EXCEL tutorial complete with practical examples
S.No | Topic | Page |
Excel Tutorial 1 | ||
GETTING STARTED WITH EXCEL | ||
01 | Introducing Excel | 07 |
02 | Exploring Excel | 08 |
03 | Navigating a Worksheet | 09 |
04 | Planning a Workbook | 09 |
05 | Entering Text, Numbers, and Dates in Cells | 10 |
06 | Entering Multiple Lines of Text within a Cell | 10 |
07 | Changing Column Width and Row Height | 10 |
08 | Inserting a Column or Row | 10 |
09 | Deleting and Clearing a Row or Column | 11 |
10 | Working with Cells and Cell Ranges | 11 |
11 | Selecting Cell Ranges | 11 |
12 | Moving or Copying a Cell or Range | 12 |
13 | Inserting and Deleting a Cell Range | 13 |
14 | Entering a Formula | 13 |
15 | Copying and Pasting Formulas | 14 |
16 | Introducing Functions | 15 |
17 | Entering a Function | 15 |
18 | Entering Functions with AutoSum | 15 |
19 | Inserting and Deleting a Worksheet | 16 |
20 | Renaming a Worksheet | 16 |
21 | Moving and Copying a Worksheet | 16 |
22 | Editing Your Work | 16 |
23 | Using Find and Replace | 17 |
24 | Using the Spelling Checker | 17 |
25 | Changing Worksheet Views | 17 |
26 | Working with Portrait and Landscape Orientation | 18 |
27 | Printing the Workbook | 18 |
28 | Viewing and Printing Worksheet Formulas | 18 |
Excel Tutorial 2 | ||
FORMATTING A WORKBOOK | ||
29 | Formatting Workbooks | 20 |
30 | Formatting Text | 20 |
31 | Working with Color | 21 |
32 | Formatting Text Selections | 21 |
33 | Setting a Background Image | 21 |
34 | Formatting Data | 21 |
35 | Formatting Dates and Times | 22 |
36 | Aligning Cell Content | 22 |
37 | Indenting Cell Content | 23 |
38 | Merging Cellst | 23 |
39 | Rotating Cell Content | 23 |
S.No | Topic | Page |
40 | Adding Cell Borders | 24 |
41 | Working with the Format Cells Dialog Box | 24 |
42 | Copying Formats with the Format Painter | 25 |
43 | Copying Formats with the Paste Options Button | 25 |
44 | Copying Formats with Paste Special | 25 |
45 | Applying Styles | 26 |
46 | Working with Themes | 26 |
47 | Applying a Table Style to an Existing Table | 26 |
48 | Selecting Table Style Options | 27 |
49 | Introducing Conditional Formats | 27 |
50 | Adding Data Bars | 28 |
51 | Hiding Worksheet Data | 28 |
52 | Changing the Page Orientation to Landscape | 28 |
53 | Defining the Print Area | 28 |
54 | Inserting Page Breaks | 28 |
55 | Setting and Removing Page Breaks | 28 |
56 | Adding Print Titles | 29 |
57 | Adding Headers and Footers | 30 |
Excel Tutorial 3 | ||
WORKING WITH FORMULAS AND FUNCTIONS | ||
58 | Using Relative References | 31 |
59 | Using Absolute References | 31 |
60 | Using Mixed References | 32 |
61 | Entering Relative, Absolute, and Mixed References | 32 |
62 | Understanding Function Syntax | 32 |
63 | Inserting a Function | 33 |
64 | Typing a Function | 34 |
65 | Working with AutoFill | 35 |
66 | Using the AutoFill Options Button | 35 |
67 | Filling a Series | 35 |
68 | Creating a Series with AutoFill | 36 |
69 | Working with Logical Functions | 36 |
70 | Working with Date Functions | 37 |
71 | Working with Financial Functions | 37 |
72 | Using the PMT Function to Determine a Monthly Loan Payment | 38 |
Excel Tutorial 4 | ||
WORKING WITH CHARTS AND GRAPHICS | ||
73 | Creating Charts | 39 |
74 | Selecting a Data Source | 40 |
75 | Selecting a Chart Type | 40 |
76 | Moving and Resizing Charts | 41 |
77 | Selecting Chart Elements | 41 |
78 | Choosing a Chart Style and Layout | 42 |
79 | Working with the Chart Title and Legend | 42 |
80 | Formatting a Pie Chart | 43 |
81 | Setting the Pie Slice Colors | 43 |
82 | Working with 3D Options | 44 |
83 | Creating a Column Chart | 44 |
84 | Formatting Column Chart Elements | 45 |
85 | Formatting the Chart Axes | 45 |
86 | Formatting Chart Columns | 46 |
87 | Creating a Line Chart | 46 |
88 | Formatting Date Labels | 47 |
89 | Setting Label Units | 48 |
90 | Overlaying a Legend | 48 |
91 | Adding a Data Series to an Existing Chart | 48 |
92 | Creating a Combination Chart | 49 |
93 | Inserting a Shape | 50 |
94 | Aligning and Grouping Shapes | 50 |
Excel Tutorial 1
Getting Started with Excel Objectives
• Understand the use of spreadsheets and Excel
• Learn the parts of the Excel window
• Scroll through a worksheet and navigate between worksheets
• Create and save a workbook file
• Enter text, numbers, and dates into a worksheet
• Resize, insert, and remove columns and rows
• Select and move cell ranges
• Insert formulas and functions
• Insert, delete, move, and rename worksheets
• Work with editing tools
• Preview and print a workbook
Introducing Excel
• Microsoft Office Excel 2007 (or Excel) is a computer program used to enter, analyze, and present quantitative data
• A spreadsheet is a collection of text and numbers laid out in a rectangular grid.
Often used in business for budgeting, inventory management, and decision making
• What-if analysis lets you change one or more values in a spreadsheet and then assess the effect those changes have on the calculated values
Introducing Excel
Exploring Excel
Exploring Excel
Description of the Excel window elements | |
Feature | Description |
Office Button | A button that provides access to work book-level features and program settings |
Quick Access Toolbar | A collection of buttons that provide one-click access to commonly used commands, such as Save, Undo and Repeat |
Title bar | A bar that displays the name of the active workbook and the Excel program name |
Ribbon | The main set of commands organized by task into tabs and groups |
Column headings | The letters that appear along the top of the worksheet window to identify the different columns in the worksheet |
Workbook window | A window that displays an Excel workbook |
Vertical scroll bar | A scroll bar used to scroll vertically through the workbook window |
Horizontal scroll bar | A scroll bar used to scroll horizontally through the workbook window |
Zoom controls | Controls for magnifying and shrinking the content displayed in the active workbook window |
View shortcuts | Buttons used to change how the worksheet content is displayed – Normal, Page Layout, or Page Brea Preview view |
Sheet tabs | Tabs that display the names of the worksheets in the workbook |
Sheet tab scrolling buttons | Buttons to scroll the list of sheet tabs in the workbook |
Row headings | The numbers that appear along the left of the worksheet window to identify the different rows in the worksheet |
Select All button | A button used to select all of the cells in the active worksheet |
Active Cell | The cell currently selected in the active worksheet |
Name box | A box that displays the cell reference of the active cell |
Formula bar | A bar that displays the value or formula entered in the active cell |
Navigating a Worksheet
• Excel provides several ways to navigate a worksheet
Excel navigation keys | |
Press | To move the active cell |
?,?,?,? | Up, down, left or right one cell |
Home | To column A of the current row |
Ctrl+Home | To cell A1 |
Ctrl+End | To the last cell in the worksheet that contains data |
Enter | Down on row or to the start of the next row of data |
Shift+Enter | Up one row |
Tab | One column to the right |
Shift+Tab | One column to the left |
Page Up, Page Down | Up or down the screen |
Ctrl+Page Up, Ctrl+Page Down | To the previous or next sheet in the workbook |
Planning a Workbook
• Before you begin to enter data into a workbook, you should develop a plan
Planning analysis sheet
Planning Analysis Sheet
Planning Analysis Sheet Auther : Amanda Dunn Date : 01/02/2010 What problems do I want to solve? • I need to have contact information for each RipCity Digital customer. • I need to track how many DVDs I create for my customers. • I need to record how much I charge my customers for my service. • I need to determine how much revenue RipCity Digital is generating. What data do I need? • Each customer’s name and contact information • The date each customer order was placed • The number of DVDs created for each customer • The cost of creating each DVD What calculations do I need to enter? • The total change for each order • The total number of DVDs I create for all orders • The total revenue generated from all orders What from should may solutions take? • The customer orders should be placed in a grid with each now containing data on a different on a different customer • Information about each customer should be placed in separate columns. • The last column should contain the total charge for each customer. • The last now should contain the total number of DVDs created and the total revenue from all customer orders. |
Entering Text, Numbers, and Dates in Cells
• The formula bar displays the content of the active cell
• Text data is a combination of letters, numbers, and some symbols
• Number data is any numerical value that can be used in a mathematical calculation • Date and time data are commonly recognized formats for date and time values
Entering Multiple Lines of Text within a Cell
• Click the cell in which you want to enter the text
• Type the first line of text
• For each additional line of text, press the Alt+Enter keys (that is, hold down the Alt key as you press the Enter key), and then type the text
Changing Column Width and Row Height
• A pixel is a single point on a computer monitor or printout
• The default column width is 8.38 standard-sized characters
• Row heights are expressed in points or pixels, where a point is 1?72 of an inch
• Autofitting eliminates any empty space by matching the column to the width of its longest cell entry or the row to the height of its tallest cell entry
Changing the Column Width and Row Height
• Drag the right border of the column heading left to decrease the column width or right to increase the column width
• Drag the bottom border of the row heading up to decrease the row height or down to increase the row height
Or
• Double-click the right border of a column heading or the bottom border of a row heading to AutoFit the column or row to the cell contents (or select one or more columns or rows, click the
Home tab on the Ribbon, click the Format button in the Cells group, and then click AutoFit
Column Width or AutoFit Row Height)
Or
• Select one or more columns or rows
• Click the Home tab on the Ribbon, click the Format button in the Cells group, and then click Column Width or Row Height
• Enter the column width or row height you want, and then click the OK button
Inserting a Column or Row
• Select the column(s) or row(s) where you want to insert the new column(s) or row(s); Excel will insert the same number of columns or rows as you select
• In the Cells group on the Home tab, click the Insert button (or right-click a column or row heading or selected column and row headings, and then click Insert on the shortcut menu)
Inserting a Column or Row
Deleting and Clearing a Row or Column
• Clearing data from a worksheet removes the data but leaves the blank cells
• Deleting data from the worksheet removes both the data and the cells
Working with Cells and Cell Ranges
• A group of cells is called a cell range or range
• An adjacent range is a single rectangular block of cells
• A nonadjacent range consists of two or more distinct adjacent ranges
• A range reference indicates the location and size of a cell range
Selecting Cell Ranges
To select an adjacent range:
• Click the cell in the upper-left corner of the adjacent range, drag the pointer to the cell in the lower-right corner of the adjacent range, and then release the mouse button or
• Click the cell in the upper-left corner of the adjacent range, press the Shift key as you click the cell in the lower-right corner of the adjacent range, and then release the Shift key To select a nonadjacent range of cells:
• Select a cell or an adjacent range, press the Ctrl key as you select each additional cell or adjacent range, and then release the Ctrl key To select all the cells in a worksheet:
• Click the Select All button located at the intersection of the row and column headings (or press the Ctrl+A keys)
Selecting Cell Ranges
Moving or Copying a Cell or Range
• Select the cell or range you want to move or copy
• Move the mouse pointer over the border of the selection until the pointer changes shape
• To move the range, click the border and drag the selection to a new location (or, to copy the range, hold down the Ctrl key and drag the selection to a new location) Or
• Select the cell or range you want to move or copy
• In the Clipboard group on the Home tab, click the Cut button or the Copy button (or right-click the selection, and then click Cut or Copy on the shortcut menu)
• Select the cell or upper-left cell of the range where you want to move or copy the content
• In the Clipboard group, click the Paste button (or right-click the selection, and then click Paste on the shortcut menu)
Moving or Copying a Cell or Range
Inserting and Deleting a Cell Range
Inserting or Deleting a Cell Range
• Select a range that matches the range you want to insert or delete
• In the Cells group on the Home tab, click the Insert button or the Delete button or
• Select the range that matches the range you want to insert or delete
• In the Cells group, click the Insert button arrow and then click the Insert Cells button or click the Delete button arrow and then click the Delete Cells command (or right-click the selected range, and then click Insert or Delete on the shortcut menu)
• Click the option button for the direction in which you want to shift the cells, columns, or rows
• Click the OK button
Entering a Formula
• A formula is an expression that returns a value
• A formula is written using operators that combine different values, returning a single value that is then displayed in the cell
The most commonly used operators are arithmetic operators
• The order of precedence is a set of predefined rules used to determine the sequence in which operators are applied in a calculation
Entering a Formula
Arithmetic operators | |||
Operation | Arithmetic Operator | Example | Description |
Addition | + | =10+A1 =B1+B2+B3 | Adds 10 to the value in cell A1 Adds the values in cells B1, B2 and B3 |
Subtraction | - | =C9+B2 =1-D2 | Subtracts the value in cell B2 from the value in cell C9 Subtracts the value in cell D2 from 1 |
Multiplication | * | =C9*B9 =E5*0.06 | Multiplies the values in cells C9 and B9 Multiplies the value in cell E5 by 0.06 |
Division | / | C9/B9 =D15/12 | Divides the value in cell C9 by the value in cell B9 Divides the value in cell D15 by 12 |
Exponentiation | ^ | =B5^3 =3^B5 | Raises the value of cell B5 to the third power Raises 3 to the value in cell B5 |
Entering a Formula
Order of precedence rules | ||
Formula (A1=50, B1=10, C1=5) | Order of Precedence Rule | Result |
=A1+B1*C1 | Multiplication before addition | 100 |
=(A1+B1)*C1 | Expression inside parentheses executed before expression outside | 300 |
=A1/B1-C1 | Division before subtraction | |
=A1/(B1=C1) | Expression inside parentheses executed before expression outside | 10 |
=A1/B1*C1 | Two operators at same precedence level, leftmost operator evaluated first | 25 |
=A1/(B1*C1) | Expression inside parentheses executed before expression outside | 1 |
Entering a Formula
• Click the cell in which you want the formula results to appear
• Type = and an expression that calculates a value using cell references and arithmetic operators Press the Enter key or press the Tab key to complete the formula
Entering a Formula
Copying and Pasting Formulas
• With formulas, however, Excel adjusts the formula’s cell references to reflect the new location of the formula in the worksheet
Introducing Functions
A function is a named operation that returns a value
• For example, to add the values in the range A1:A10, you could enter the following long formula: =A1+A2+A3+A4+A5+A6+A7+A8+A9+A10
Or, you could use the SUM function to accomplish the same thing:
=SUM(A1:A10)
Entering a Function
Entering Functions with AutoSum
• The AutoSum button quickly inserts Excel functions that summarize all the values in a column or row using a single statistic
Sum of the values in the column or row
Average value in the column or row
Total count of numeric values in the column or row
Minimum value in the column or row
Maximum value in the column or row
Entering Functions with AutoSum
Inserting and Deleting a Worksheet
To insert a new worksheet into the workbook, right-click a sheet tab, click Insert on the shortcut menu, select a sheet type, and then click the OK button
• You can delete a worksheet from a workbook in two ways:
You can right-click the sheet tab of the worksheet you want to delete, and then click Delete on the shortcut menu
You can also click the Delete button arrow in the Cells group on the Home tab, and then click
Delete Sheet
Renaming a Worksheet
• To rename a worksheet, you double-click the sheet tab to select the sheet name, type a new name for the sheet, and then press the Enter key
• Sheet names cannot exceed 31 characters in length, including blank spaces
• The width of the sheet tab adjusts to the length of the name you enter
Moving and Copying a Worksheet
• You can change the placement of the worksheets in a workbook
• To reposition a worksheet, you click and drag the sheet tab to a new location relative to other worksheets in the workbook
• To copy a worksheet, just press the Ctrl key as you drag and drop the sheet tab
Editing Your Work
• To edit the cell contents, you can work in editing mode
• You can enter editing mode in several ways: double-clicking the cell
selecting the cell and pressing the F2 key
selecting the cell and clicking anywhere within the formula bar
Editing Your Work
Using Find and Replace
You can use the Find command to locate numbers and text in the workbook and the Replace command to overwrite them
Using the Spelling Checker
• The spelling checker verifies the words in the active worksheet against the program’s dictionary
Changing Worksheet Views
• You can view a worksheet in three ways:
Normal view simply shows the contents of the worksheet
Page Layout view shows how the worksheet will appear on the page or pages sent to the printer
Page Break Preview displays the location of the different page breaks within the worksheet
Changing Worksheet Views
Changing Worksheet Views
Working with Portrait and Landscape Orientation
• In portrait orientation, the page is taller than it is wide
• In landscape orientation, the page is wider than it is tall
• By default, Excel displays pages in portrait orientation
Working with Portrait and Landscape Orientation
• To change the page orientation:
Click the Page Layout tab on the Ribbon
In the Page Setup group, click the Orientation button, and then click Landscape
The page orientation switches to landscape
Printing the Workbook
• You can print the contents of your workbook by using the Print command on the Office Button
• The Print command provides three options:
You can open the Print dialog box from which you can specify the printer settings, including which printer to use, which worksheets to include in the printout, and the number of copies to print
You can perform a Quick Print using the print options currently set in the Print dialog box
Finally, you can preview the workbook before you send it to the printer
Viewing and Printing Worksheet Formulas
• You can view the formulas in a workbook by switching to formula view, a view of the workbook contents that displays formulas instead of the resulting values
• To change the worksheet to formula view, press the Ctrl+` keys
• Scaling a printout reduces the width and the height of the printout to fit the number of pages you specify by shrinking the text size as needed
Viewing and Printing Worksheet Formulas
Viewing and Printing Worksheet Formulas
Excel Tutorial 2
Formatting a Workbook Objectives
• Format text, numbers, and dates
• Change font colors and fill colors
• Merge a range into a single cell
• Apply a built-in cell style
• Select a different theme
• Apply a built-in table style
• Add conditional formats to tables with highlight rules and data bars
• Hide worksheet rows
• Insert print titles, set print areas, and insert page breaks
• Enter headers and footers
Formatting Workbooks
• Formatting is the process of changing a workbook’s appearance by defining the fonts, styles, colors, and decorative features
• A theme is a collection of formatting that specifies the fonts, colors, and graphical effects used throughout the workbook
• As you work, Live Preview shows the effects of formatting options on the workbook’s appearance before you apply them
Formatting Text
• The appearance of text is determined by its typeface, which is the specific design used for the characters
– Font
• Serif fonts
• Sans serif fonts
• Theme font
• Non-theme font
– Font Style
– Font Size
• Measured in points
Working with Color
• Theme colors are the 12 colors that belong to the workbook’s theme
• Standard and custom colors
• Apply a color by selecting a cell or range of cells, clicking the Font Color or Fill Color button arrow, and then selecting an appropriate color
Formatting Text Selections
• The Mini toolbar appears when you select text and contains buttons for commonly used text formats
Setting a Background Image
• You can use a picture or image as the background for all the cells in a worksheet
• Click the Page Layout tab on the Ribbon
• Click the Background button
• Locate the background, and then click the Insert button
Formatting Data
• By default, values appear in the General number format, which, for the most part, displays numbers exactly as you enter them
• The Number group on the Home tab has buttons for formatting the appearance of numbers
• Comma style button
• Decrease Decimal button
• Percent Style button
• Increase Decimal button
• Accounting Number Format button
Formatting Data
Formatting Dates and Times
• Although dates and times in Excel appear as text, they are actually numbers that measure the interval between the specified date and time and January 1, 1900 at 12:00 a.m.
Aligning Cell Content
• In addition to left and right alignments, you can change the vertical and horizontal alignments of cell content to make a worksheet more readable
• Alignment buttons are located on the Home tab
Alignment buttons | |
Buttons | Description |
Aligns the cell content with the cell’s top edge | |
Vertically centers the cell content within the cell | |
Aligns the cell content with the cell’s bottom edge | |
Aligns the cell content with the cell’s left edge | |
Horizontally centers the cell content within the cell | |
Aligns the cell content with the cell’s right edge | |
Decreases the size of the indentation used in the cell | |
Increases the size of the indentation used in the cell | |
Rotates the cell content to an angle within the cell | |
Forces the cell text to wrap within the cell borders | |
Merges the selected cells into a single cell |
Indenting Cell Content
• You increase the indentation by roughly one character each time you click the Increase Indent button in the Alignment group on the Home tab
Merging Cells
• One way to align text over several columns or rows is to merge, or combine, several cells into one cell
Rotating Cell Content
• To save space or to provide visual interest to a worksheet, you can rotate the cell contents so that they appear at any angle or orientation
• Select the range
• In the Alignment group, click the Orientation button and choose a proper rotation
Rotating Cell Content
Adding Cell Borders
• You can add borders to the left, top, right, or bottom of a cell or range, around an entire cell, or around the outside edges of a range using the Border button arrow
Working with the Format Cells Dialog Box
• The Format Cells dialog box has six tabs, each focusing on a different set of formatting options
Copying Formats with the Format Painter
• The Format Painter copies the formatting from one cell or range to another cell or range, without duplicating any of the data
• Select the range containing the format you wish to copy
• Click the Format Painter button on the Home tab
• Click the cell to which you want to apply the format
Copying Formats with the Paste Options Button
Copying Formats with Paste Special
Applying Styles
style is a collection of formatting
• Select the cell or range to which you want to apply a style
• In the Styles group on the Home tab, click the Cell Styles button
• Point to each style in the Cell Styles gallery to see a Live Preview of that style on the selected cell or range
• Click the style you want to apply to the selected cell or range
Applying Styles
Working with Themes
• The appearance of these fonts, colors, and cell styles depends on the workbook’s current theme
Applying a Table Style to an Existing Table
• You can treat a range of data as a distinct object in a worksheet known as an Excel table
• Select the range to which you want to apply the table style
• In the Styles group on the Home tab, click the Format as Table button
Click a table style in the Table Style gallery
Applying a Table Style to an Existing Table
Selecting Table Style Options
• After you apply a table style, you can choose which table elements you want included in the style
Introducing Conditional Formats
• A conditional format applies formatting only when a cell’s value meets a specified condition
• Select the range or ranges to which you want to add data bars.
• In the Styles group on the Home tab, click the Conditional Formatting button, point to Data Bars, and then click a data bar color
Or
• Select the range in which you want to highlight cells that match a specified rule
• In the Styles group, click the Conditional Formatting button, point to Highlight Cells Rules or Top/Bottom Rules, and then click the appropriate rule
Select the appropriate options in the dialog box, and then click the OK button
Adding Data Bars
data bar is a horizontal bar added to the background of a cell to provide a visual indicator of
the cell’s value
• Select the cell(s)
• In the Styles group on the Home tab, click the Conditional Formatting button, point to Data Bars, and then click the DataBar option you wish to apply
Adding Data Bars
Hiding Worksheet Data
• Hiding rows, columns, and worksheets is an excellent way to conceal extraneous or distracting information
• In the Cells group on the Home tab, click the Format button, point to Hide & Unhide, and then click your desired option
Changing the Page Orientation to Landscape
• Click the Page Layout tab on the Ribbon
• In the Page Setup group, click the Orientation button, and then click Landscape
Defining the Print Area
• By default, all parts of the active worksheet containing text, formulas, or values are printed
• You can select the cells you want to print, and then define them as a print area
• Select the range, in the Page Setup group on the Page Layout tab, click the Print Area button, and then click Set Print Area
Inserting Page Breaks
• Excel prints as much as fits on a page and then inserts a page break to continue printing the remaining worksheet content on the next page
• Manual page breaks specify exactly where the page breaks occur
Setting and Removing Page Breaks
To set a page break:
• Select the first cell below the row where you want to insert a page break
• In the Page Setup group on the Page Layout tab, click the Breaks button, and then click Insert Page Break To remove a page break:
• Select any cell below or to the right of the page break you want to remove
In the Page Setup group on the Page Layout tab, click the Breaks button, and then click Remove
Page Break (or click Reset All Page Breaks to remove all the page breaks from the worksheet)
Setting and Removing Page Breaks
Adding Print Titles
• You can repeat information, such as the company name, by specifying which rows or columns in the worksheet act as print titles, information that prints on each page
• In the Page Setup group on the Page Layout tab, click the Print Titles button
• Click the Rows to repeat at top box, move your pointer over the worksheet, and then select the range
• Click the OK button
Adding Print Titles
Adding Headers and Footers
header is the text printed in the top margin of each page
• A footer is the text printed in the bottom margin of each page
• Scroll to the top of the worksheet, and then click the left section of the header directly above cell A1 to display the Header & Footer Tools contextual tab
Adding Headers and Footers
Excel Tutorial 3
Working with Formulas and Functions Objectives
• Copy formulas
• Build formulas containing relative, absolute, and mixed references
• Review function syntax
• Insert a function with the Insert Function dialog box
• Search for a function
• Type a function directly in a cell
• Use AutoFill to fill in a formula and complete a series
• Enter the IF logical function
• Insert the date with the TODAY function
• Calculate monthly mortgage payments with the PMT financial function
Using Relative References
Using Absolute References
Using Mixed References
Entering Relative, Absolute, and Mixed References
• To enter a relative reference, type the cell reference as it appears in the worksheet. For example, enter B2 for cell B2
• To enter an absolute reference, type $ (a dollar sign) before both the row and column references. For example, enter $B$2
• To enter a mixed reference, type $ before either the row or column reference. For example, enter $B2 or B$2 or
• Select the cell reference you want to change
• Press the F4 key to cycle the reference from relative to absolute to mixed and then back to relative
Understanding Function Syntax
• Every function has to follow a set of rules, or syntax, which specifies how the function should be written
-- Arguments
Categories of Excel Functions | |
Category | Contains functions that |
Cube | Retrieve data from multidimensional databases involving online analytical processing or OLAP |
Database | Retrieve and analyze data stored in databases |
Date & Time | Analyze or create date and time values and time intervals |
Engineering | Analyze engineering problems |
Financial | Have financial applications |
Information | Return information about the format, location, or contents of worksheet cells |
Logical | Return logical (true-false) values |
Lookup & Reference | Look up and return data matching a set of specified conditions from a range |
Math & Trig | Have math and trigonometry applications |
Statistical | Provide statistical analyses of a set of data |
Text | Return text values or evaluate text |
Understanding Function Syntax
Math, Trig and Statistical functions | ||
Function | Category | Description |
AVERAGE(number1[,number2, number3, …]) | Statistical | Calculates the average of a collection of numbers, where number1, number2 and so forth are either numbers or cell references. Only number1 is required. For more than one cell reference or to enter numbers directly into the function, use the optional arguments number2, number3 and so forth. |
COUNT (value1 [,value2, value3, …]) | Statistical | Counts how many cells in a range contain numbers, where value1, value2, and so forth are text, numbers, or cell references. Only value1 is required. For more than one cell reference or to enter numbers directly into the function, use the optional arguments value2, value3, and so forth. |
COUNTA(value1 [,value2, value3, …]) | Statistical | Counts how many cells are not empty in range value1, value2 and so forth, or how many numbers are listed within value1, value2, and so forth. |
INT (number) | Math & Trig | Displays the integer portion of a number, number. |
MAX (number1[,number2, number3, …]) | Statistical | Calculates the maximum value of collection of numbers, where number1, number2, and so forth are either numbers or cell references. |
MEDIAN (number1[,number2, number3, …]) | Statistical | Calculates the median, or middle, value of a collection of numbers, where number1, number2, and so forth are either numbers or cell references. |
MIN (number1[,number2, number3, …]) | Statistical | Calculates the minimum value of a collection of numbers, where number1, number2, and so forth are either numbers or cell references. |
RAND () | Math & Trig | Returns a random number between 0 and 1. |
ROUND (number, num_digits) | Math & Trig | Rounds a number to a specified number of digits, where number is the number you want to round and num_digits specifies how many digits to which you want to round the number. |
SUM (number1[,number2, number3, …]) | Math & Trig | Adds a collection of numbers, where number1, number2, and so forth are either numbers or cell references. |
Inserting a Function
• Click the Formulas tab on the Ribbon
• To insert a function from a specific category, click the appropriate category button in the Function Library group. To search for a function, click the Insert Function button in the Function
Library group, enter a description of the function, and then click the Go button
• Select the appropriate function from the list of functions
• Enter the argument values in the Function Arguments dialog box, and then click the OK button
Inserting a Function
Inserting a Function
Typing a Function
• As you begin to type a function name within a formula, a list of functions that begin with the letters you typed appears
Working with AutoFill
• AutoFill copies content and formats from a cell or range into an adjacent cell or range
• Select the cell or range that contains the formula or formulas you want to copy
• Drag the fill handle in the direction you want to copy the formula(s) and then release the mouse button
• To copy only the formats or only the formulas, click the AutoFill Options button and select the appropriate option Or
• Select the cell or range that contains the formula or formulas you want to copy
• In the Editing group on the Home tab, click the Fill button
• Select the appropriate fill direction and fill type (or click Series, enter the desired fill series options, and then click the OK button)
Working with AutoFill
Using the AutoFill Options Button
• By default, AutoFill copies both the formulas and the formats of the original range to the selected range
• You can specify what is copied by using the AutoFill Options button that appears after you release the mouse button
Filling a Series
• AutoFill can also be used to create a series of numbers, dates, or text based on a pattern
Filling a Series
AutoFill applied to different series | |||
Type | Initial Entry | Extended Series | |
Values | 1, 2, 3 | 4, 5, 6, …. | |
2, 4, 6 | 8, 10, 12, …. | ||
Dates Times | Jan | Feb, Mar, Apr,…. | |
January | February, March, April, …. | ||
15-Jan, 15-Feb | 15-Mar, 15-Apr, 15-May, …. | ||
12/30/2010 | 12/31/2010, 1/1/2011, 1/2/2011, …. | ||
12/31/2010, 1/31/2011 | 2/28/2011, 3/31/2011, 4/30/2011, …. | ||
Mon | Tue, Wed, Thu, …. | ||
Monday | Tuesday, Wednesday, Thursday, …. | ||
11:00 AM | 12:00PM, 1:00PM, 2:00PM, …. | ||
Patterned Text | 1st period | 2nd period, 3rd period, 4th period, …. | |
Region 1 | Region 2, Region 3, Region 4, …. | ||
Quarter 3 | Quarter 4, Quarter 1, Quarter 2, …. | ||
Qtr 3 | Qtr4, Qtr1, Qtr2, …. |
Creating a Series with AutoFill
• Enter the first few values of the series into a range
• Select the range, and then drag the fill handle of the selected range over the cells you want to fill Or
• Enter the first few values of the series into a range
• Select the entire range into which you want to extend the series
• In the Editing group on the Home tab, click the Fill button, and then click Down, Right, Up, Left,
Series, or Justify to set the direction you want to extend the series
Working with Logical Functions
• A logical function is a function that works with values that are either true or false
• The IF function is a logical function that returns one value if the statement is true and returns a different value if the statement is false
• IF(logical_test, value_if_true, [value_if_false])
Working with Logical Functions
• A comparison operator is a symbol that indicates the relationship between two values
Comparison operators | ||
Operator | Statement | Tests Whether |
= | A1 = B1 | The value in cell A1 is equal to the value in cell B1 |
> | A1 > B1 | The value in cell A1 is greater than the value in cell B1 |
| A1 | The value in cell A1 is less than the value in cell B1 |
>= | A1 >= B1 | The value in cell A1 is greater than or equal to the value in cell B1 |
| A1 | The value in cell A1 is less than or equal to the value in cell B1 |
| A1 B1 | The value in cell A1 is not equal to the value in cell B1 |
Working with Logical Functions
• =IF(A1="YES", "DONE", "RESTART")
• =IF(A1="MAXIMUM", MAX(B1:B10), MIN(B1:B10))
• =IF(D33>0, $K$10, 0)
Working with Logical Functions
Working with Date Functions
Date Functions | |
Function | Description |
DATE (year, month, day) | Creates a date value for the date represented by the year, month and day arguments |
DAY (day) | Extracts the day of the month from the date value |
MONTH (date) | Extracts the month number from the date value where 1=January, 2=February, and s forth |
YEAR(date) | Extracts the year number from the date value |
WEEKDAY (date,[return_type]) | Calculates the day of the week from the date value, where 1=Sunday, 2=Monday, and so forth; to choose a different numbering scheme, set the optional return_type value to “1” (1=Sunday, 2=Monday, …) “2” (1=Monday, 2=Tuesday, …), or “3” (0=Monday, 1=Tuesday, …) |
NOW () | Displays the current date and time |
TODAY ( ) | Displays the current date |
Working with Financial Functions
Financial functions for loans and investments | |
Function | Description |
FV (rate, nper, pmt,[pv=0][type=0]) | Returns the future value of an investment, where rate is the interest rate per period, nper is the total number of periods, pmt is the payment in each period, pv is the present value of the investment, and type indicates whether payments should be made at the end of the period (0) or the beginning of the period (1) |
PMT (rate, nper, pv, [fv=0][type=0]) | Calculates the payments required each period on a loan or investment |
IPMT (rate, per, nper, pv [fv=0][type=0]) | Calculates the amount of a loan payment devoted to paying the loan interest, where per is the number of the payment period |
PPMT (rate, per, nper, pv [fv=0][type=0]) | Calculates the amount of a loan payment devoted to paying off the principal of a loan, where per is the number of the payment period |
PV (rate, nper, pmt, [fv=0][type=0]) | Calculates the present value of a loan or investment based on periodic, constant payments |
NPER (rate, pmt, pv, [fv=0][type=0]) | Calculates the number of periods required to pay off a loan or investment |
RATE (nper, pmt, pv, [fv=0][type=0]) | Calculates the interest rate of a loan or investment based on periodic, constant payments |
Using the PMT Function to Determine a Monthly Loan Payment
• For loan or investment calculations, you need to know the following information:
The annual interest rate
The payment period, or how often payments are due and interest is compounded
The length of the loan in terms of the number of payment periods The amount being borrowed or invested
• PMT(rate, nper, pv, [fv=0] [type=0])
Using the PMT Function to Determine a Monthly Loan Payment
Using the PMT Function to Determine a Monthly Loan Payment
Excel Tutorial 4
Working with Charts and Graphics
Objectives
• Create an embedded chart
• Work with chart titles and legends
• Create and format a pie chart
• Work with 3D charts
• Create and format a column chart
• Create and format a line chart
• Use custom formatting with chart axes
• Work with tick marks and scale values
• Create and format a combined chart
• Insert and format a graphic shape
• Create a chart sheet
Creating Charts
• A chart, or graph, is a visual representation of a set of data
• Select the data source with the range of data you want to chart
• In the Charts group on the Insert tab, click a chart type, and then click a chart subtype in the Chart gallery
• In the Location group on the Chart Tools Design tab, click the Move Chart button to place the chart in a chart sheet or embed it into a worksheet
Creating Charts
Selecting a Data Source
• The data source is the range that contains the data you want to display in the chart
Data series
Series name
Series values
Category values
Selecting a Chart Type
Categories of Excel Chart types | |
Chart Type | Description |
Column | Compares values from different categories. Values are indicated by the height of the columns. |
Line | Compares values from different categories. Values are indicated by the height of the line. Often used to show trends and changes over time. |
Pie | Compares relative values of different categories to the whole. Values are indicated by the area of the pie slices. |
Bar | Compares values from different categories. Values are indicated by the length of the bars. |
Area | Compares values from different categories. Similar to the line chart except that areas under the lines contain a fill color. |
XY (Scatter) | Show the patterns or relationship between two or more sets of values. Often used in scientific studies and statistical analyses. |
Stock | Displays stock market data, including the high, low, opening and closing prices of a stock. |
Surface | Compares three sets of values in a three-dimensional chart. |
Doughnut | Compares relative values of different categories to the whole. Similar to the pie chart except that it can display multiple sets of data. |
Bubble | Shows the patterns or relationship between two or more sets of values. Similar to the XY (Scatter) chart except the size of the data marker is determined by a third value. |
Radar | Compares a collection of values from several different data sets. |
Selecting a Chart Type
Click the Insert tab on the Ribbon
• In the Charts group, click the Pie button
Moving and Resizing Charts
• By default, a chart is inserted as an embedded chart, which means the chart is placed in a worksheet next to its data source
• You can also place a chart in a chart sheet
• In the Location group on the Chart Tools Design tab, click the Move Chart button
Selecting Chart Elements
Choosing a Chart Style and Layout
Choosing a Chart Style and Layout
Pie chart layouts | ||
Layout | Name | Pie Chart with |
Layout 1 | Chart title, labels and percentages | |
Layout 2 | Chart title, percentages and legend above the pie | |
Layout 3 | Legend below the pie | |
Layout 4 | Label in pie slices | |
Layout 5 | Chart title and labels in pie slices | |
Layout 6 | Chart title, percentages and legend to the right of the pie | |
Layout 7 | Legend to the right of the pie |
Working with the Chart Title and Legend
• Click the chart title to select it
• Type the chart title, and then press the Enter key
• Click the Chart Tools Layout tab on the Ribbon
• In the Labels group, click the Legend button, and then click the desired legend position
Working with the Chart Title and Legend
Formatting a Pie Chart
Click the chart to select it
• In the Labels group on the Chart Tools Layout tab, click the Data Labels button, and then click More Data Label Options
Setting the Pie Slice Colors
• In pie charts with legends, it’s best to make the slice colors as distinct as possible to avoid confusion
• Click the pie to select the entire data series, and then click the slice you wish to change • Change the fill color
Working with 3D Options
To increase the 3D effect, you need to rotate the chart
• Click the Chart Tools Layout tab on the Ribbon, and then, in the Background group, click the 3-D Rotation button
Creating a Column Chart
• A column chart displays values in different categories as columns; the height of each column is based on its value
• The bar chart is a column chart turned on its side, so each bar length is based on its value
Creating a Column Chart
• Select the range
• Click the Insert tab on the Ribbon
• In the Charts group, click the Column button and then choose the chart subtype
Formatting Column Chart Elements
Click the Chart Tools Layout tab on the Ribbon
Formatting the Chart Axes
Click the Chart Tools Layout tab on the Ribbon
Formatting the Chart Axes
Formatting Chart Columns
Click any column in the Sector Weightings chart
• In the Current Selection group on the Chart Tools Layout tab, click Format Selection
Formatting Chart Columns
Creating a Line Chart
• Select the range
• Click the Insert tab on the Ribbon
• In the Charts group, click the Line button, and then click the Line chart
Formatting Date Labels
Click the Chart Tools Layout tab on the Ribbon
• In the Axes group, click the Axes button, point to Primary Horizontal Axis, and then click More Primary Horizontal Axis Options
Formatting Date Labels
Setting Label Units
In the Axes group on the Chart Tools Layout tab, click the Axes button, point to Primary Vertical Axis, and then click More Primary Vertical Axis Options
• Click the Display units arrow and then make your selection
Setting Label Units
Overlaying a Legend
• In the Labels group on the Chart Tools Layout tab, click the Legend button, and then click More Legend Options
• Click the Show the legend without overlapping the chart check box to remove the check mark
Adding a Data Series to an Existing Chart
• Select the chart to which you want to add a data series
• In the Data group on the Chart Tools Design tab, click the Select Data button
• Click the Add button in the Select Data Source dialog box
• Select the range with the series name and series values you want for the new data series • Click the OK button in each dialog box
Adding a Data Series to an Existing Chart
Creating a Combination Chart
• Select a data series in an existing chart that you want to appear as another chart type
• In the Type group on the Chart Tools Design tab, click the Change Chart Type button, and then click the chart type you want
• Click the OK button
Creating a Combination Chart
Inserting a Shape
• Click the Insert tab on the Ribbon
• In the Illustrations group, click the Shapes button, and then choose the shape you want • Draw the shape in your worksheet
Aligning and Grouping Shapes
• Hold down the Shift key and then click each shape to select it
• Click the Drawing Tools Format tab on the Ribbon
• In the Arrange group, click the Align button, and then click your alignment option
• To group several shapes into a single unit, select the shapes, and then click the Group button in the Arrange group on the Drawing Tools Format tab
Aligning and Grouping Shapes
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Designed by: Shakeel Armaan