menu.
3. The new row will be inserted above the row you selected.

Note to add multiple rows select the more than one header row right click then choose insert.
Delete cells, rows, or columns
Right-click a selection of cells, rows, or columns you want to delete then click Delete on the shortcut
menu, and then click the option that you want.

Insert a new worksheet

To insert a new worksheet, do one of the following:

 To quickly insert a new worksheet at the end of the existing worksheets, click the Insert
Worksheet tab at the bottom of the screen.

Rename a worksheet

1. On the Sheet tab bar, right-click the sheet tab that you want to rename, and then click Rename.

2. Select the current name, and then type the new name.
Delete a worksheet

Right-click the sheet tab of a worksheet or a sheet tab of any selected worksheets that you want to
delete, and then click Delete.

Moving or copying worksheet

To move sheets in the current workbook, you can drag the selected sheets along the row of sheet tabs.
To copy the sheets, hold down CTRL, and then drag the sheets; release the mouse button before you
release the CTRL key.

Print a Range
There may be times when you only want to print a portion of a worksheet. This is easily done through the
Print Range function. To print a range:
 Select the area to be printed
 Click the Print Area button on the Page Layout tab
 Click Select Print Area
 Press Ctrl P: Print backstage view will display select
other setting you want then click print
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Conditional Formatting
Quick formatting
1. Select a range of cells, or make sure that the active cell is in a table or PivotTable report.
2. On the Home tab, in the Style group, click the arrow next to Conditional Formatting, and
then click Highlight Cells Rules.

3. Select the command that you want, such as Between, Equal To Text that Contains, or A
Date Occurring. Or more rules for advanced rules
4. Enter the values that you want to use, and then select a format. Or customized your format.
 Te edit the conditional formatting select mange rules.

Clear conditional formats

Worksheet
1. On the Home tab, in the Styles group, click the arrow next to Conditional
Formatting, and then click Clear Rules.

2. Click Entire Sheet.

A range of cells, table, or PivotTable
3. Select the range of cells, table, or PivotTable for which you want to clear conditional formats.
4. On the Home tab, in the Styles group, click the arrow next to Conditional Formatting, and
then click Clear Rules.
5. Depending on what you have selected, click Selected Cells, This Table, or This PivotTable.

VALIDATION RULES

Prevent invalid data entry in a worksheet

1. Select one or more cells to validate.
2. On the Data tab, in the Data Tools group, click Data Validation.

The Data Validation dialog box is displayed.

3. Click the Settings tab.

4. To specify the type of validation that you want, do one of the following:
Allow Value from the list:
1. In the Allow box, select List.
2. Click the Source box and then type the list values separated by the Microsoft
Windows list separator character (commas by default).
For example:
 To limit entry to a question, such as "Do you have children?", to two
choices, type Yes, No.

Allow whole numbers with limits:

1. In the Allow box, select Whole Number.
2. In the Data box, select the type of restriction that you want. For example, to set
upper and lower limits, select between.
3. Enter the minimum, maximum, or specific value to allow. You can also enter a
formula that returns a number value.
For example, to set a minimum limit of deductions to two times the number of
children in cell F1, select greater than or equal to in the Data box and enter the
formula, =2*F1, in the Minimum box.
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5. To specify how you want to handle blank (null) values, select or clear the Ignore blank check
box.

6. Display an input message when the cell is clicked.

1. Click the Input Message tab.
2. Make sure the Show input message when cell is selected check box is selected.
3. Fill in the title and text for the message
7. Specify how you want Microsoft Office Excel to respond when invalid data is entered.
1. Click the Error Alert tab, and make sure that the Show error alert after invalid
data is entered check box is selected.
2. Select one of the following options for the Style box:
 To display an information message that does not prevent entry of invalid
data, select Information.
 To display a warning message that does not prevent entry of invalid
data, select Warning.
 To prevent entry of invalid data, select Stop.
8. Test the data validation to make sure that it's working correctly.

Freeze Panes
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EXCEL FORMULA

Arithmetic Formula

+ addition
- subtraction
/ division
* multiplication

Logical Formula

> greater than

< less than
= equal
<> not equal
<= less than or equal to
>= greater than or equal to

Common Function Formula To enter formula (Option 2)

=sum(list) Totals the value on the list
=average(list) Compute for the average of the value in the list 1. Select cell where to input
=max(list) Highest value of the list formula.
=min(list) Lowest value of the list 2. In the Ribbon tab Select
=count(list) Count the value on the list Formula.
=-countif(list,”logical”) Count the value on the list with a condition 3. Choose what type of
function in the function
To enter formula (option 1)
1. Click the cell where the formula will be entered.
library
2. Start the formula with equal (= ). 4. Select the chosen
3. Type the function. function
4. Select the range or cell to be compute. 5. Select the range or cells to
5. Press enter for the result. be computed in number 1
red mark.
EXAMPLE1 USING FUNCTIONS 6. Press enter

Formula
=sum(A2:A8) Add the numbers in range A2 to A8
=sum(A2,A4) Add the numbers in A2 and A4
=max(A2:A8) get the maximum number in range A2 to A8
=min(A2:A8) get the minimum number in range A2 to A8
=average(A2:A8) get the average number in range A2 to A8
=count(A2:A8) count the number in range A2 to A8
=countif(A2:A8,”>10”) count the value of >10 in range A2 to A8

EXAMPLE 2 USING EQUATION

COPYING CELL USING MOUSE DRAGGING

1. Select cells
2. Move the pointer to the right bottom part of the selected cells until the pointer changes to a
four pointed cross.
3. Drag the to the end of the range to be filled up;.
4. Release the mouse button.
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ENTERING NUMBERS HAVING THE SAME INTERVAL

1. Type the first two entries.

2. Select the cells containing two entries.
3. Move the pointer to the right bottom part of the selected cells until the pointer changes to a
four pointed cross.
4. Drag the to the end of the range to be filled up;.
5. Release the mouse button.

COPYING FORMULA ENTRIES

Excel recognized two type of cells address in formula.

1. Relative cells – changes when the formula is copied to a new location.
2. Absolute cells – does not change when the formula is copied to a new location.

CHANGING RELATIVE TO ABSOLUTE CELLS

 Select the cells formula to be copied.
 Press F2
 Press the arrow key to move the cursor you wish to have absolute value.
 Press F4, dollar sign will appear
 Press enter
 Copy the formula.

VLOOKUP FUNCTION
Searches for a value in the leftmost column of a table, and then returns a value in the same row
from a column you specify in the table.

Syntax: =vlookup( look up value, range, display value)

Example:

=vlookup(A2, range1,2)

Range1

IF FUNCTION

Returns one value if a condition you specify evaluates to TRUE and another value if it evaluates
to FALSE.

Use IF to conduct conditional tests on values and formulas.

Syntax
=if ( logical test, value if true, value if false)

Logical_test is any value or expression that can be evaluated to TRUE or FALSE. For example,
A10 >=75 is a logical expression;
Value_if_true is the value that is returned if logical_test is TRUE.
Value_if_false is the value that is returned if logical_test is FALSE

Formula Description (Result)

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=IF(A2<=100,"Within budget","Over budget") If the number above is less than or equal to 100,
then the formula displays "Within budget".
Otherwise, the function displays "Over budget"
(Within budget)

=IF(A2=100,SUM(B5:B15),"") If the number above is 100, then the range B5:B15 is

calculated. Otherwise, empty text ("") is returned ()

Example
Problem:
Grade is >= 75 print passed
Grade is < 75 print failed

Example
Problem:
Sale is < 50 the discount is 50%
Sale is >50 the discount is 30%

Nested IF

Syntax
=if ( logical test1, value if true1, if( logical test2, value if true2, if( logical test3, value if true3,all false)))

Example
In the example, the second IF statement is also the value_if_false argument to the first IF statement.
Similarly, the third IF statement is the value_if_false argument to the second IF statement. For example, if
the first logical_test (Average>89) is TRUE, "A" is returned. If the first logical_test is FALSE, the second
IF statement is evaluated, and so on.

The letter grades are assigned to numbers using the following key.

Then Score Formula

If Score is return

Greater than 89 A 45 =IF(A2>89,"A",IF(A2>79,"B",IF(A2>69,"C",IF(A2>59,"D"

,"F"))))

From 80 to 89 B 90 =IF(A2>89,1.25,IF(A2>79,1.5,IF(A2>69,2.25,IF(A2>59,
2.50,2.75))))

From 70 to 79 C 78
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From 60 to 69 D 64

Less than 60 F

Create a chart
1. On the worksheet, arrange the data that you want to plot in a chart.
2. Select the cells that contain the data that you want to use for the chart.
3. On the Insert tab, in the Charts group, do one of the following:
4. Click the chart type, and then click a chart subtype that you want to use.
 To see all available chart types, click a chart type, and then click All Chart Types to
display the Insert Chart dialog box, click the arrows to scroll through all available
chart types and chart subtypes, and then click the the ones that you want to use.

Editing a chart

To edit chart: 1. select the existing chart. 2. Select Chart tools then lay out (ribbon tab).

To format selection Select

Select to choose what part of char to be edit

(Filling color the chat area ,plot area)

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Instructions

1) Type in all text and numbers shown in the spreadsheet below.

2) Format all numbers with appropriate format's).

3) Center the spreadsheet heading "Weekly Income Schedule" across the spreadsheet.

4) Format all text as displayed in the sample below.

5) Create formula's to display a total for each item in the Lunch Bar.

6) Create formula's to calculate the Total Exp (Total Expenditure).

7) Create formula's to calculate the profit.

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8) create formula's to calculate the totals for each column.

9) Apply all borders and shading (color) shown in the sample below, feel free to
experiment with your own color schemes.