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EXCEL Introduction

Contents
1. Introduction................................................................................................................. 4 1.1. The content of an Excel file ...........................................................................4 1.2. Locating yourself in a table............................................................................4 1.3. Moving in a table ...........................................................................................5 1.3.1. The keyboard .........................................................................................5 1.3.2. The mouse..............................................................................................5 1.4. Selection.........................................................................................................5 1.4.2. The mouse..............................................................................................6 2. Creating a Table.......................................................................................................... 7 2.1. Typing the data ..............................................................................................7 2.2. Modify the entered data .................................................................................8 2.3. Delete the content of a cell.............................................................................8 2.4. Replace the content of a cell ..........................................................................8 3. Simple Formulas ....................................................................................................... 10 3.1. The addition .................................................................................................10 3.2. The average..................................................................................................12 3.3. The ratio .......................................................................................................14 4. Formatting the table .................................................................................................. 17 4.1. Columns and Rows ......................................................................................17 4.1.1. Insert / Delete a column .......................................................................17 4.1.2. Modify the column width / the row height ..........................................17 4.2. Formatting the characters.............................................................................18 4.2.1. The icons..............................................................................................18 4.2.2. The menu .............................................................................................18 4.3. The alignment ..............................................................................................19 4.3.1. The icons..............................................................................................19 4.3.2. The menu .............................................................................................19 4.4. The Fill colour..............................................................................................20 4.4.1. The icon ...............................................................................................20 4.4.2. The menu .............................................................................................20 4.5. The borders ..................................................................................................21 4.5.1. The icon ...............................................................................................21 4.5.2. The menu .............................................................................................21 4.6. The values ....................................................................................................22 4.6.1. The icons..............................................................................................22 4.6.2. The menu .............................................................................................23 4.7. Deleting the Formatting ...............................................................................23 5. Copy / Paste .............................................................................................................. 25 5.1. The icons, the keyboard, the menu ..............................................................25 5.2. The mouse....................................................................................................27 5.3. Copy the result of a formula ........................................................................28 6. The cell references .................................................................................................... 29 6.1. The relative references.................................................................................29 6.2. The mixed references...................................................................................29

6.2.1. Making a reference to the row number of an address ..........................29 6.2.2. Making a reference to the column letter of an address ........................30 6.3. The absolute references................................................................................32 7. Managing big tables.................................................................................................. 33 7.1. Display problems .........................................................................................33 7.1.1. Freeze the panes...................................................................................33 7.1.2. Increasing the view ..............................................................................34 7.2. Printing problems.........................................................................................35 7.2.1. Setting a print area ...............................................................................35 7.2.2. Repeat the titles on all pages................................................................35 7.2.3. Page Breaks..........................................................................................36 7.2.4. Modifying the paper orientation ..........................................................37 7.2.5. Printing the table on one page..............................................................37 7.2.6. Headers & Footers ...............................................................................37 8. Conclusion ................................................................................................................ 39

Notes

Introduction

1. 1.INTRODUCTION INTRODUCTION
Excel is a spreadsheet software that enables creating tables. Starting from these, you can create lists (databases) and analyse your data with charts.

1.1. The content of an Excel file

Excel files are workbooks containing several sheets. The sheets are divided in columns (from A to IV) and in lines (from 1 to 65536). The intersection of a column and a line is called a cell. Consequently its called a cell address (ex: A1)

1.2. Locating yourself in a table

For a good manipulation of a spreadsheet, its important to visualise correctly the sheet as well as the selected cell. The active sheet stands out by the white colour of its tab. In the figure mentioned above, its "Sheet 1". The active cell is distinguished by three ways: The black border of the cell; The "Name box" ; The colour of the column letter and the row number.

Excel Introduction

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Introduction
1.3. Moving in a table
Now that you can locate yourself in an Excel worksheet, its necessary to know the different moving methods.

Notes

1.3.1. The keyboard

Key Move One cell to the left / the right One cell to the top/ the bottom Last non empty cell to the left / the right Last non empty cell to the top/ the bottom Beginning of the line First cell of the worksheet Last activated cell of the worksheet Previous sheet Next sheet Type de address of the destination cell

CTRL + or CTRL + or Home or CTRL + Home or CTRL + End CTRL + Pg Up CTRL + Pg Down F5 key

1.3.2. The mouse

Horizontal Scrollbar Move Visualise the first sheets Visualise the last sheets Visualise the previous / next sheet

1.4. Selection
Selecting consists in highlighting several cells. Indeed, some Excel commands have recourse to a few cells simultaneously.

1.4.1. The keyboard

Key + + CTRL + A CTRL +* Move One cell to the left / the right One cell to the top / the bottom The whole worksheet The whole table (being in the table)

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Excel Introduction

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1.4.2. The mouse
Selection One cell Method Click on the cell

Introduction

A range of cells

Click + drag

One column

Click on the column letter

One row

Click on the row number

One sheet

Click on the left upper corner between A et and 1

Multiple selection

Select the first range. Hold the CTRL key down while selecting the other ranges.

Excel Introduction

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Creating a Table

Notes

2.

CREATING A TABLE 2. CREATING A TABLE

For a better explanation of the different tools that are offered to you, we will use a concrete example with which we can see the non exhaustive list of the basic Excel tools. Lets figure that you are the Sales manager of a company specialized in the textile. In order to facilitate the treatment of the monthly sales, you decided to create a table recovering the data provided by your salesmen.

2.1. Typing the data

To enter the data in the table, click in the first cell and type the content. To pass to the following cell, use: "Enter" to pass to the following line; The "Tab" key to pass to the following column Pay attention, a cell can contain more than 32000 characters. It is thus possible that the entered data is larger than the column width. In this case, the content will overflow on the next cell; except if it is not empty.

Tips and Tricks

Excel aligns automatically the "texts" left in the cells and the numeric values right. If a value is left aligned, it may be recognized as a text.

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Excel Introduction

Notes
2.2. Modify the entered data
In order to modify the encoded data in a cell:

Creating a Table

Click on the cell; Hold the "F2" key or click in the Formula Bar; Type the corrections.

2.3. Delete the content of a cell

To delete the typed data in a cell: Click on the cell; Press the "Delete" key. Pay attention, this only deletes the content of the cell. The possible cell formatting will not be deleted.

2.4. Replace the content of a cell

To replace the typed data in a cell: Click on the cell; Type the new data. The previous data will be automatically overwritten.

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Creating a Table

Notes

Tips and Tricks

1. Before entering the data, select the future range of your table. Type then your data, using the "Enter" or "Tab" key. This will enable you to remain in the selection zone. 2. The exact content of a cell is always displayed in the Formula Bar. 3. In order to cancel the current action, use the "Esc" key.

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Excel Introduction

Notes

Simple Formulas

3. 3.SIMPLE FORMULAS SIMPLE FORMULAS

Once you entered the needed data in your table, you need to carry out certain operations: The quarterly sum of your salesmens sales; The monthly sum of the sales; The monthly average of the sales; The sales average for each salesman; The monthly ratio.

We will make those calculations thanks to the simple formulas using the 4 arithmetical operators "+", "-", "/" and "*". Pay attention, in certain cases, you have to use parentheses to impose the order of calculations.

3.1. The addition

We will start by adding the monthly sales for each salesman. Follow the next steps in order to realise this operation: Operation
Activate the cell where the result has to be displayed

In Excel

Press the "=" key

Click on the cell containing the first value

Type the operator "+"

Click on the 2nd value

Type the operator "+"

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Simple Formulas
Operation
Click on the 3rd value

Notes
In Excel

Validate the operation pressing the "Enter" key.

Pay attention: notice that the content of the cell "E2" displays the result of your formula and not the formula. The formula can be read or modified in the Formula Bar.

Continue the operation for the other salesmen and for each month. Result:

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Notes
3.2. The average

Simple Formulas

In order to calculate the sales average for one of the salesmen, we will have to use parentheses; otherwise the result will be distorted. Follow the next steps in order to realise this operation: Method 1: The first method consists in adding the total of each month and dividing the result by the number of months, i.e. three. Operation
Activate the cell where the result has to be displayed

In Excel

Press the "=" key

Open the parentheses

Click on the cell containing the 1st value

Type the operator "+"

Click on the 2nd value

Type the operator "+"

Click on the 3rd value

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Simple Formulas
Operation
Close the parentheses

Notes
In Excel

Type the operator "/" followed by "3" Validate the operation by pressing the "Enter" key.

Method 2: The second method consists in dividing the total calculated in the previous operation by the number of months, i.e. three. Operation
Activate the cell where the result has to be displayed

In Excel

Press the "=" key

Click on the cell containing the sales total Type the operator "/" followed by "3" Validate the operation by pressing the "Enter" key.

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Simple Formulas
Continue the operation for the other salesmen and for each month. Result:

3.3. The ratio

The ratio is a relationship drawn up between two significant elements of the exploitation of a company. In our example, we will calculate the percentage of the sales for each salesman compared to the grand total. Follow the next steps in order to realise this operation: Operation
Activate the cell where the result has to be displayed Press the "=" key Click on the cell containing the sum of the first salesman

In Excel

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Simple Formulas
Operation
Type the operator "/"

Notes
In Excel

Click on the cell containing the sales grand total

Validate the operation by pressing the Enter" key.

Continue the operation for the other salesmen and for each month. Result:

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Notes
Tips and Tricks

Simple Formulas

When working out the ratios, you can check if your calculations are correct by adding the results. The total of the ratios should always be equal to "1"

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Formatting the table

Notes

4. 4.FFORMATTING THE TABLE ORMATTING TABLE THE

In order to present nicely your sales table, Excel allows you to: Change the column width; Change the row height; Insert or delete rows and / or columns; Format the characters; Change the horizontal and / or vertical alignment; Apply borders and shading; Format the values;

Of course, before formatting the cells, you have to select them.

4.1. Columns and Rows

4.1.1. Insert / Delete a column
You wish to add a main title to your table. To do so, you have to insert a row above the existing data. Follow the next steps in order to realise this operation: Operation
Select the row above which you have to insert a new one.

Press the "CTRL" and the "+" key on the numeric keypad.

For information, this operation also works on the columns. Select the column and press the "CTRL" and the "+" key on the numeric keypad. Excel automatically inserts a new column on the left of the selected one. In order to delete a column or a row, select the column or the row to delete and press the "CTRL" and the "-" key on the numeric keypad.

4.1.2. Modify the column width / the row height

To change the column width or the row height, place the mouse cursor between the letters or the numbers and click and drag (or double click to adjust automatically to the largest entry of the column/row).

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Notes
4.2. Formatting the characters

Formatting the table

The characters formatting can be done with the icons on the Formatting bar or via the menu Format > Cells > Font

4.2.1. The icons

Icon Font Font size Font style: bold, italic, underline Font colour Formatting Type

4.2.2. The menu

Result:

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Formatting the table

4.3. The alignment
The alignment format can be changed with the icons on the Formatting bar or via the menu Format > Cells > Alignment.

Notes

4.3.1. The icons

Icon Formatting Type Align left, Center, Align right Merge cells You wish to center the main title across the tables columns. Follow the next steps in order to realise this operation: Operation
Select the cells from A1 to G1 Click on the icon

In Excel

4.3.2. The menu

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Notes
Result:

Formatting the table

4.4. The Fill colour

The fill colour can be changed with the icon on the Formatting bar or via the menu Format > Cells > Patterns.

4.4.1. The icon

Icon Fill colour Formatting Type

4.4.2. The menu

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Formatting the table

Result:

Notes

4.5. The borders

The borders can be changed with the icon on the Formatting bar or via the menu Format > Cells > Border.

4.5.1. The icon

Icon Borders Formatting Type

4.5.2. The menu

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Notes
Result:

Formatting the table

4.6. The values

The number formatting can be changed with the icons on the Formatting bar or via the menu Format > Cells > Number. Pay attention, the dates are also considered as numeric values.

4.6.1. The icons

Icon Currency Percent Style Comma Style Increase / Decrease decimals Formatting Type

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Formatting the table

4.6.2. The menu

Notes

Result:

4.7. Deleting the Formatting

There is no way to delete the cell or table format with the "Delete" key.

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Notes

Formatting the table

To delete the whole formatting, use the menu Edit > Clear > Formats Before After

Tips and Tricks

Excel proposes an automatic formatting tool. Use it, selecting your table and the menu Format > AutoFormat

Result:

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Copy / Paste

Notes

5. 5.CCOPY / PASTE OPY / PASTE

The copy / paste method concerns mainly the formula copying. Indeed, if a cell contains a formula, its the calculation and not the result that will be copied.

5.1. The icons, the keyboard, the menu

Icon Keyboard CTRL + C CTRL + V Menu Edit > Copy Edit > Paste Operation Type Copy Paste

In order to realize this operation, we will delete some formulas in our table, to be able afterwards to Copy / Paste.

Follow the next steps to Copy / Paste: Operation

Click on the cell containing the formula to be copied

In Excel

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Operation In Excel

Copy / Paste

Copy

Click on the destination cell

Paste

Repeat the Paste operation in the other cells

Finish the operation pressing the "Esc" key to stop copying.

Tips and Tricks

A nice tip to paste the formulas quicker:

Operation
Click on the cell containing the formula to be copied

In Excel

Select the cells where the formula has to be copied

Paste

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Copy / Paste
5.2. The mouse
Follow the next steps to Copy / Paste with the mouse: Operation
Click on the cell containing the formula to be copied

Notes

In Excel

Point the right bottom corner of the cell

Click and drag

Tips and Tricks

Here is a tip to quickly copy a formula vertically. 1. Place the cursor in the cell containing the formula to be copied. 2. Point the right bottom corner of the cell. 3. Double-click Your formula has been copied until the last cell of your table.

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Notes
5.3. Copy the result of a formula

Copy / Paste

To copy the result of a formula, use the menu Edit > Paste Special In this window, select the option "Values".

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The cell references

Notes

6. 6.TTHE CELLREFERENCES HE CELL REFERENCES

Together we have seen how to copy formulas. Nevertheless, its not always as easy as it seems. Indeed, we have been using until now what is called a "relative reference". It should be remembered that a cell is made up of two items, that is, the letter of a column and the number of a row. For example, the cell A2. It is thus necessary to distinguish these two data. As mentioned before, we call that a cell reference.

6.1. The relative references

The formulas we copied until now were calculations made of relative references. Indeed, they adapted themselves when copied up / down or left / right.

6.2. The mixed references

6.2.1. Making a reference to the row number of an address
In order to understand how a formula is copied, we will try to copy the ratio formula.

The formula in the cell G3 is: =E3/E7 If we copy that formula downwards in the cell G4, the calculation becomes: = E4/E8 The formula has been adapted when copied downwards. If we go on copying this formula to the other cells, we will get:

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The cell references

The problem comes from the shift on the level of the grand total which is in the E7 cell. Indeed, this cell reference becomes E8, E9 and E10 when copying progressively the formula downwards. Therefore you have to point out in Excel in the first formula that the reference row of the cell containing the grand total has to be row 7. In order to freeze the row number, return to your formula that is in cell G3 and type the "$" sign in front of the number 7 of cell reference E7.

Then copy the formula downwards. Result:

6.2.2. Making a reference to the column letter of an address

As in the previous case, we will copy the ratio formula being in the cell B9, this time to, the right.

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The cell references

Notes

The formula in the cell B9 is: =B7/E7 If we copy that formula rightwards in the cell C9, the calculation becomes: = C7/F7 The formula has adapted itself, shifting rightwards. If we go on copying this formula to the other cells, we will get:

The problem comes from the shift on the level of the grand total which is in the cell E7. Indeed, this cell reference becomes C7 and D7 when copying progressively the formula rightwards. Therefore you have to point out in Excel, in the first formula that the reference column of the cell containing the grand total has to be the letter E. In order to freeze the column letter, return to your formula that is in cell B9 and type the "$" sign in front of the letter E of cell reference E7.

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Notes

The cell references

Then copy the formula rightwards. Result:

6.3. The absolute references

An absolute reference is a cell reference in which the column letter and the row number have both been locked. For example: $A$3.

Tips and Tricks

To facilitate the encoding of the "$" sign, you can use the "F4" key of your keyboard.

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Managing big tables

Notes

7. 7.MANAGING BIG TABLES MANAGING BIG TABLES

You just have received a table containing the profit margins to carry out by article. (visu.xls) Two types of problems arise: Displaying the data when moving in the worksheet; Printing the data.

7.1. Display problems

7.1.1. Freeze the panes
When moving rightwards or downwards in the table, you very quickly loose the row and column headings.

In order to avoid this type of nuisance, it is necessary to lock the line and the column containing the titles. To do so, click on the cell being immediately beneath an on the right of the data that have to be freezed. That is cell B2.

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Notes

Managing big tables

Use the menu Window > Freeze Panes Result:

To unfreeze the panes, click in the menu Window > Unfreeze Panes

7.1.2. Increasing the view

In order to increase the view on your screen, use the icon "Zoom".

Tips and Tricks

In order to increase the view of a specific cell range, select the cells and choose the option "Selection" in the dropdown list of the icon "Zoom.

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Managing big tables

7.2. Printing problems
To visualise the table before printing it, click on the icon "Print Preview"

Notes

7.2.1. Setting a print area

You can define a print area. To do so, select the cell range to print. The use the command File > Print Area > Set Print Area. When printing the table, only the range represented in the figure below by a dashed line, will be printed. Result

Do this to delete the print area: File > Print Area > Clear Print Area

7.2.2. Repeat the titles on all pages

A problem that is often encountered when printing tables is the heading repetition on all pages. To resolve this problem, go to the menu File > Page Setup and choose the "Sheet" tab. Then click in the zone "Rows to repeat at top" and select the rows that have to be repeated on each page. Do the same for the columns in the zone "Columns to repeat at left".

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Notes
7.2.3. Page Breaks

Managing big tables

Excel automatically creates page breaks. Once you have activated the print preview, these are visible, but cannot be modified.

In order to change the page breaks, open the print preview and click on the button "Page Break Preview".

Then drag the blue dashed line, representing the page breaks, at the desired place. Before:

After:

Once you have changed them, the page breaks are represented by a full line. To recover a normal view, return to the print preview and click on "Normal View". (Or click in the View menu on "Normal View")

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Managing big tables

Notes

7.2.4. Modifying the paper orientation

In order to change the paper orientation, choose in the menu File > Page Setup the "Page" tab.

7.2.5. Printing the table on one page

Sometimes it could be judicious to print your tables on one single page. To do so, no need to change the page breaks, but reduce the scaling of your table when printing it. This option is available via the menu File > Page Setup, "Page" tab.

7.2.6. Headers & Footers

All the Headers & Footers options can be found under the menu File > Page Setup, "Header/Footer" tab.

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Managing big tables

In order to customize your Headers & Footers, use these icons: Icon Change the formatting Insert the page number - &[Page] Insert the total page number - &[Pages] Insert the date - &[Date] Insert time - &[Time] Insert the path and filename - &[Path]&[File] Insert the filename - &[File] Insert the sheet name - &[Tab] Insert an image Change the picture formatting Information Type

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Conclusion

Notes

8. 8.CCONCLUSION ONCLUSION
We have just covered in a few hours the basic functionalities suggested by Excel for the creation of a table and its impression. Of course, we couldnt enter the details of each option; these would have to be treated individually. However, by this small guide and these explanations accompanied by practical exercises, you realized at which point it is easy to create a table in order to make your data more comprehensible. We wish you good luck with the practical application of the covered matter and remain at your disposal with the Help Mail service at the address: Excel@ams-formation.com.

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