excel 2000 advance notes

7/31/2019 Excel 2000 Advance Notes

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Copyright Sutra Computers Pvt. Ltd

TABLE OF CONTENTS

Getting Started.................................................................................1

Starting Excel...............................................................................1

Understanding the Workbook Window..........................................1

Getting Around in Excel................................................................2

Managing Worksheets..................................................................2

Moving Around the Worksheet using Scroll Bars...........................4

Moving to a Specific Cell...............................................................4

Moving Around the Worksheet using Keyboard Shortcuts ............4

File Management in Excel..................................................................6

Creating, Saving and Opening Files..............................................6

Closing a Workbook.....................................................................8

Entering Text...............................................................................8

Entering Numbers........................................................................8

Entering Dates.............................................................................8

Automatically Entering a Series of Data........................................9

Editing a Cell..............................................................................11

Selection Techniques in Excel.....................................................12

Clearing Data in a Worksheet.....................................................13

Moving Data (Cut and Paste)......................................................14

Copying Data (Copy and Paste)..................................................15

Multiple Undo/Redo....................................................................15

Copying Data to Another Document............................................16Moving Between Multiple Workbooks .........................................16

Inserting and Deleting Rows or Columns....................................16

Working with Formulas...................................................................18

Creating Basic Formulas in Excel................................................18

Using Worksheet Functions .......................................................20

Using the Paste Function Wizard................................................22

Copying Formulas.......................................................................23

Improving the Presentation of your Worksheets..............................24

Format Text...............................................................................24

Format Painter...........................................................................25Formatting Numbers..................................................................26

Formatting Dates.......................................................................27

Drawing Borders Around Cells ...................................................27

Filling Cells with Colour..............................................................28

Changing the Width of Columns.................................................29

Changing the Row Height...........................................................31

Sorting............................................................................................33

Sort Using the Data Menu..........................................................33

Filtering Information.......................................................................34

AutoFilter...................................................................................34

Custom AutoFilter.......................................................................34

Using Filtered Data.....................................................................35

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Removing Filters........................................................................35

Advance Filters...........................................................................35

Pivot Tables....................................................................................37

Pivot Table Jargon......................................................................37

What Makes A Data List Suitable For Pivot Table Analysis?.........37

Creating a Pivot Table................................................................37

Recalculate Pivot Table...............................................................40

Creating PivotChart Reports.......................................................40

Creating Charts using the Chart Wizard...........................................43

Chart Elements..........................................................................45

Moving and Resizing a Chart......................................................46

Editing Chart Options.................................................................46

Formatting and Editing Charts.........................................................47

The Chart Toolbar......................................................................47

Changing the Font of all Text in the Chart..................................48

Formatting Elements of a Chart..................................................48Coloured Fill Effects....................................................................49

Creating Pictographs..................................................................50

The Different Types of Charts.........................................................51

Changing the Chart Type...........................................................51

Choosing an Appropriate Chart Type..........................................51

Area Chart.................................................................................51

Line Chart..................................................................................51

Bar Chart...................................................................................51

Column Chart.............................................................................52

Pie Chart....................................................................................52

Doughnut...................................................................................52

Manipulating Chart Data..................................................................53

Understanding the links between the Chart and Data.................53

Adding New Data.......................................................................53

Printing...........................................................................................54

Printing the Chart Alone.............................................................54

Printing the Chart and Data........................................................54

Page Break Preview....................................................................54

Changing the Page Setup...........................................................54

Printing Worksheets...................................................................57

Print a Range of Cells.................................................................57

Freezing a Title Area..................................................................57

Comments................................................................................58

Worksheet FunctionsIRR............................................................................................59

NPV...........................................................................................59

FV..............................................................................................60

VLOOKUP...................................................................................61

Goal Seek...................................................................................62

Scenario.....................................................................................62

Set up a shared workbook..........................................................63

Creating Macros.........................................................................64


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Record a macro..........................................................................64

Run a macro .............................................................................65

Edit a macro...............................................................................65

Macro Example : - .....................................................................66

lets edit the macro Gridshow.....................................................67

Run a macro from a toolbar button............................................68


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Getting Started

Excel is a powerful electronic data organiser and calculator that

makes day to day business tasks easier to manage. It looks like a

grid divided into cells and each cell has its own unique reference.

Data is entered into these cells and can then be used to createcharts, databases and perform calculations.

Point and click on the button, move your mouse pointer

up the menu to and across to

When you open Microsoft Excel, it opens a collection of worksheets(known as a workbook). Think of a worksheet as a large piece of

accountants paper where you can enter headings, numbers, dates,lists and calculations.


Microsoft Excel 2000 Advance Page 1

Menu bar

Standard toolbar

Formatting toolbar

Name Box

Active Cell

Rows

Cells

Drawing toolbar

Sheet Names Scroll bars

Columns

Formula bar


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A worksheet is made up of the following:

Rows: Along the left hand side of the worksheet running down

from 1 to 65536

Columns: Along the top of the worksheet running from A to IV.A total of 256 columns

Cells: The worksheet is made up of cells. You can enter values

(numeric, date, etc.), text, graphic objects, formulas or links todata stored in other locations

The Active Cell is the cell selected. It has a highlighted border

around it. This is where your data will appear when you type on the

keyboard and the press Enter. Before you type, always make surethat the active cell is where you require the entry to go.

Point to a cell and click into it to make it the .

The active cell reference appears in the Name Box and refers to the

cell by the column letter and the row number, e.g. A1 or B6. The

column and row headings appear in 3D.

At the bottom of the window, there are sheet tabs for the worksheetsthat make up the workbook. There are sheet navigation buttons

located here. The white sheet tab indicates the active worksheet.

Click on a to select that sheet

Use the buttons to move between the

sheets in a workbook. The middle two buttons move one sheetleft and right. The outer two buttons move to the first sheet

and the last sheet

Click on the to select and display that worksheet



Move to previoussheet

Move to last sheet

Move to next sheet

Move to f irst sheet


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Click on the to select the sheet you want to delete

Click on the menu and select

or

Click on the with the right mouse button

Select

Click on to confirm deletion

Double click on the sheet tab you want to rename

Type in the and press

Click on the you want to move


Click on the for the selected worksheet in theMove or Copy dialog box that opens, and press

NOTE: You can also point on the sheet tab that you wish to moveand drag it to its new location

Click on the you want to copy


Click on the for the copied worksheet in the

Move or Copy dialog box that opens

Tick in the checkbox , and then press

NOTE: You can also point on the sheet tab you wish to copy, hold

down the key and drag it to its new location. A copy of the

sheet will be made





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A new worksheet will be inserted immediately before the selected

worksheet, and will take the next free number, e.g. Sheet4

Point and click on pointing up and down in

the scroll bar

Point and click in the in the scroll bar, above orbelow the scroll box

Drag the in the scroll bar up or down

Point and click on the cell to make it active

If you cannot see the target cell in the window, then click on the

menu and select

Type in the and press

.

Ctrl + Home Cell A1

Ctrl + End End of current data block

End key then Left Arrow Beginning of row

End key then Right Arrow End of row

End key then Up Arrow Beginning of column block

End key then Down Arrow End of column block

Page Up Up one screen



Click to scroll up

Click to scroll up a screen

Drag scroll box up or down

Click to scroll down a screen

Click to scroll down

Click to scroll leftClick to scroll left a screen Click to scroll right a screen

Click to scroll right


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Page Down Down one screen




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File Management in Excel

When you run Excel you automatically start with a blank Workbook.If you want to create another blank Workbook:

Click on the menu in the program window and select

Ensure is selected in the dialog box,

then click on

A new workbook will have Microsoft Excel - Book1 on the title bar


Use the to quickly navigate to the location whereyou would like to store your Workbook. The preferred area is

.

You can navigate to another area on your computer using the

list box.

Type a significant name for your file in the box and

press



Select the Drive and Folder

Places Bar

File Name


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Click on the menu and choose

Use the to quickly navigate to the location where

Workbook is stored.

You can navigate to another area on your computer using the

list box.

When you find the desired Workbook in the dialog box,

click on it to select it and then Press

Note: You can have multiple Workbooks open at one time, but youwill only see one Microsoft Excel button on your Taskbar.

A workbook that has already been saved will have its filename on the

title bar.


The previous version of the Workbook will be replaced with the

version that you are working on now.

Save an existing workbook with a new name to make a copy of it.

Choose from the menu

Type a new name in the box

Click on the button




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Click on the menu and select .

Note: If you have multiple Workbooks open, this will only close theactive one.

Entering and Editing Data

There are three different ways to enter data of any type into aworksheet. The difference is where the active cell is after the data

has been entered.

Click on the button (green tick) on the formula bar. The

active cell remains in the same place

Press on your keyboard. The active cell moves down the

row one cell.

Press on your keyboard. The active cell moves right one

column.

Click in the cell and type the text

Enter the data using one of the methods as above

Note: By default Excel aligns text to the left of a cell.

Click in the cell and type the numbers

Enter the data using one of the methods as above

Do not enter (Rs.,) or whenentering numbers. Excel will automatically do this for you.

(Refer to the section, Formatting Numbers later in this manual).

Do not enter between numbers

Use a (.) for a

Note: By default Excel aligns numbers to the right of a cell.

If you wish Excel to recognise a date, it needs to be entered in aparticular way:

With a or (but not full stops) separating the day,

month, year, e.g. 14/7/01 or 14-7-01. You can use four-digitdate format, e.g. 2001 instead of 01

Excel assumes you mean the when it is not

specified. Click into the cell and look at the date on the formula

bar to check




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Excel can help you create an automatic list of entries in the form of a

series. Excel already recognises the following series:

Jan, January, Mon or Monday

Dates e.g. 12/12/2000, A heading with a number following it, e.g. Product 1,

Item 1, 1st Qtr

See examples in the table below:

the first entry, but do not press Enter

Point to the at the bottom right of the active cell.Your mouse should turn into a thin black cross +




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the fill handle up, down, left or right across the cells that

you want to automatically fill

Type at least the for the series, (more ifmathematically required)



Fill Handle


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the cells, then drag the fill handle up, down, left or right

across the cells that you want to fill

Click into the cell to be edited



Click to accept changes

Click in the to edit textClick to cancel changes

Select both cells thendrag the cell handle


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Click into the at the position where you wish to

make the change

and the corrected data

Before you can copy or move cells, clear cell contents or formatting,you must select (highlight) the cell(s)

Position your mouse in the middle of the strarting cell so the

pointer is a

over the cells

The selection is highlighted but you will be able to see through the

highlight to the data behind. This is called see-through view.

Click on the

across the of the columns you want to

select

Click on the

across the of the rows you want to

select

Using a standard Windows method, you can select any items that are

next to each other (contiguous). In this case it would be a range of

cells.

Click into the in the range you want to select




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Hold down the key on your keyboard and into the

last cell in the range

Using a standard Windows method, you can select any items that are

not next to each other (non-contiguous). In this case it would

ranges of cells. Select the first column, row, cell or range of

Hold down the key and select the next

Keep the key pressed down and any further

Click on the button just above Row 1 in the

Worksheet.

Select the cell or cells you wish to clear and press the

(DEL) key on the keyboard

Select the

Click on the menu, point to , and then select



Click here to selectthe entire worksheet


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Select the

Click on the menu, point to , and then select

When editing a Worksheet you may want to move data from one

position to another. The and feature makes this easy to

achieve.

the cells to be moved


Note: The selected cells are still highlighted in their original location,and have a flashing black outline.

Click into the cell at the top left of the range where you want the

cut cells to move to





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To save time you can copy data you want to duplicate without having

to retype it. You can use and .

the cells to be copied


Click into the cell at the top left of the range where you want thecopied cells to paste to


If you have deleted something in error, you can use the

option to reverse your last action.

Select a cell and Press the key

From the menu select and whatever you

have deleted will be restored

From the menu select to reverse the last

action.

NOTE: If you were undoing a copy action, the menu would read

, therefore the commands you are using are contextsensitive.




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the cell(s) containing data you want to copy

From the menu select

(switch to) the you wish to copy the data into

Click into the cell at the top left of the range where you want thecopied cells to paste to


Click on menu

The tick indicates the document currently displayed Click on another Workbook you wish to work on and it will be

presented on the screen

Columns are inserted to the left of the selected column. In theexample below a column would be inserted after column B and

before column C.

Select a

From the menu choose

Or click on selected column letter. Choosefrom the shortcut menu




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Rows are inserted above the selected row. In the example below a

new row would be inserted above row 5 (Steve Tricksy) and after

row 4 (Sue Driller).

Select a

From the menu choose

Or click on selected row number. Choose

from the shortcut menu

Click anywhere in the you want to delete


Choose and then press

Or click on the column letter that you wish to

delete. Choose from the shortcut menu

Click anywhere in the you want to delete


Choose and then press

Or click on the Row

number that you wish to delete.Choose from the pop up menu




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Working with Formulas

One of the main purposes of spreadsheets is to perform calculations.

You can tell Excel to perform calculations on values in the Worksheet

cells. When values are changed the calculations automatically

update.

There are many built-in Functions in Excel to cater for many different

needs of mathematical equations.

Click into the cell that will contain the of the calculation

Type the sign (to tell Excel to perform a calculation)

Click on the you wish to add i.e. B4

Type the math required i.e. +

Click on the you wish to add i.e. B5 and then press

If you change any values in cells B4 or B5 the result in the cellcontaining the formula (B6) will automatically re-calculate

You can also calculate across the cells.




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=B2*10% tells Excel to take Cost figure of Rs.14,000.00 in cell

B2 and multiply it by 10% Tax

=B2+C2 tells Excel to Add Cost of Rs.14,000.00 and Tax ofRs.1,400.00 to give a Total

Where a formula includes more than one mathematical operator,there is a strict order of precedence that Excel adheres to.

Excel will perform calculations in the following order:

1 % Percentage =90*10% 9

2 ^

Exponentiation

(to the power

of)

=4^2 16

3 * Multiplication =3*2 6

4 / Division =100/4 25

5 + Addition =10+10 20

6 - Subtraction =10-3 7

Brackets ( ) are used to force a change to the order of calculation.

Anything in brackets is calculated first. There must be an equalnumber of open brackets ( and close brackets ) in each formula. All

formulae are read from left to right.




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=2*10+1 21

=1+2*10 21 Multiplication performed beforeaddition

=(1+2)*10 30 Values in brackets calculated first

=2*10+5*10 70 Both multiplications performed

before the addition

=(2*10+5)*10 250 Values in brackets calculated first

Excel has many built-in Functions that can save you time when you

need to perform complex calculations.

You can use to add up any range of cells, either across therows or down the columns. The AutoSum command button on the

Standard toolbar uses the Sum function to calculate totals.

Click in the cell where you want the of the calculation toappear

Click on the button on the Standard toolbar

Excel will select the range of numbers it guesses you wish to

add and you should visually check this selection

If the range is incorrect, to select the correct range, and

press

Using AutoSum you can calculate the sum of a range of cells both

across the rows and down the columns, as in the example below.

Select the you want to calculate totals for, (including a

blank row and a blank column for the results




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Click on the button

All the results are calculated at once and displayed.

Click in the cell where you want the result of the calculation to

appear

Type

Select the you wish to calculate the average for

When the range appears in the result cell, type and then press

The sample Worksheet above gives the following results:

=SUM Adds a range of cells =sum(B4:B7) 240

=AVERAGEFinds the average

value

=average(B4:B7) 60

=MAXFinds the highest

value=max(B4:B7) 90




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=MINFinds the lowest

value=min(B4:B7) 35

=COUNT

Counts how many

cells contain

numeric values

=count(B4:B7) 4

The Paste Function lists all of the predefined Excel Functions with a

concise explanation of its purpose. Searching for the appropriateFunction is more

Select the cell where you want the of the calculation to

appear

Click on the command button on

the Standard toolbar

Select the required e.g. AVERAGE, then press

The Formula Palette then opens with boxes where the values or cell

references should be entered, for all of the arguments in the

calculation. The result of the calculation is displayed in the Formula

Palette.




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Excel assumes the range of cells you want to calculate.

If the range is incorrect, click in the N box and

the . Then the on

the Worksheet and click on

The formula Palette collapses while you are highlighting the range,

but reappears automatically.

If you want the same formula all the way down a column or across a

row, type the formula into one cell and copy it to the remaining cells.The cell references in the formula will automatically adjust for the

new locations.

Type the but do not press Enter

Drag the across (or down) over the cells you want

to copy the formula to

The formula will adjust to the relative column as in the table below

when it is copied:



Click and drag the Fill handle


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Improving the Presentation of your Worksheets

You can format your document for a clearer and more professional

presentation.

Excel offers all the formatting options through the

menu then , which opens the dialog box.

Some of these options can also be applied using buttons on the

.

you want to format

Choose the , , , , andon the in the dialog box

Font Colour Palette



Change Font Change AlignmentChange Style of Text

Change Size of TextMerge and Centre Textin selected cells

Font ListBox

Font Style

List Box

Font SizeList Box

Colour Drop-down Palette

Effects


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you want to align, wrap or merge

Select the required and alignment,

, , and on the

tab in the dialog box

Use the to copy the formatting of selected text or

an object and apply the formatting to the text or object you click on.

the text or object that contains the formatting that you

want to copy From the Formatting Toolbar, once on the



TopCentre

Bottom

Horizontalalignment

including left,

center, right and

justify

Vertical

alignment

including top,center, bottom

and justify

Text Control

Text Orientation drag the

indicator or selectDegrees


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The mouse pointer will now display a paint brush

mouse over the object or text that you want to apply

the copied format and

To apply the copied format to a group of words,

the mouse over the text

on the to copy and apply

the formatting to more than one item.When finished, the Format Painter by pressing or

clicking again on the Format Painter button in the toolbar.

When you need to format the number more precisely than you

can using the Formatting toolbar buttons,



Currency

Dollar, Pound Sterling orEuro sign, 2 decimal

places, comma separating

thousands

Rs.20,000.0

0

Percentage

Displays number as a

percentage (multiplies by

100 and adds % sign)

50%

Comma2 decimal places, comma

separating thousands20,000.00

Increase DecimalDecrease decimal

Increases or Decreases

the number of decimal

places - one place at atime

20,000.0

20,000.000


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you want to format, then click on the menu and choose

Select the required options on the tab and press

containing the dates you wish to format.

Note: you need to use a format that Excel recognises as dates,i.e. 12/12/2001 or 12-12-2001

Click on the menu and then select , then choosethe tab

Click on in the category list and choose the requiredformat

you want to add borders to




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Click on the menu and then select , then choose

the tab

Select the you want to apply a colour to


Choose a from the palette on the Patterns tab, and

select a if required, then press

Pattern Palette



Click here

to select

which

borders toapply

Choose thestyle of

border you

want

Choose the

colour ofthe border

lines

Click on the colour

you want

Choose a pattern

from the drop-downpalette


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Select the you want to adjust


You can choose and enter a value if you need to be

precise

Or, choose . Excel will calculate how wide

the column needs to be to show the widest cell

Position the mouse pointer on the line to the right of column

heading you wish to adjust

The mouse pointer will change to a double-arrow




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Click and drag the mouse right or left to the required width



Drag to resize


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Select the you want to adjust


You can choose and enter a value if you need to be

precise

Or, choose . Excel will calculate how high the column

needs to be to show the tallest cell

Position the mouse pointer on the line below the row number you

wish to adjust

The mouse pointer will change to a double-arrow




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Drag down or up to the required height



Drag to resize


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Sorting

Click anywhere in the column by which you wish to sort

Click on the tool or the

tool

When sorting using the Data menu, up to three levels of sort can be

specified. If there are any duplicate items in the first sort field then

the second specified sort field will be used to sub-sort, and if thereare still duplicate items, the third field specified will also be used.

Click anywhere within the data list


Select the first field to sort by from the drop down list in the

S box

To sort by more than one field, you may specify other fields in

the boxes

Select or for each field specified

Specify whether or not your data list has a header row

i.e. do you have field names on the top row of the list?

If you have a header row but do not specify that you have, thefield name row will be sorted in with the other rows of data

If you do not have a header row, you can sort by column letterrather than by field name.

Click on .

Note: If you wish to cancel the sort, immediately choosefrom the menu or click on the button




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Filtering Information

Filtering is a quick way to find a sub-set of data in a data listeg to find all employees in the Sales department

Click on a cell in your list

Choose - from the menu

Notice the down arrow next to each of your field names. Use

the down arrow to display a list of unique entries in that field.(The example above shows Dept with the down arrow displaying

unique entries)

Select one of the unique entries. The other records are filtered

out (note the row numbers, where filtered items are hidden)

Note: you can set additional filters on the other fields too

The AutoFilter allows the following logical operations insteadof specifying a particular value eg Salary is greater than 20000

Click on the down arrow on the field to be filtered

Select




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The Custom AutoFilter dialog box is displayed

Choose an from the drop down list

Enter your , either from the drop down list or directly by

typing it in

Click

The results of the filter can be copied and pasted elsewhere

or

The filtered table can be printed

To display all records again, choose , from the

menu

When you have finished, choose, and thenfrom the menu to switch the filters off

To find specific values in rows in a list by using one or two

comparison criteria for the same column, point to on the

menu, click , click the arrow in the column

that contains the data you want to compare, and then click

.

To match one criterion, click the comparison operator you want

to use in the first box under , and then

enter the value you want to match in the box immediately to the

right of the comparison operator.

To display rows that meet two conditions, enter the comparison

operator and value you want, and then click the button. Inthe second comparison operator and value boxes, enter the

operator and value you want.



Click the down arrowto select an operator Enter criteria


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To display rows that meet either one condition or another

condition, enter the comparison operator and value you want,and then click the button. In the second comparison operator

and value boxes, enter the operator and value you want.




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Pivot Tables

Pivot tables can be used to summarise and analyse a data list. They

can provide a useful way of preparing complex data for charting.

The Pivot table Wizard feature guides you through the stages ofcreating a pivot table.

Source List The original data, usually an Excel list

Field A category of data, such as a Department or

Region

Item An element in a field

Row Field A data field to use as row headings in the

finished table

Column Field A data field to use as column headings in the

finished table

Page Field A data field which canbe used rather like

AutoFilter to filter the views of the table

The data list should have groupable data in at least one field.

Groupable data is distinguished by having a limited number of

distinct text, numeric or date values. Fields such as region,

department, sex, year or product are examples.

Each field in the list must have a heading

For example the data below needs to be summarised to show

the total salary for each department, split between the sexes




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Click in the Data List

Choose from the

menu, this will open the Pivot Table Report Wizard

Choose and click on .

Confirm the selected range is correct. If the range is incorrect

use the mouse to re-select the range to be used

Click on

Choose to put the Pivot Table into a New Worksheet

Click Finish

Note: At the 3rd step, click on the Options button to choose

specific format and data options that you wish to apply to your

PivotTable




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The New Worksheet is inserted and the PivotTable toolbar will appear

on your screen.

Point to the in the toolbar you wish to use as

headings in your report and drag them onto the blue outlined

field areas on the left and top of the table

Note: The fields can be re-arranged at any time by clicking and

dragging them to a new location or removing them completely.

Note: In the example above

The DEPT field is dragged onto Row

The SEX field is dragged onto Column

The SALARY field is dragged onto Data

Click on the arrows beside the field names and tick or untick theboxes to display a filtered version of the data



Drag field intoblue outlinedareas


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When you add, delete or edit records in your database, the pivot

table can be recalculated to reflect these changes.

Click anywhere in the Pivot table

Click on the button on the Pivot Table toolbar

A PivotChart combines the interactive summarisation of data

provided by a PivotTable with the visual appeal and benefits of achart. A PivotChart report can be pivoted to view the same data in

different ways. Use a PivotChart report when you want to quicklychange the view of the chart to see a variety of comparisons and

trends.

When creating a PivotTable, the data used must be in headed

columns.

Click in the Data List

Choose from the

menu, this will open the Pivot Table Report Wizard

Choose and click on

Confirm the selected range is correct. If the range is incorrect

use the mouse to re-select the range to be used

Click on




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Choose to put the Pivot Chart into a

Click

Note: At the 3rd step, click on the Options button to choose

specific format and data options that you wish to apply to your

PivotChart

The New Worksheet is inserted and the willappear on your screen.

Point to the in the toolbar you wish to use ascategories in your chart and drag them onto the blue outlined

field areas to the area you want the data placed in

Note: The fields can be re-arranged at any time by clicking and

dragging them to a new location or removing them completely.



Eg: Drag DEPT intothe Category Field


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Note: In the example above

The DEPT field is dragged onto the Category

The SEX field is dragged onto the Series field

The SALARY field is dragged on the Data

The arrows beside the field names can be clicked on, and the

data you wish to view chosen by ticking or un-ticking the boxes

In all other aspects the PivotChart can be formatted as any

other chart




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Creating Charts using the Chart Wizard

Use the Chart Wizard to simply create a chart either on the same

sheet of the Workbook as your data, or on a new chart sheet. Each

step of the Chart Wizard can be re-visited even after you have

finished creating the chart.

the range of cells that contain the series data, togetherwith the cells that contain the label data

Click on button on the toolbar

on required the from the Chart Type list

the type of if required

Press




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If the Data range is , click on the button so

that you can see the data, thenon the Worksheet

Press



Preview of chart

Selected cells

Type Titles todisplay on thechart

Preview of Chartwith display ofOptions chosen

Collapse


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Step 3 shows a dialog box you can choose precisely how the chart

will display the data.

Titles Add a chart title and labels for your axis

Axes Display/hide the X or Y axis

Gridlines Display/hide gridlines

Legend Display/hide or reposition legend

Data Labels Choose to display labels, such as value percent,

above the data point

Data Table Display/hide a table displaying the data

Make the selections you require, then press

Choose to create your chart either:

As a new sheet is automatically created for you

As choose where in the Workbook the chart will be

located

Press



Chart Area

Plot Area Gridline

Legend

Chart TitleData Point -(one point in a

series)

Data Series

(all points in a series)

Value (y) Axis

Category (x) Axis

Selection handlesappear when Chartis selected


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into the and to new position

the chart to make a chart bigger or

smaller

When the chart is selected the Data Menu changes to a Chart Menu

This is of the Chart Wizard where you can choose a

different

This is of the Chart Wizard where you can select adifferent

This is of the Chart Wizard where you can add ,set , and add

This is of the Chart Wizard where you can chooseanother for your chart



The first four items under this menu areSteps 1-4 of the Chart Wizard


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Formatting and Editing Charts

When a chart is selected the chart toolbar will automatically bedisplayed.

The buttons on the toolbar allow for easy selection and formatting ofan element and the switching of common options on and off.

Note: Use the Chart Menu to display more Chart Options

If the Chart toolbar is not displayed


Click to select the

Click on

Click on the chart to make it active

Select an element in the chart by clicking on it once

eg. the Legend

or

Click the down arrow on the select chart element button to

select it by name



Select a chartelement

Format selectedelement

Chart Type

Hide/DisplayLegend

Hide/DisplayData Table

Plot chart byrow or column

Angle Text


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Make sure the chart is active

Click in the Chart Area (or choose Chart Area from the Chart

toolbar)

Choose the and from the standard formattingtoolbar

Make the chart active

Select the Element to format

Click on the button to access all theformatting options for the selected element

The Format box will be displayed

In this example the Legend was the element selected

Note: To open the Format box you can also either double click

on the element of the chart or click the right mouse button onthe element of the chart and choose format




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You can apply a gradient fill to a data series, plot area and chart

area.

Select the element to be formatted. eg. data series

Click on the format element button on the Chart toolbar

Click on the tab

Click on the button

Gradients are available in Single, Double or multiple Preset

colour schemes. They can have different shading styles

Note: Make further choices from the Texture and Pattern Tabs




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Pictures can be used to fill bars or columns

Select the graphic you wish to use (this could be from

PowerPoint)


Click on the chart to make it active

Click on the you wish to represent with the graphic (i.e.

bar or column)


A stretched version of the picture will replace the bar or column.

Select the data series with the stretched picture

Click on the button on the Chart toolbar

Click on the tab then click on the button

Click on the tab

Select the option

Click




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The Different Types of Charts

The Chart Type tool gives a limited selection of the many chart typesoffered by Excel.

Click on the arrow of the Chart Type tool

Select a chart type from the palette

or

Choose from the to display all chart

choices

A variety of different chart types are available. The appropriate chart

type to choose will depend on the data you are charting and whatyou wish to illustrate.

This will indicate the amount of change as well as show the

relationship of each part to the whole:

The Line Chart displays trends over time. The emphasis is on time

and the rate of change rather than on the amount of change.




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The Bar Chart is used to display individual values that can be

compared. The values are displayed on the Horizontal axis.

The Column Chart is similar to the Bar Chart except that the values

are displayed along the Vertical axis.

The Pie Chart is used to display one series of data. Each part of the

series represents a percentage of the whole.

The Doughnut Chart is similar to the Pie Chart but it displays more

than one data series at a time - each part representing a percentage

of the whole amount.




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Manipulating Chart Data

The Chart and the Data from which the chart was created are linked.Therefore if you change any information on the data sheet, the chart

will automatically update to reflect the changes.

Once you have created a chart you can still add data from the data

sheet at a later date:

Highlight the data to be added to the Chart

Click on the button on the toolbar

Click to select the chart

Click on the button on the toolbar

A new data series will appear on the chart

Select the series, within the chart, that you wish to delete

Press the key on the keyboard

Select the Chart


Use your mouse to select all the data to create your chart

Click




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Printing

To print the chart landscape on A4 paper:- Click on the chart to make it active

Choose from the Menu

To print both the chart and the data :-

Make sure the chart is NOT selected

Choose from the File Menu

Tip: Select Print Preview to view how it will look when printed

If you have a great deal of information on a Worksheet, Excel will

automatically divide it into separate pages for printing.

Excel makes it very easy to set manual page breaks so that you candecide where a new page should start. You can set vertical and

horizontal page breaks - or a combination.

From the menu, choose

You can enter and edit data in Page Break Preview.

Solid and dotted lines indicate Page Breaks.

and can be changed by pointing

to the Page Break lines and them into a new position

Click on the menu and choose to switch back to

normal view




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You can change the way your page is set up so that it looks better

when it is printed. All the options you can choose from are in oneplace, the dialog box.


Select the tab and choose

Select the tab in the dialog box

In the section, choose a percentage in the to

box

If you need to be more precise, you can click in the box

and enter the you want your Worksheet to

fit onto

Click on the tab in the dialog box

Select what should be , and then press



Click to change

page orientationto Landscape

Click here to scaleworksheet


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A Header is the text that prints at the top of every page.

A Footer is the text that prints at the bottom of every page.

Click on the tab in the dialog box

Choose from the list of predefined and , then

press

If you want to, you can click on the r orbuttons and type your own text in either the

left, center or right sections, then press



Click on down

arrows to selectfrom lists of

header andfooters

Click on buttons

to create custom

header or footer

Type in customfooter in any section

Click on Collapse, thenhighlight Rows or Columns

you want to be repeated

Choose to print Gridlines,Row and Column Headings

When the printout is more

than one page, choose thepage order


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When you have made your selections, press

You can select a range of cells to print.

Select the you want to print


In the section, select the option andPress

Additional Features

There may be times when your worksheet is more than one screen

long or wide. It is easier to continue working with the data when you

can still see the column and row headings.

Click in the cell and to the of the title area. In

the example below cell B4 is selected




Choose what youwant to print

Choose the

printer

Select thenumber of

copies


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Row 1 to 3 will still be displayed as you scroll down

Column A will still be displayed screen as you scroll to the right


You can add comments to give more information about the data in

the cell, for yourself or for other users who may share the Workbook.

Comments are displayed when pointing to the cell where there is ared triangle at the top right-hand corner of the cell.

Select the where you want to add a comment


your comment, then from the cell to enter

Select the cell containing the comment that you want to edit


the text and when finished to enter

Select the cell containing the comment that you want to delete


Click on the of the to select the whole

comment, then press




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Returns the internal rate of return for a series of cash flows

represented by the numbers in values. These cash flows do not

have to be even, as they would be for an annuity. However, the

cash flows must occur at regular intervals, such as monthly or

annually. The internal rate of return is the interest rate receivedfor an investment consisting of payments (negative values) andincome (positive values) that occur at regular periods.

Example

Suppose you want to start a restaurant business. You estimate it will cost Rs.70,000 to start the business

and expect to net the following income in the first five years: Rs.12,000, Rs.15,000, Rs.18,000, Rs.21,000,and Rs.26,000. B1:B6 contain the following values: Rs.-70,000, Rs.12,000, Rs.15,000, Rs.18,000,

Rs.21,000 and Rs.26,000, respectively.

To calculate the investment's internal rate of return after four years:

IRR(B1:B5) equals -2.12 percent

To calculate the internal rate of return after five years:

IRR(B1:B6) equals 8.66 percent.

Calculates the net present value of an investment by using a

discount rate and a series of future payments (negative values)

and income (positive values).

Examples

Suppose you're considering an investment in which you pay Rs.10,000 one year from today and receive an

annual income of Rs.3,000, Rs.4,200, and Rs.6,800 in the three years that follow. Assuming an annualdiscount rate of 10 percent, the net present value of this investment is:

NPV(10%, -10000, 3000, 4200, 6800) equals Rs.1,188.44




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Returns the future value of an investment based on periodic,

constant payments and a constant interest rate.

Examples

Suppose you want to save money for a special project occurring a year from now. You deposit Rs.1,000

into a savings account that earns 6 percent annual interest compounded monthly (monthly interest of6%/12, or 0.5%). You plan to deposit Rs.100 at the beginning of every month for the next 12 months.

How much money will be in the account at the end of 12 months?

FV(0.5%, 12, -100, -1000, 1) equals Rs.2301.40.

Returns the interest rate per period of an annuity. RATE is

calculated by iteration and can have zero or more solutions. If

the successive results of RATE do not converge to within0.0000001 after 20 iterations, RATE returns the #NUM! error

value.

Examples

To calculate the rate of a four-year Rs.8,000 loan with monthly payments of Rs.200:

RATE(48, -200, 8000) equals 0.77 percent

This is the monthly rate, because the period is monthly. The annual rate is 0.77%*12, which equals 9.24

percent.




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Searches for a value in the leftmost column of a table, and then

returns a value in the same row from a column you specify inthe table. Use VLOOKUP instead of HLOOKUP when your

comparison values are located in a column to the left of the data

you want to find.

Examples

Create a sheet named Vlookup and enter the data in the following style.

for table array reference, use Empdata sheet as reference.

Position the cell in b5 and use the VLOOKUP function and enter the following references.

Enter S1 in cell b1 and the answer will be displayed in cell b5 as s1.




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Copy the formula in the remaining columns and edit the remaining columns by only changing the

col_index_num box in the vlookup formula.(as 2 for column 2 reference and so on).

As you are editing the cells containing vlookup functions the corresponding reference values are displayed.

When you know the desired result of a single formula but not

the input value the formula needs to determine the result, youcan use the feature. When goal seeking, Microsoft

Excel varies the value in one specific cell until a formula that's

dependent on that cell returns the result you want.

For example, use to change the

interest rate incrementally until thepayment value equals 900.

A scenario is a set of values that Microsoft Excel saves and can

substitute automatically in your worksheet. You can usescenarios to forecast the outcome of a worksheet model. You

can create and save different groups of values on a worksheet

and then switch to any of these new scenarios to view different

results.

For example, if you want to create a budget but are uncertain of your revenue, you

can define different values for the revenue and then switch between the scenarios to perform what-if

analyses.




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In the example above, you could name the scenario Worst Case, set the value in cell B1 to Rs.50,000, and

set the value in cell B2 to Rs.13,200.

You could name the second scenario Best Case and change the values in B1 to Rs.150,000 and B2 to

Rs.26,000.

On the menu, click , and then clickthe tab.

Select thecheck box, and then click .

When prompted, save the workbook.

On the menu, click , and then save the shared

workbook on a network location where other users can gain

access to it.




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To interrupt a macro before it completes its actions, press ESC.

Open the workbook that contains the macro.

On the menu, point to , and then click .

In the box, enter the name of the macro you

want to run.

Click .

Before you edit a macro, you should be familiar with the Visual

Basic Editor. The Visual Basic Editor can be used to write and

edit macros attached to Microsoft Excel workbooks.

On the menu, point to , and then click .

In the box, enter the name of the macro.

Click .




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Create a macro

Lets Create a macro which toggles between show and hide gridlines. First Record a Macro.

First goto to Tools menu, point to options, view tab and deselect

the gridlines checkbox.

On the menu, point to , and then click

.

In the box, enter Gridshow.

Assign a shortcut key .

Select Personal Macro Workbook in store macro in.(this will

make the macro run in each and every workbook on excel)




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Click ok, this will activate the macro recording toolbar.

Now start recording the steps for the macro Gridshow.

Goto to menu, point to , tab and select

the gridlines checkbox, then click ok.

Stop the macro recording by clicking stop icon on the macrorecording toolbar.

Now we have just created the macro to show the gridlines.

Note to run this macro check whether the gridlines are off.

Goto to menu, point to Macro , Macros.

Select the macro gridshow

click Edit.

When you click edit, it will switch to visual basic editor for Ms

Excel displaying the window below.

Now, make the following changes in the macro window

Remove the line ActiveWindow.DisplayGridlines = True

And enter the following VBA statements : -

mygrid = ActiveWindow.DisplayGridlines

ActiveWindow.DisplayGridlines = Not mygrid




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Then click on and select

,Now the Gridshow macro has been edited to

toggle to show / hide the gridlines.

To check whether the macro is working you can press the

following key combinations which you assigned while creating

the macro eg. Ctrl + Shift + G.

You can run a macro from a button on a built- in toolbar or acustom toolbar.

On the menu, click .

If the toolbar that contains the button is not visible, click the

tab, and then select the check box next to the toolbarname.

If the button you want to run the macro from is not on atoolbar, click the tab, and then click in the

list. In the list, drag thebutton onto a toolbar.

Right-click the toolbar button, and then click onthe shortcut menu.

In the box, enter the name of the macro.




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excel 2000 advance notes

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