1. Basics of Ms Excel-2007 Instructor: Mr. Michael John Tanzania Public Service College

2. What is Ms Excel? Is Spreadsheet Application Software, used for analyzing arithmetical calculations, Chart numerical data, Store data and presenting data. Ms-Excel is commonly used in: - Accounting natured jobs Statistical nature jobs Mathematical analysis The Ms Excel is one of the Microsoft Office Package. 2

3. Advantages of Ms Excel  Used to analyze and summarize Mathematical, Statistical and Financial data.  Used to create a budget for your monthly living expenses.  Used to analyze returns in the stock market, develop a business plans e. t.c 3

4. OPENING MICROSOFT EXCEL APPLICATION There are about 2 main methods on how to start the Program 1. Using Start Button  Click on “Start” button  Select “All Programs” command  Select “Microsoft Office”  Click on “Microsoft Excel” option 4

5. Cont… 2. Double Click on Microsoft Excel Icon available on Desktop 5

6. OPENING A NEW WORKBOOK Click office button menu Select New Under New Workbook box Click Blank Workbook Link Select create 6

7. New Workbook 7

8. SAVING A NEW WORKBOOK Click on Office button menu Select Save Under Save as dialog box Specify Save in Folder Type File name Click Save Button 8

9. Save as.. 9

10. OPENING AN EXISTING WORKBOOK Click Office button menu Select open Under Open Recent documents box Click file from recent documents 10

11. Cont… Under Open box Specify the Look in folder Select the file name Click Open button 11

12. MICROSOFT EXCEL SCREEN OVERVIEW 12

13. Terms and Definitions  Cell :Is simply the intersection between rows and columns, where you enter, edit, format your data.  A worksheet :  A worksheet : Is a single page or sheet in an Excel spreadsheet. By default, there are three worksheets per file. Switching between worksheets is done by clicking on the sheet tab at the bottom of the screen. is consists of 1048576 rows and 16384 (A-XFD) columns.  Cell address: Is a name given to a cell that describes the location of an insertion point (cursor). E.g. A1, B5  Workbook : Is the collection of worksheets stored under one name. By default when you open an excel file (Workbook) it display 3 worksheets, however you can add/ delete some worksheets.  Workbook : Is the collection of worksheets stored under one name. By default when you open an excel file (Workbook) it display 3 worksheets, however you can add/ delete some worksheets. Workbook can contain up to 255 worksheets 13

14. Types of data entered into a Cell 1.Words (Text) e.g. Titles, row headings, Column headings, etc 2.Numbers e.g. Ordinary numbers, Currency, Dates etc 3.Formulae (used to perform calculations with the numbers) 14

15. How to Insert a Worksheet Click on Insert menu Select Worksheet Worksheet Tab Each Worksheet has a unique name, that name appears on sheet tab e.g. Sheet 1, Sheet 2 etc. You can rename any sheet to more meaningful name. 15

16. Renaming a Worksheet Right Click on sheet name (Tab) Select Rename Type the new name Press Enter key 16

17. Inserting Columns and Rows Activate a column or row Click on Insert menu Select Rows / Columns The new column or row will be inserted in advance of the activated Column or Row 17

18. Deleting Columns and Rows Under Delete box Select on Entire row to delete row, or Select on Entire column to delete column Click OK 18

19. CELL A Cell: Is an Intersection between a Column and a Row and is identified by a cell Reference Cell Reference (Address) Is a cell’s Identification name consisting of its Column letter(s) followed by its Row number 19

20. Cell reference A3 =Column ARow number 3 B1 =Column BRow number 1 C5 =Column CRow number 5 D2 =Column DRow number 2 20

21. The Active cell The Active cell is a cell in which you are currently working with. Its reference appears in the name box and the contents appear in the formula bar 21

22. FORMATTING CELL Usually formatting cells involves two parts 1.Formatting the appearance of a Cell(s) 2. Formatting the appearance of the cell contents (eg numbers) 22

23. The General number format The General format is the default number format. For the most part, numbers formatted with the General format are displayed just the way you entered them. However, if the cell is not wide enough to show the entire number, the General format rounds numbers with decimals and uses scientific notation for large numbers. 23

24. Built-in number formats Excel contains many built-in number formats you can choose from. To list them, click Cells on the Format menu, and then click the Number tab. The Special category includes formats for postal codes and phone numbers. Options for each category appear to the right of the Category list. The formats appear in categories on the left, including Accounting, Date, Time, Fraction, Scientific, and Text. 24

25. Formatting Numbers in Currency format Select the Cell(s) to be formatted Click on Format menu Select Cells Under format cells dialogue box Click on Number Tab Specify number Category Specify decimal places Specify Currency symbol Click OK 25

26. Customizing currency symbol (e.g. Adding prefix “Tshs” in currency values) Select the Cell(s) to be formatted Click on Format menu Select Cells Under format cells dialogue box Click on Number Tab Select Custom option in Category list Select the format of number on the type list Quote the word “Tshs” before the selected number format (“Tshs”#, # #0.00) Click OK 26

27. Cont… 27

28. Text Alignment and Orientation in a Cell Text Alignment within a Cell There are 2 types of alignment within a cell (i)Horizontal Alignment (ii) Vertical Alignment 28

29. Procedures Select the Cell(s) Click on Format menu → Select Cells Under format cells dialogue box Click on Alignment Tab Specify Horizontal Alignment Specify Vertical Alignment Click OK 29

30. Text Orientation within a Cell Enables to rotate data in any degree within the cell Procedures On the Format menu → Select Cells, Under format cells dialogue box Click the Alignment tab. In the Orientation box Select a degree point, or drag the indicator to the angle you want(eg. 450) 30

31. See the Results below To display text vertically from top to bottom, click the vertical Text box under Orientation 31

32. Merge and Centre Enables to Merge Range of cells and centering the contained contents Either Select the Cells Either:- Click on Merge and Centre button OR Select the Cells Click on Format menu Select Cells Under format cells dialogue box Click on Alignment Tab Under Text control list Click on Merge cells button Click OK 32

33. Wrap Text Enables to type more lines of text within the same cell Select the Cell(s) to be formatted Click on Format menu Select Cells Under format cells dialogue box Click on Alignment Tab Under Text control list Click on Wrap text button Click OK 33

34. Apply or remove Cell borders Borders in cells can be applied using two methods Applying borders by locating them using the Borders option located on Format cells dialogue box located on Borders Tool bar Locating Borders 1. Click on format menu 2. Select sells Under format cells dialogue box 3. Click on borders tab 4. Specify Border Line style 5. Specify border color 6. Apply borders by Presets or by the border locating buttons 34

35. The Worksheet cells will be bordered as shown below 35

36. FORMULA BAR A bar at the top of the Excel window that you use to enter or edit values or formulas in cells or charts, it also enables to execute applied formula. Parts of Formula Bar 1. Name box Display the name of active cell or selected object on Ms- Excel window e.g. Chart, Clip picture etc 2. Cancel Button Rejects entered data or formula in cell 3. Enter Button Accepts entered data or formula in a cell 4. Function Button Used to insert functions (In built formula) 36

37. Diagram Parts Name Box Cancel Button Enter Button Insert Function Button 37

38. FORMULAS Formula is a mathematical equation that calculates new values from existing values. In Excel, each formula should begin with an equal sign. The common operators used in formulas are: add (+), subtract (-), multiply (*), divide (/). As a rule, formulas do not contain spaces. When a formula is entered in a cell, the content of the cell is the formula. The value seen (the results of the formula) is displayed, but is not the content of the cell. 38

39. Types of Formula 1. Manual / Hand written formula e.g. =A1+B1+C1 2. Inbuilt formula (Functions) e.g. SUM, MAX, MIN, etc Parts of Formula 1. Equal sign 2. Function (Operator) 3. Cell range = SUM (A1:A5) Equal function Name Range of Cell Sign(Operator) 39

40. OPERATORS Operators specify the type of calculation that you want to perform on the elements of a formula. Microsoft Excel includes four different types of calculation operators these are:- 1.Arithmetic Operators 2. Comparison Operators 3. Text Operator 4. Reference Operator 40

41. Arithmetic operators To perform basic mathematical operations such as addition, subtraction, or multiplication; combine numbers; and produce numeric results, use the following arithmetic operators. Arithmetic operatorMeaning (Example) + (Plus sign)Addition (3+3) – (Minus sign) Subtraction (3–1) Negation (–1) * (Asterisk)Multiplication (3*3) / (Front slash)Division (3/3) % (Percent sign)Percent (20%) ^ (Caret)Exponentiation (3^2) = 3 2 () (Parentheses)=(1+B4)/B5 41

42. Comparison operators Comparison operators: You can compare two values with the following operators. When using these operators compares two values, the result is a logical value either TRUE or FALSE. Comparison operatorMeaning (Example) = (Equal sign)Equal to (A1=B1) > (Greater than sign)Greater than (A1>B1) < (Less than sign)Less than (A1<B1) >= (Greater than or equal to sign)Greater than or equal to (A1>=B1) <= (Less than or equal to sign)Less than or equal to (A1<=B1) <> (Not equal to sign)Not equal to (A1<>B1) 42

43. Text concatenation operator Text operatorMeaning (Example) & (Ampersand) Connects, or concatenates, two values to produce one continuous text value ("North" & "wind") Use the ampersand (&) to join, or concatenate, one or more text strings to produce a single piece of text. 43

44. Reference operators Reference operators: Combine ranges of cells for calculations with the following operators. Reference operator Meaning (Example) : (Colon) Range operator, which produces one reference to all the cells between two references, including the two references (B5:B15), (Comma) Union operator, which combines multiple references into one reference (SUM (B5:B15, D5:D15)) (Space) Intersection operator, which produces on reference to cells common to the two references (B7:D7 C6:C8) 44

45. Create a formula Click the cell in which you want to enter the formula. Type = (an equal sign) Select the cell / Type cell reference Insert an Operator to specify the calculation (eg =A4 + B4+C4+D4) Press ENTER. 45

46. Common Error Messages When Writing Formulas  When writing formulas it is easy to make a mistake. Below are some common error messages.  #### - Means that the contents of the cell can’t be displayed correctly as the column is too narrow.  # REF! – Means that a cell reference is not valid.  # NAME? – Means that Excel does not recognize text contained within a formula. 46

47. See the diagram below. A cell containing the formula (Cell E4) 47

48. Formula contains functions The following formulas contain functions. Example formulaWhat it does =SUM (A: A) Adds all numbers in column A =AVERAGE (A1:B4) Averages all numbers in the range =SUM (A1:A5, C1:C5) Adds all numbers in the range i.e. from A1 to A5 and C1 to C5 =MAX (A1:A10)Returns the largest value in the Range =MIN (A1:A10) Returns the smallest value in the Range =COUNT (A1:A20) Counts number of cells that contain numbers within the Range 48

49. Create a formula that contains a function (fx) (eg. AVERAGE) PROCEDURE Click the cell in which you want to enter the formula. To start the formula with the function, Click Insert Menu Select Function Under Insert Function box Specify the Function Category Select the function you want to use. (e.g. AVERAGE) Click OK 49

50. See the diagram below Function Category list Selected Function (AVERAGE) 50

51. Cont.. Under Function Argument box Enter the arguments, that is Select the cells on the worksheetarguments When you complete the formula, press ENTER or Click OK. 51

52. The Result Cell (G2) List of Arguments (Cell Range) B2:E2 52

53. IF FUNCTION IF function is used to conduct conditional tests on values and formulas it returns one value if a condition you specify evaluates to TRUE and another value if it evaluates to FALSE. Parts of IF Function 1. Logical test 2. True part (value_if_true) 3. False part (value_if_false) 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. 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 53

54. How to Apply IF Function Consider the following example, A high school teacher decided to Remark his students with reference to the Total marks they obtained from the four subjects they performed. Now the REMARKS is obtained by the following condition IF a Total mark is greater than 250, Remark is PASS, otherwise Remark is FAIL) Syntax =IF(F2>250,”PASS”,”FAIL”) Where by F2 is a reference of a cell containing Total marks of the 1 st Student (John) 54

55. See the diagram below 55

56. PROCEDURE Click on a Cell for results to appear Click on Insert menu → Select Function Under Paste Function box Select IF function name Click OK 56

57. Cont.. Under IF function Argument box Specify the Logical test Statement Type the TRUE value Type the FALSE value Click OK 57

58. Cont… 58

59. CELL AND RANGE REFERENCES A reference identifies a cell or a range of cells on a worksheet and tells Microsoft Excel where to look for the values or data you want to use in a formula. With references, you can use data contained in different parts of a worksheet in one formula or use the value from one cell in several formulas. 59

60. The A1 Reference Style By default, Excel uses the A1 reference style, which refers to columns with letters and refers to rows with numbers. These letters and numbers are called column and row headings. To refer to a cell, enter the column letter followed by the row number. For example, B2 refers to the cell at the intersection of column B and row 2. 60

61. . To refer toUse The cell in column A and row 10 A10 The range of cells in column A and rows 10 through 20 A10:A20 The range of cells in row 15 and columns B through E B15:E15 All cells in row 5 5:5 All cells in rows 5 through 10 5:10 All cells in column H H:H All cells in columns H through J H:J The range of cells in columns A through E and rows 10 through 20 A10:E20 61