MS-Excel Part 1

Workbook: a workbook contains many worksheets. By default once you open a workbook it opens three worksheet. Each new worksheet is by default named sheet1,sheet2,sheet3 which can be renamed by right clicking on the worksheet name in the below. Each worksheet is a page in a workbook just like pages in a book. Worksheet size: 220= 1 million rows and 214= 16,000 columns. No of worksheet: limited by available memory Total number of characters that a cell can contain: 32,767 characters

User interface An empty worksheet looks like a grid of rows and columns. Each row is labeled with a number 1,2,3 etc. whereas each column is labeled with a letter A,B,C Each cell is labeled by the column no and row number such as A1,B2,C3 etc. Each cell is pointed by a cell pointer when active.

Types of data Labels: written on top of columns as labels of columns and left of rows to describe the contents of the cell. Labels help you make sense of the cell’s contents. Values: value is any number that you enter or that results from a computation .e.g. whole numbers, decimals, negative numbers, currency. Dates: dates are important to indicate when the file was created beginning or ending period of payments such as an amortization schedule or annuity payments. Formulas: different mathematical functions done by arithmetic operators.

Formula bar UI of Excel has a special bar called formula bar Indicated by fx=insert function wizard which has different types of functions: 1.Financial 2. Date & time 3.Mathematical and trigonometry 4. Statistical 5.Lookup & reference 6. database 7.Text 8. Logical 9.engineering

Arithmetic operations All calculations are done in the cell by inserting a formula. A formula is made up of numbers separated by arithmetic operators. To insert a formula preface the cell entry with “=“symbol. This indicates that excel must treat the cell entry as a formula. 6 basic operations are: 1.Addition 2.subtraction 3.multiplication 4.division, 5.percentage 6. exponentiation( to the power of e.g. square, cube, etc)

Data entry If you want to write something in the cell it can be done in the formula bar because formula bar is usually lengthier than a call size. Range: a range is a group of cells. Cell manipulation in a range: 1.select the first cell of the range, then drag the cursor to the last cell of the range by holding the left button of the mouse 2. hold the Shift key and simultaneously press the direction arrow, e.g. right arrow to move to the last cell of the range 3. hold the Shift key and simultaneously click on the last cell of the range. The selected cell will be highlighted on the worksheet.

To select column C, click on the column C header.

To select row 3, click on the row 3 header.

To select a range of individual cells, hold down CTRL and click on each cell that you want to include in the range.

Fill a Range Enter the value 2 into cell B2.

Select cell B2, click on the lower right corner of cell B2 and drag it down to cell B8

Result:

Enter the value 2 into cell B2 and the value 4 into cell B3. This dragging technique is very important and you will use it very often in Excel. Here's another example. Enter the value 2 into cell B2 and the value 4 into cell B3.

Select cell B2 and cell B3, click on the lower right corner of this range and drag it down.

Excel automatically fills the range based on the pattern of the first two values. Here's another example.

Select cell B2 and cell B3, click on the lower right corner of this range and drag it down.

Move a Range: Select a range and click on the border of the range.

Drag the range to its new location.

Formulas and Functions A formula is an expression which calculates the value of a cell. Functions are predefined formulas and are already available in Excel. For example, cell A3 below contains the SUM function which calculates the sum of the range A1:A2.

Formula Enter a Formula: To enter a formula, execute the following steps. 1. Select a cell. 2. To let Excel know that you want to enter a formula, type an equal sign (=). 3. For example, type the formula A1+A2. Tip: instead of typing A1 and A2, simply select cell A1 and cell A2.

Automatic recalculation Change the value of cell A1 to 3. Excel automatically recalculates the value of cell A3. This is one of Excel's most powerful features.

Operator Precedence Excel uses a default order in which calculations occur. If a part of the formula is in parentheses, that part will be calculated first. It then performs multiplication or division calculations. Once this is complete, Excel will add and subtract the remainder of your formula. See the example below.

Copy/Paste a Formula When you copy a formula, Excel automatically adjusts the cell references for each new cell the formula is copied to. To understand this, execute the following steps. 1. Enter the formula shown below into cell A4.

Select cell A4, right click, and then click Copy (or press CTRL + c)... next, select cell B4, right click, and then click Paste under 'Paste Options:' (or press CTRL + v).

You can also drag the formula to cell B4 You can also drag the formula to cell B4. Select cell A4, click on the lower right corner of cell A4 and drag it across to cell B4. This is much easier and gives the exact same result.

Result. The formula in cell B4 references the values in column B.

Insert a Function Every function has the same structure. For example, SUM(A1:A4). The name of this function is SUM. The part between the brackets (arguments) means we give Excel the range A1:A4 as input. This function adds the values in cells A1, A2, A3 and A4. It's not easy to remember which function and which arguments to use for each task. Fortunately, the Insert Function feature in Excel helps you with this. To insert a function, execute the following steps. 1. Select a cell. 2. Click the Insert Function button.

The 'Insert Function' dialog box appears. 3 The 'Insert Function' dialog box appears. 3. Search for a function or select a function from a category. For example, choose COUNTIF from the Statistical category.

4. Click OK. The 'Function Arguments' dialog box appears. 5. Click in the Range box and select the range A1:C2. 6. Click in the Criteria box and type >5. 7. Click OK.

Result. Excel counts the number of cells that are higher than 5. Note: instead of using the Insert Function feature, simply type =COUNTIF(A1:C2,">5"). When you arrive at: =COUNTIF( instead of typing A1:C2, simply select the range A1:C2.

Ribbon Excel selects the ribbon's Home tab when you open it. Learn how to minimize and customize the ribbon. The tabs on the ribbon are: File, Home, Insert, Page layout, Formulas, Data, Review and View. The Home tab contains the most frequently used commands in Excel. Note: the File tab in Excel 2010 replaces the Office Button in Excel 2007.

Ribbon Minimize the Ribbon You can minimize the ribbon to get extra space on the screen. Right click anywhere on the ribbon, and then click Minimize the Ribbon (or press CTRL + F1).