1. Basic Computer Skills – Excel

2. Objectives Participants will be able to
Understand how to use spreadsheets
Create tables and use properties for cells
Produce useful forms for Small-Medium-sized businesses.
Understand and apply useful features of functions
apply dynamic data ranges to create a chart
Objectives

3. Basic Practice
Menu/Ribbons/Tabs/Shortcuts
How to input data in cells
How to change features of cells
Mini Project 1: Creating an Income-Sales Statement
Includes 23 practices
Mini Project 2: Creating a chart for dynamic ranges
Includes 5 practices
Index

4. Basic Practice
Excel

5. Introducing – Menu / Ribbons / Tabs / Shortcuts
File tab/Backstage
Quick Access toolbar
Tab (Home Tab)
Dialog Box Launcher
Title Bar
Group (Styles Group)

6. How to enter data in a cell
Click a cell, and then type data “Hello World!” in that cell.
Press ENTER or TAB to move to the next cell.
Click a cell, and then type data “Hello World!” in that cell.
Press ENTER or TAB to move to the next cell.
[Tip]   To enter data on a new line in a cell, enter a line break by pressing ALT+ENTER.
To enter a series of data, such as days, months, or progressive numbers, type the starting value in a cell, and then in the next cell type a value to establish a pattern. For example, if you want the series 1, 2, 3, 4, 5..., type 1 and 2 in the first two cells.
Select the cells that contain the starting values, and then drag the fill handle (fill handle: The small black square in the lower-right corner of the selection. When you point to the fill handle, the pointer changes to a black cross.) across the range that you want to fill.
[Tip]  To fill in increasing order, drag down or to the right. To fill in decreasing order, drag up or to the left.
[Tip]   To enter data on a new line in a cell, enter a line break by pressing ALT+ENTER.
To enter a series of data, such as days, months, or progressive numbers, type the starting value in a cell, and then in the next cell type a value to establish a pattern. For example, if you want the series 1, 2, 3, 4, 5..., type 1 and 2 in the first two cells.
Select the cells that contain the starting values, and then drag the fill handle (fill handle: The small black square in the lower-right corner of the selection. When you point to the fill handle, the pointer changes to a black cross.) across the range that you want to fill.
[Tip]  To fill in increasing order, drag down or to the right. To fill in decreasing order, drag up or to the left.

7. Adjust Settings
To wrap text in a cell, select the cells that you want to format, and then on the Home tab, in the Alignment group, click Wrap Text.
To adjust column width and row height to automatically fit the contents of a cell, select the columns or rows that you want to change, and then on the Home tab, in the Cells group, click Format.
Under Cell Size, click AutoFit Column Width or AutoFit Row Height.
[Tip]  To quickly autofit all columns or rows in the worksheet, click the Select All button, and then double-click any boundary between two column or row headings.
To wrap text in a cell, select the cells that you want to format, and then on the Home tab, in the Alignment group, click Wrap Text.
To adjust column width and row height to automatically fit the contents of a cell, select the columns or rows that you want to change, and then on the Home tab, in the Cells group, click Format.
Under Cell Size, click AutoFit Column Width or AutoFit Row Height.
[Tip]  To quickly autofit all columns or rows in the worksheet, click the Select All button, and then double-click any boundary between two column or row headings.

8. Rename/Create Worksheets
Double click the name of the first worksheet. Then you can rename the worksheet. If you double-click the blue area, you can add another worksheet. If you place your mouse over the tab of the WS1 and click the right-button, you can copy the first worksheet. In this way, you don’t have to repeat the same process again.
Double click the name of the first worksheet. Then you can rename the worksheet. If you double-click the blue area, you can add another worksheet. If you place your mouse over the tab of the WS1 and click the right-button, you can copy the first worksheet. In this way, you don’t have to repeat the same process again.

9. Creating an Income Sales Statement
Mini Project 1
Creating an Income Sales Statement
Double click the name of the first worksheet. Then you can rename the worksheet. If you double-click the blue area, you can add another worksheet. If you place your mouse over the tab of the WS1 and click the right-button, you can copy the first worksheet. In this way, you don’t have to repeat the same process again.

10. Entering Data and Adjusting the format1
Open the file “ex1_Income_Sales_Statement.xls” in the “Samples” folder.
Select a range [B2:M2]
On the Home tab, in the alignment group, click the shortcut button.

11. Entering Data and Adjusting the format1
How to merge cells and to change an alignment by right-clicking the Format Cells shortcut.

12. Entering Data and Adjusting the format1
Select the following cells and merge into a cell respectively.
[B3:B4], [C3:C4], [D3:D4], [E3:E4], [F3:F4], [G3:G4], [H3:I3], [J3:K3], [L3:M3]

13. Entering Data and Adjusting the format1
Double-click the cell E3
Place the cursor after the word “supplier” and create a new line within the cell by pressing the Alt and Enter keys together.
Then, input the word “Producer” and press the “Enter” key.

14. 2 Selecting Cells     Select the range [B4:G4]
When you choose the range, you can click the first cell H3 and drag your mouse to M4 and take off your mouse button.
Or, while pressing Shift button, you can click the first cell H4 and the last cell M4. In this way, you can choose the whole range from H4 through M4.
Select the range [B4:G4]
Click the shortcut button for the center alignment.
Select the range [H3: M3]

15. Change formats of a range3
Choose the range from [B2:M4]
Place your mouse over the range then click the right button to see the shortcut menu.
Then, choose “Format Cells”.

16. Adjusting a Table Format4    
Choose the Border tab in the Format Cells.
Select the thickest border line in the Style and click the Outline in the Presets
Select the thinnest border line in the Style and click the Inside in the Presets

17. Adjusting a Table Format4   
For changing the styles of the line, then you need to choose the style first before you select the specific border lines in a cell.
Choose [B5:M6] and choose the Format Cells again.
Choose the thickest line in the Style.
Click the Outline and Inside in the Preset.

18. Adjusting a Table Format4
Choose the range [H5:M6]
Click the short cut button to display the value of the cell with a thousands separator; 1000→1,000

19. Adjusting a Table Format4
By clicking the row headers 5 and 6, choose the entire rows 5 and 6.
Place your mouse within the selected range and click the right button to see the shortcut menu list.
Choose Row Height and put “25” for the height.

20. Adjusting a Table Format4
Drag down the Filler Controller point up to the row 34.
Then you can copy the whole features

21. Copying a range 5
Check up you have the above result.

22. 6 Merging Cells   Write “Total” in the B35 and merge [B35:I35]
Double-click the cell B35 and write “Total” in the B35.
Write “Total” in the B35 and merge [B35:I35]
Change the row height into 35 by clicking the row header.

23. Choosing a whole worksheet7
Click the “Select-All-Button” at the top-left on the worksheet.
Choose the Book Antiqua on the Font group on the Home tab.
Then you can apply the font style onto the entire worksheet.

24. How to apply a thousand separator8
Choose the range [J35:M35]
Select Format Cells and the thickest style border line .
Click the Outside and Inside.
Click the Comma Style to use the thousand separator.

25. How to use a formula 9
Regarding using a formula, you need to make sure ‘=‘ before the cell names. Otherwise, the data you entered would be recognized as text, not a formula.
Create data to B5, through J5 as shown on the above screen shot.
Enter without the thousand separator so that you can check the comma style actually works.
Input the formula ‘=H5*I5’ into the cell, J5 [[Make sure that you enter ‘=‘ before the target cell.
Input the formula ‘=J5*10%’ into the cell, K5

26. 10 Data Validation Select the range [G5:G34]
On the Data tab, click Data Validation.
On the Settings tab:
In the Allow list, click List, and in the Source box, enter ‘Sales, Purchase’

27. Adjusting a column width11
When you move your mouse to the column divider between G and H and the mouse became divider controller, Double-click the divider
By this way, you can make sure that the column width can be adjust based on the length of data in the column.

28. How to use an alarming message12
Yes, you are right. Instead of choosing the presented options, users can also enter text into the G6. But if the data is not valid, the alert message will be popped up. In this way, you can make sure the entered data is valid.
By using the data validation, you can show the alert to users when they input invalid data.

29. Editing the Alert 13
You can also change the alert message. Go to the Data Validation again, and click the Error Alert tab then enter the message to the Title and Error message box.

30. Using IF statement 14
Explanation for the if statement.
If the data in G5 is purchase, input the value by multiplying the H5 and I5, otherwise input the zero into the J5.
So, Please change the value of the G5 to Sales so that you can see the value of the J5 became -, meaning zero.
Make sure that you do not start the formula with ‘
Make sure that you use the double quotation mark for if statement.
Enter the formula ‘IF(G5=“purchase”, H5*I5, 0)’ into the cell J5.

31. Using IF statement 14
Change the value of the G5 and see what is happening in J5

32. Using IF statement 14
Enter the formula ‘IF(G5=“Sales”, H5*I5, 0)’ into the cell L5.
Enter the tax formula ‘L5*10%’ into the cell M5.

33. Using IF statement 14
Choose “Sales” instead of “Purchase” to check the change of the value in L5.

34. 15 Using the Auto Filler Choose the range [J5:M5] down to M34
Drag down the cell auto filler.

35. 15 Using the Auto Filler Click the Auto Filler options
Choose “Fill Without Formatting”

36. 16 How to use the Autosum Choose the range [J35:M35]
Click the AutoSum Tool.

37. How to use the Autosum 16
Enter more data as shown in the above table.

38. Applying the Conditional Formatting17
While pressing the Shift Key on your left bottom of your keyboard, click J5 and M34 after scrolling down the screen.

39. Applying the Conditional Formatting17
How to change the format of cells under specific condition
Click the Conditional Formatting, then Equal to.
Enter the ‘0’ and choose Custom Format

40. Applying the Conditional Formatting17
By choosing the white color for value 0 of the chosen cells, you can hide the – symbol when the cell value is equal to 0.

41. 18 Setting Print Area Choose the range [B2:M35]
Click the Page Layout on the Menu and choose Set Print Area in the Print Area of the Ribbon.

42. Adjusting Margins for Printing19
Choose the File menu, then Print, then Last Custom Margins Setting
Choose File/Print/Last Custom Margins Setting
Change both default values of Left and Right with 0.5
Mark up the Horizontally and Vertically for placing the table at the center of a paper.

43. 20 Screen View Choose the View menu.
Current Setting
By choosing the Page Layout, you can see the margins instead of seeing the worksheet.
Choose the View menu.
Check up the current setting on Workbook Views group

44. Adjusting Views 21
Current Setting
By dragging the divider of the left margins, you can change the width of the left margin instead of using the File/Print/Last Custom Margins Setting

45. 22 Lock a certain range Click the Select All Button.
Right-click to expand the shortcut
Choose Format Cells
Uncheck Locked
Before applying protection feature over specific cells, you need to unlock the whole worksheet.

46. 22 Lock a certain range Choose the range [J5:M35]
Right-click and choose Format Cells
Choose Protection and mark up the Locked

47. Apply Password for unlocking23
Choose the Review menu
Click the Protection Sheet on the Changes group
Create the password to protect the range.
Uncheck “Select Locked cells” and choose only “Select unlocked cells” → In this way, you can allow users to change only the unlocked cells.
Reenter the password

48. Apply Password for unlocking23
Let trainee to find out the change in the Ribbon menu in the Changes group.
Try to click any cell among the range [J5:M35]
Any change in the Ribbon?

49. Creating a Chart for Sales Status
Mini Project 2
Creating a Chart for Sales Status

50. Use a formula to consolidate data1
Open the file Sales_Charts.xls, and choose the worksheet ‘Totals’

51. Use a formula to consolidate data1
Instead entering the ‘=sum(California Branch:New York Branch!C5)’ in C5, you can enter “=sum(“, then click the first worksheet, which is the California Branch, then click C5, then click the c5 at the worksheet, New York Branch while pressing “Shift” Key. In this way, you can choose the C5 of the first worksheet and the same one of the last worksheet.
Then enter ‘)’ and press “enter” key.
Type the formula, ‘=SUM(CaliforniaBranch:NewYorkBranch!C5)’ in C5 of the worksheet ‘Total’
Drag down the handler of C5 to C10, then to G10.

52. Creating an active data range: Indirect function2
Use INDIRECT when you want to change the reference to a cell within a formula without changing the formula itself.
Choose the range [B4:G10] of the worksheet, CaliforniaBranch.
Define the name ‘CaliforniaBranch’of the range by clicking the Formula tab, then choosing Define Name: ‘SeattleBranch’, ‘WashingtonBranch’, and ‘NewYorkBranch’.

53. Creating an active data range: Indirect function2
Go to the Charts worksheet.
Choose the C12, then create the list by selecting the ‘list’ on Data Validation of Data tab.
Enter “CaliforniaBranch,SeattleBranch,WashingtonBranch,NewYorkBranch” in Source option on Data Validation.

54. Creating an active data range: Indirect function2

55. Creating an active data range: Indirect function2
Make sure that you click the worksheet, Charts.
Set the range [C5:G10] as ‘=indirect($c$12)’, then click Ctrl + Enter key (ctrl and Enter key together)
Choose each different branch on the list to check whether the different data appear on the table.

56. Creating a chart based on the dynamic data range3
Set the range [B4:G10] and choose Insert tab, then 2-d Column chart.
Adjust the size of the chart by moving the controller on the each side of the chart.

57. Creating a chart based on the dynamic data range3
Check whether the chart is changing by selecting different branch on C12.

58. Change the chart style 4
Choose the “Change Chart Type” to change the style of the chart.

59. Change the font style of the chart5

60. Change the font style of the chart5

61. Present a table in PowerPoint slides6
Sales Status (Total)
Products
1st Quarter
2nd Quarter
3rd Quarter
4th Quarter
Total
Workstation
308,034
327,323
269,555
344,287
1,249,199
PCs
214,633
218,316
320,841
296,879
1,050,669
Mobiles
166,725
136,505
184,536
170,317
658,083
Monitor
248,841
270,571
301,546
272,934
1,093,892
Bags
19,356
35,497
27,976
39,235
122,064
Accessories
20,930
9,473
8,114
8,128
46,645

62. Edit data in PowerPoint & Adjust the style7

63. Activate “Switch Row Column”8

64. Activate “Switch Row Column”8
Without changing the data table, you can see the graph based on quarters

65. Change the chart type 9

66. Show a different range : [Select data]10

67. Basic Computer Skills – Excel
Thank You!
Basic Computer Skills – Excel