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Basic Computer Skills – Excel
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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 Create a powerpoint presentation using Excel data Objectives
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Basic Practice Menu/Ribbons/Tabs/Shortcuts How to input data in cells How to change features of cells Using formula and function Mini Project 1: Creating an Income sales Statement Includes 16 practices Mini Project 2: Creating a chart for dynamic ranges Includes 5 practices Mini Project 3: Creating a presentation using Excel data Includes 11 practices Appendix : Excel Keyboard Shortcuts Index
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Basic Practice Excel
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Introducing – Menu / Ribbons / Tabs / Shortcuts
File tab/Backstage Quick Access toolbar Title Bar Group (Styles Group) Tab (Home Tab) Dialog Box Launcher
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How to insert data in a cell
Formula bar You can copy cell to multiple cells by dragging ‘Filler controller' Filler Controller 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 insert data on a new line in a cell, enter a line break by pressing ALT+ENTER. To insert 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 filler controller 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.
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Adjusting a cell 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.
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Renaming/Creating 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.
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Using formula/function
Formula/function should be begin with equal sign ‘ = ’ Function are used to simplify and shorten formulas.
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Using function 1 Insert function 3 Set function arguments 2 Search for a function Help Excel provides more than 200 functions in the field of ‘Financial, Logical, Text, ….’ Help(F1) provides you how to use function with examples and video
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Project Scenario Here’s a awesome career woman who is manager of computer company. Today, She needs to draw up a document about ‘sales/purchase records of 2016’ and prepare a presentation of sales status. Project 1 Creating Income Sales Statement Creating the Income sales statement table Editing the table Applying the formula Printing the document Project 2 Analyzing Sales Status Creating sales status table Creating a chart for dynamic range Let’s say … Project 3 Creating presentation Using Excel data in Powerpoint Editing the presentation
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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.
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Project Scenario Here’s a awesome career woman who is manager of computer company. Today, She needs to draw up a ‘sales/purchase ledger’ of 2016 and prepare a presentation of sales status. Project 1 Creating Sales statement Creating the Sales statement table Editing the table Applying the formula Printing the document Project 2 Analyzing Sales Status Creating sales status table Creating sales status chart 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. Project 3 Creating Sale status report Using Excel data in Powerpoint Preparing presentation
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Creating table title -Inserting Data and Adjusting the format
1 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.
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Creating table title -Inserting Data and Adjusting the format
1 You can also apply ‘merge¢er’ by right-mouse-button-click Then you can see the Format Cells shortcut. Change the font size bigger
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Creating column title -Editing text format
2 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]
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Creating column title -Editing text format
2 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.
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Creating column title - Setting center alignment
2 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 [H4: M4]
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Change formats of a range
3 Choose the range [B2:M4] Place your mouse over the range then click the right-mouse-button to see the shortcut menu. Then, choose “Format Cells”.
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Creating a table - Setting the table outline/inline
4 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 1 2 3 4
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Creating a table - Setting the table outline/inline
4 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.
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Creating a table - Applying thousand separator
4 Choose the range [H5:M6] Click the short cut button to display the value of the cell with a thousands separator; 1000→1,000
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Creating a table - Changing row height
4 Row Header 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.
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Creating a table - Using filler controller
4 Filler Controller Drag down the Filler Controller point up to the row 34. Then you can copy the whole features
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Copying a range - Using filler controller
5 Check up you have the above result.
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Adding and editing ‘Total’ row - Merging Cells
6 Double-click the cell B35 and write “Total” in the B35. Write “Total” in the B35 and merge [B35:I35]
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Adding and editing ‘Total’ row - Setting border line and comma style
6 Choose the range [B35:M35] Select Format Cells and the thickest style border line Click the Outside and Inside Choose [J35:M35], Click the Comma Style to use the thousand separator
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Changing font style of whole worksheet
7 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.
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Setting the ‘Total purchase’ price and tax - How to use a formula
8 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. Type without the thousand separator so that you can check the comma style actually works. Type the formula ‘=H5*I5’ in the cell, J5 Make sure that you enter ‘=‘ before the target cell. Type the formula ‘=J5*10%’ in the cell, K5
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Setting the transaction type - Using ‘Data Validation’
9 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
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Setting the transaction type - Adjusting a column width
9 When you move your mouse to the column divider between G and H and the mouse changes into divider controller, then Double-click the divider By this way, you can make sure that the column width can be adjusted according to the data length.
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Setting the transaction type - How to use an alarming message
9 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.
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Setting the transaction type - Editing the Alert
9 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.
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Setting the ‘Total Purchase’ formula - Using IF statement
10 This formula means.. If transaction type is “purchase”, then multiply ‘Amount’ and ‘Unit price’, if not, fill with 0. 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 use the double quotation mark for if statement. =IF(logical_test,[value_if_true],[value_if_false]) Enter the formula =IF(G5=“purchase”, H5*I5, 0) into the cell J5.
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Setting the ‘Total Purchase’ formula - Using IF statement
10 Change the value of the G5 and see what is happening in J5
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Setting the ‘Total Sales’ formula - Using IF statement
11 Enter the formula ‘IF(G5=“Sales”, H5*I5, 0)’ into the cell L5. Enter the tax formula ‘L5*10%’ into the cell M5.
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Setting the ‘Total Sales’ formula - Using IF statement
11 Choose “Sales” instead of “Purchase” to check the change of the value in L5.
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Copying the formula to the rest - Using the Auto Filler
12 Auto filler Choose the range [J5:M5], then drag down the auto filler to M34
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Copying the formula to the rest - Using the Auto Filler
12 Click the Auto Filler options Choose “Fill Without Formatting”
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Applying the Sum of each column - How to use the Autosum
13 Choose the range [J35:M35] Click the AutoSum Tool, then You can get sum of each column automatically
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Applying the Sum of each column - How to use the Autosum
13 Enter more data as shown in the above table.
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Applying the Conditional Formatting
14 While pressing the Shift Key on your left bottom of your keyboard, click J5 and M34 after scrolling down the screen.
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Applying the Conditional Formatting
14 How to change the format of cells under specific condition Click the Conditional Formatting, then Equal to. Enter the ‘0’ and choose Custom Format
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Applying the Conditional Formatting
14 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.
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Printing the document - Setting Print Area
15 Choose the range [B2:M35] Click the Page Layout on the Menu and choose Set Print Area in the Print Area of the Ribbon.
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Printing the document - Adjusting Margins for Printing
15 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.
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Printing the document - Screen View
15 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
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Printing the document - Adjusting Views
15 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
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Protecting a document - Locking a certain range
16 Select All Button 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.
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Protecting a document - Locking a certain range
16 Choose the range [J5:M35] Right-click and choose Format Cells Choose Protection and mark up the Locked
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Protecting a document - Applying Password for unlocking
16 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
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Protecting a document - Applying Password for unlocking
16 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?
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Creating a Chart for Sales Status
Mini Project 2 Creating a Chart for Sales Status
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Project Scenario Here’s a awesome career woman who is manager of computer company. Today, She needs to draw up a ‘sales/purchase ledger’ of 2016 and prepare a presentation of sales status. Project 1 Creating Sales statement Creating the Sales statement table Editing the table Applying the formula Printing the ledger Project 2 Analyzing Sales Status Creating sales status table Creating a chart for dynamic range 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. Project 3 Creating Sale status report Using Excel data in Powerpoint Preparing presentation
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Summing up each branch’s records - Using a function ‘=SUM( )’
1 Open the file Sales_Charts.xls, and choose the worksheet ‘Totals’
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Summing up each branch’s records - Using a function ‘=SUM( )’
1 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.
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Creating an active data range - How to use ‘Define name’
2 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 CaliforniaBranch. Select “Formula tap -> Define Name”. Then type ‘CaliforniaBranch’ in “Name” field Apply same function to ‘SeattleBranch’, ‘WashingtonBranch’, and ‘NewYorkBranch’.
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Creating an active data range - How to use ‘Data validation’
2 Go to the Charts worksheet. Choose the C12, then create the list by selecting the ‘list’ on Data Validation of Data tab. Type “CaliforniaBranch,SeattleBranch,WashingtonBranch,NewYorkBranch” in Source option on Data Validation.
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Creating an active data range - How to use ‘Data validation’
2 Check the drop-down list
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Creating an active data range - How to use ‘Indirect’ function
2 Make sure that you click the worksheet, Charts. Input ‘=indirect($c$12)’ in Cell C5, and copy C5 to the other cells Choose each different branch on the list to check whether the different data appear on the table. * ($c$12) is ‘Absolute reference’. Dollar signs($) are used to hold cell reference constant
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Creating a chart based on the dynamic data range
3 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.
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Creating a chart based on the dynamic data range
3 Check whether the chart is changing by selecting different branch on C12.
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Change the chart style 4 Choose the “Change Chart Type” to change the style of the chart.
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Change the font style of the chart
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Change the font style of the chart
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Creating a presentation using Excel data
Mini Project 3 Creating a presentation using Excel data
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Project Scenario Here’s a awesome career woman who is manager of computer company. Today, She needs to draw up a ‘sales/purchase ledger’ of 2016 and prepare a presentation of sales status. Project 1 Creating Sales statement Creating the Sales statement table Editing the table Applying the formula Printing the ledger Project 2 Analyzing Sales Status Creating sales status table Creating sales status chart 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. Project 3 Creating presentation Using Excel data in Powerpoint Editing the presentation
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Opening Excel & Powerpoint
1 Powerpoint Excel Open Powerpoint to create presentation Open the file ex2_Sales_Chart(Completed).xls
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2 Copying Excel table Choose the worksheet ‘WashingtonBranch’
Choose the range [B4:G10], then Click right mouse button and choose ‘copy’ or Press [CTRL+C] to copy
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Table Pasting Options in Powerpoint (1/4)
3 Switch to Powerpoint, then Paste the Excel table by mouse-right-button-click, then you can see ‘paste options’ menu
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Table Pasting Options in Powerpoint (2/4)
3 Sales Status (Washington Branch) Products 1st Quarter 2nd Quarter 3rd Quarter 4th Quarter Total Workstation 83,726 78,272 57,982 74,821 294,801 Pcs 93,827 78,392 87,362 84,721 344,302 Mobiles 35,241 22,921 34,295 23,986 116,443 Monitor 78,473 87,437 97,631 67,263 330,804 Bags 2,431 3,452 2,543 2,837 11,263 Accessories 3,524 3,423 4,131 2,541 13,619 Paste options Use Destination Style The table adopts the style of the PowerPoint presentation’s theme to provide a coherent look. Paste option Keep Source Formatting The table is pasted with the formatting present in the Excel spreadsheet. You can choose one of 5 Paste options [Use Destination, Keep Source formatting, Embedded, Picture, Text only]
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Table Pasting Options in Powerpoint (3/4)
Paste options Picture An image of the table is inserted. The table’s contents are not editable. Paste options Text only This option strips out the table and any formatting and pastes only the text. Switch to Powerpoint, then Paste the Excel table [CTRL+V] You can choose one of 5 Paste options [Use Destination, Keep Source formatting, Embedded, Picture, Text only]
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Table Pasting Options in Powerpoint (4/4)
3 Paste options Embed Excel table functions are available and also the Excel Table Tools contextual tab is displayed, too. Updating the table data doesn’t update the original Excel worksheet, only the data in PowerPoint. Doubleclick the table AutoSum Excel tools are displayed Paste as Embed, then you can use Excel functions. Use AutoSum function to sum quarterly
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Copy Excel Chart 4 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. Go to ‘charts’ worksheet then choose “WashingtonBranch” Select chart, click right mouse button, and choose copy [or CTRL+C] The chart goes to clipboard, so you can check clipboard
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Chart Pasting options in Powerpoint (1/3)
5 Switch to Powerpoint, then paste the Excel chart [CTRL+V] You can choose one of 5 paste options
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Chart Pasting options in Powerpoint (2/3)
5 Default Format is different Use Destination Theme & Embed Workbook Keep Source Formatting & Embed Workbook Use Powerpoint theme. You can change the chart format Keep Excel format. You can change the chart format Switch to Powerpoint, then paste the Excel chart [CTRL+V] You can choose one of 5 paste options
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Chart Paste options in Powerpoint (3/3)
5 Default Format is different Data is changed if Excel data changes Use Destination Theme & Link Data Keep Source Formatting & Link Data Use Powerpoint Theme. When Excel data changes Powerpoint chart also changes. Use Excel format. When Excel data changes Powerpoint chart also changes. Switch to Powerpoint, then paste the Excel chart [CTRL+V] You can choose 5 paste options
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Creating a ‘Sale Status Report’ presentation
6 Open the ‘dreamcom.pptx’ Powerpoint file Create a ‘Phnom Penh Branch’ page
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Copying the ‘Sales status table’
7 embed Copy&Paste ‘Washington Branch table in Excel’ into ‘Phnom Penh page’ Paste option is ‘embed’ and resize the table to fit in the left box Double click the table and rename ‘Washington Branch’ into ‘Phnom Penh Branch’
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Editing Excel table in Powerpoint
8 1 Change the table name 2 Apply ‘AutoSum’ function Double click the table then you can use Excel function Change the table name into ‘Phnom pehn Branch’ Apply ‘AutoSum’ function on each quarter column 1 2
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Editing Excel table in Powerpoint
8 2 1 Set the table border, outline and inline Edit the table size to fit in left box 1 2
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Copying ‘Sales status chart’
9 Keep Source Formatting & Embed Workbook Copy&Paste ‘Washington Branch sales status Chart’ in ‘chart worksheet’ Choose ‘Keep Source Formatting & Embed Workbook’ and resize the chart
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Editing Excel chart in Powerpoint
10 2 Edit the chart format Move the legend to bottom 1 Move the legend to bottom to fit the chart inside box Edit the chart format 1 2
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Adding the Governing Message (1/2)
11 Governing message Add more explanation Add Governing message which is key message of this presentation Add some explanation to make the governing message clear
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Adding the Governing Message (2/2)
11 Governing message Add more explanation Add Governing message which is key message of this presentation Add some explanation to make the governing message clear
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Appendix EXCEL Shortcut Key
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Excel ─ Keyboard Shortcuts
Ctrl + C : copy Ctrl + V : paste Ctrl + A : Selects all contents of the worksheet. Ctrl + B : Bold highlighted selection. Ctrl + I : Italicizes the highlighted selection. Ctrl + K : Inserts link. Ctrl + U : Underlines the highlighted selection. Ctrl + 1 : Changes the format of selected cells. Ctrl + 5 : Strikethrough the highlighted selection. Ctrl + P : Brings up the print dialog box to begin printing. Ctrl + Z : Undo last action. Ctrl + F3 : Opens Excel Name Manager. Ctrl + F9: Minimizes the current window. Ctrl + F10 : Maximizes the currently selected window. Ctrl + F6 : Switches between open workbooks or windows. Ctrl + Page up : Moves between Excel work sheets in the same Excel document. Ctrl + Page down : Moves between Excel work sheets in the same Excel document. Ctrl + Tab : Moves between Two or more open Excel files. Alt + = : Creates a formula to sum all of the above cells Ctrl + ' : Inserts the value of the above cell into cell currently selected.
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Excel ─ Keyboard Shortcuts
Ctrl + Shift + ! : Formats the number in comma format. Ctrl + Shift + $ : Formats the number in currency format. Ctrl + Shift + # : Formats the number in date format. Ctrl + Shift + % : Formats the number in percentage format. Ctrl + Shift + ^ : Formats the number in scientific format. Ctrl + Shift : Formats the number in time format. Ctrl + Arrow key : Moves to the next section of text. Ctrl + Space : Selects the entire column. Shift + Space : Selects the entire row. Ctrl + - : Deletes the selected column or row. Ctrl + Shift + = : Inserts a new column or row. Ctrl + Home : Moves to cell A1. Ctrl + ~ : Switches between showing Excel formulas or their values in cells. Ctrl + Shift + ; : Enters the current time. Ctrl + ; : Enters the current date. Alt + Shift + F1 : Inserts New Worksheet. Alt + Enter : While typing text in a cell pressing Alt + Enter will move to the next line allowing for multiple lines of text in one cell. Shift + F3 : Opens the Excel formula window. Shift + F5 : Brings up the search box.
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Basic Computer Skills – Excel
Thank You! Basic Computer Skills – Excel
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