excel lecture slides

8/3/2019 Excel Lecture Slides

1/45

Management Information SystemsManagement Information Systems

Introduction to MS ExcelIntroduction to MS Excel

Presented by:Presented by:

Imdadullah, LecturerImdadullah, Lecturer

CBA, KSUCBA, KSU


2/45

By: Imdadullah, LecturerDepartment of MIS, CBA, KSU

2

ExcelExcelA Spread Sheet ProgramA Spread Sheet ProgramA spreadsheet is a computer application that simulates a paper

worksheet. It displays multiple cells that together make up a gridconsisting of rows and columns, each cell containing either

alphanumeric text or numeric values. A spreadsheet cell may

alternatively contain a formula that defines how the contents of that

cell is to be calculated from the contents of any other cell (or

combination of cells) each time any cell is updated. Spreadsheets

are frequently used forfinancial information because of their abilityto re-calculate the entire sheet automatically after a change to a

single cell is made.


3/45


3

Excel FirstExcel First ScreenScreen


4/45


4

Cell AddressCell Address

Cell Address shows where the pointer is located in theworksheet

Cell Address is composed of Column Number followed by

Row Number

For Example A4 means Column A and Row 4

Total Rows : 65536

Total Columns : 256


5/45

By: Imdadullah, LecturerDepartment of MIS, CBA, KSU 5

Work Book V/s Work SheetWork Book V/s Work Sheet

A workbook is a spreadsheet file. Bydefault, each workbook in Excel contains

three pages or worksheets.

The term spreadsheet is often used torefer to a workbook, when in actual fact,

spreadsheet refers to the computerprogram, such as Excel.


6/45


Labels : Left Justified

Numbers : Right Justified

Formula : 1. Result is Displayed in Cell

2. Formula is Displayed inFormula Bar

Types of DataTypes of Data


7/45


Class PracticalClass Practical


8/45


There are three methods to insert the SUM functionMethodsMethods--111. Locate the pointer in the cell where you need the

sum2. Click on icon in the standard toolbar3. A range of numeric values is selected automatically

and the user is asked for confirmation as givenbelow:

4. Press Enter Key if the selection is correct or change

the range of values by dragging mouse pointer andthen press Enter key to get final sum.

The SUM FunctionThe SUM Function


9/45


MethodsMethods--221. Locate the pointer in the cell where you

need the sum

2. Type =Sum(

3. Select the range of numeric values eitherthrough pressing Shift+Cursor key ordragging the mouse pointer. Celladdresses of the selected range will bedisplayed as A3:C3

4. Type ) and press Enter key to completethe formula. Sum will be shownimmediately after pressing the Enter key.

The SUM Function (Continued)The SUM Function (Continued)


10/45


MethodsMethods--331. Locate the pointer in the cell where you

need the sum

2. Type =3. Click on the value to be added and type +4. Repeat step 3 until all the values are

covered and the formula will look like=A3+B3+C3

5. Press Enter key to complete the formula.Sum will be shown immediately after theEnter key is pressed.

The SUM Function (Continued)The SUM Function (Continued)


11/45


TheThe AVERAGEAVERAGE FunctionFunction

AVERAGE function is used to find average ofa range of numeric values.

Locate the pointer in the cell where youneed the average

Type =AVERAGE(=AVERAGE(

Select the range of numeric values eitherthrough pressing Shift+Cursor key ordragging the mouse pointer. Celladdresses of the selected range will bedisplayed as A3:C3A3:C3

Type )) and press Enter key to completethe formula. Average will be shownimmediately after pressing the Enter key.


12/45


Example: A student scores 453 marks out ofExample: A student scores 453 marks out of750, find %age result750, find %age result

1. Locate the pointer in the cell where youneed the percentage

2. Type ==

3. Click on the numerator value then type //

4. Click on the value denominator value. Theformula will look like ==D18/E18D18/E18. Nowpress Enter key

5. To convert the result into percentageformat, click on Format > Cell >Percentage > OK

Finding PercentageFinding Percentage


13/45


Example: A company imports someExample: A company imports somegoods of SR 100,000. Find 3% Tax.goods of SR 100,000. Find 3% Tax.

1.Locate the pointer in the cell whereyou need the Tax amount

2.Type =3/100*=3/100*

3.Click on total amount, the formula isshown as =3/100*D21=3/100*D21

4.Press Enter key, 3% tax of the totalamount is displayed.

Finding Tax (etc.) PercentageFinding Tax (etc.) Percentage


14/45


Count function is used to count numericvalues.

Locate the pointer in the cell where youneed to count a range of numeric values

Type =COUNT(

Select the range of numeric values eitherthrough pressing Shift+Cursor key ordragging the mouse pointer. Celladdresses of the selected range will bedisplayed as A3:C3

Type ) and press Enter key to completethe formula. Result is shown immediatelyafter pressing the Enter key.

The COUNT FunctionThe COUNT Function


15/45


MAX function is used to find the maximumnumeric value within a given range. Locate the pointer in the cell where you

need to find the maximum value Type =MAX(


Type ) and press Enter key to completethe formula. Required maximum value isdisplayed immediately after pressing theEnter key.

The MAX FunctionThe MAX Function


16/45


MIN function is used to find the minimumnumeric value within a given range. Locate the pointer in the cell where you

need to find the maximum value Type =MIN(


Type ) and press Enter key to completethe formula. Required minimum value isdisplayed immediately after pressing theEnter key.

The MIN FunctionThe MIN Function


17/45


IF checks whether a condition is met, andreturns one value if TRUE, and anothervalue if FALSE

General form:

=IF(logical_test, value_if_true,value_if_false)

Locate the pointer in the cell where IFfunction is required.

Type =IF(D5>=50,"Pass","Fail")

D5 is the cell address whose value iscompared with 50. If its value is greaterthan or equal to 50, the Pass is displayedotherwise Fail is displayed.

The IF FunctionThe IF Function


18/45


STDEV function estimates standarddeviation based on a sample (range ofnumeric values)

Locate the pointer in the cell where youneed to calculate the standard deviation

Type =STDEV( Select the range of numeric values eitherthrough pressing Shift+Cursor key ordragging the mouse pointer. Celladdresses of the selected range will bedisplayed as A3:E3

Type ) and press Enter key. Result isshown immediately after pressing theEnter key.

The STDEV FunctionThe STDEV Function


19/45


SQRT function is used to calculatesquare root of a number. Locate the pointer in the cell where

you need to calculate square root

Type=

SQRT( Select the cell for which square rootis calculated. The formula looks likes =SQRT(A3

Type ) and press Enter key.

Calculated square root value isdisplayed immediately after pressingthe Enter key.

The SQRT FunctionThe SQRT Function


20/45


SIN function is used to find the Sinetrigonometric ratio of an angle.

Click on the cell where SIN value isrequired

Type =SIN(

Click on the cell (angle) for which Sinvalue is needed. The angle is consideredin Radians =SIN(A3. If measurementunit of angle is degree, then the angleshould be multiplied by Pi/180 as=SIN(A3*3.143/180

Type ) and press Enter key. Sin value forthe given angle is displayed.

The SIN FunctionThe SIN Function


21/45


COS and TAN functions areused to find the cosine andtangent (trigonometric ) ratios

of an angle respectively.

Method same as of SINfunction

The COS and TAN FunctionsThe COS and TAN Functions


22/45


Sorting data means rearranging records inascending or descending order based on any Field/ Column

Select records

Click on dropdown menu Data

Click on Sort

Select the desired options in the SORT dialoguebox and click OK.

Sorting DataSorting Data


23/45


Filtering is a quick and easy way to find and work with a subset ofdata in a range. A filtered range displays only the rows thatmeet the criteria

Select records

Click on dropdown menu Data

Click on Filter>AutoFilter

The selected records are shown in Filtered format. Now, you

can filter data according to the criteria. You can display All,some records from top, one record or some records under anycriteria by selecting Custom option.

Filtering DataFiltering Data


24/45


Excel can generate a built-in data form (data form: A dialog box thatdisplays one complete record at a time. You can use data formsto add, change, locate, and delete records.) for your range. Thedata form displays all of your column labels in a single dialog box, witha blank space beside each label for you to fill in data for the column.You can enter new data, find rows based on cell contents, updateexisting data, and delete rows from the range.

Select records (range of data)

Click on dropdown menu Data > Form A form is displayed containing all the fieldnames. You can add, delete,

or find records.

Data FormData Form


25/45

By: Imdadullah, LecturerDepartment of MIS, CBA, KSU25

Ensuring valid data entry is an important task. You may want to restrict data entry toa certain range of dates, limit choices by using a list, or make sure that only

positive whole numbers are entered. Providing immediate help to instruct usersand clear messages when invalid data is entered is also essential to make the dataentry experience go smoothly.

Select one or more cells to validate.

On the Data menu, click Validation, and then click the Settings tab.

To specify the type of validation that you want, do one of the following:

Any value, whole number, decimal, List, Date, Time, Text Length or Custom

In Custom, any criteria can be given e.g. >=3000

Data ValidationData Validation


26/45


26

By Using the Chart wizard, you can easily create a chart in Microsoft Excel. Inthis wizard, you can choose from a variety of chart types and specify variouschart options.

Method:

Click on the dropdown menu Insert > Chart or click on Chart Iconin standard toolbar

Select Chart Type like Bar Chart, Line chart, Pie Chart etc and click on Next.

Now select the Data Range or add/remove series in the following dialogue

box and click next

Charts CreationCharts Creation


27/45


27

The Chart Options dialogue box appears. Select the options asdesired like Title, Axes, gridline, Legend etc. and click Next

Charts Creation (Continued..)Charts Creation (Continued..)


28/45


28

The last step is opt for whether the chart may be inserted as newsheet or as object in (inserted in worksheet)

Select one of the two options and click on Finish. The chart will bedisplayed.

Charts Creation (Continued..)Charts Creation (Continued..)


29/45


29

DB function stands for Declining Balance. Thisfunction is used to find out the depreciation of thefixed asset by using declining balance method.

To insert DB function, Click on INSERT>Functions.Then select financial functions and click on DB, youwill see the following dialogue box.

The DB FunctionThe DB Function


30/45


30

Then provide these values Cost, Salvage, Life, Period, Monthand click on OK button. Depreciation for the specific periodwill be found.

Cost: is the initial cost of the asset

Salvage: is the salvage value at the end of the life of the asset

Life: is the number of periods over which the asset is beingdepreciated

Period: is the period for which you want to calculatedepreciation

Month: is the number of months in the first year.

Example:

DB Function ContinuedDB Function Continued


31/45


31

FV returns the future value of an investment based onperiodic, constant payments and a constant interest rate. Syntax FV(rate,nper,pmt,pv,type) Rate is the interest rate per period. Nper is the total number of payment periods in an

annuity.

Pmt is the payment made each period; it cannotchange over the life of the annuity.

Pv is the present value, or the lump-sum amount thata series of future payments is worth right now. If pv isomitted, it is assumed to be 0 (zero), and you mustinclude the pmt argument.

Type is the number 0 (at the end of year) or 1 and

indicates when payments are due. If type is omitted, it isassumed to be 0. To insert FV function, Click on INSERT>Functions. Then

select financial functions and click on FV, you will see thefollowing dialogue box.

The FV FunctionThe FV Function


32/45


32

This dialogue box isshown:

Provide all values in thedialogue box and click onOK. Future value is found.

Example:

FV Function ContinuedFV Function Continued


33/45


33

The PV function returns the value in todays currencyof a series of future payments, assuming periodic,

constant payments and a constant interest rate

Syntax PV(rate,nper,pmt,fv,type) Rate is the interest rate per period.

Nper is the total number of payment periods in anannuity. Pmt is the payment made each period; it cannot

change over the life of the annuity. fv is the future value (covered in previous slides). Type is the number 0 (at the end of year) or 1 and

indicates when payments are due. If type is omitted, it is

assumed to be 0. To insert PV function, Click on INSERT>Functions. Then

select financial functions and click on PV, you will see thefollowing dialogue box.

The PV FunctionThe PV Function


34/45


34


Provide all values in thedialogue box and click onOK. Present value isfound.

Example:

PV Function ContinuedPV Function Continued


35/45


35

The PMT function computes the periodic payments for a loan,assuming constant payments and a constant interest rate. Thesyntax of the PMT function is:

PMT (rate,#per,pv,[fv],[type])

rate is the per period interest rate on the loan. In our example, we'lluse one month as a period, so rate =0.08/12, or 0.006666667.

#per is the number of payments made. In our case, #per=10.

pv is the present value of all our payments. That is, pv is the amount ofthe loan. In our case, pvequals SR10,000.

fv is an optional argument that indicates the cash balance you wantafter making the last payment. In our case, fv is 0. Iffv is omitted,Excel assumes it is 0. If you want to have all but SR1,000 of the loanpaid off at the end of10 months, fvwould equal -1,000.

type is 0 or 1 and indicates when payments are due. Iftype equals 0 oris omitted, payments are made at the end of the period. In thisexample, we'll first assume end of month payment. Iftype is 1,payments are made (or money deposited) at the beginning of the

period.

To insert PMT function, Click on INSERT>Functions. Then selectfinancial functions and click on PMT, you will see the following dialoguebox.

The PMT FunctionThe PMT Function


36/45


36


Provide all values in thedialogue box and click onOK.

Example: Solved ExampleofLoan taken for 10months @8% yearly onNext Page

PMT Function ContinuedPMT Function Continued


37/45


37

PMT Function ContinuedPMT Function Continued


38/45


38

The arrangement of data for storage or display is called formatting. Toformat cell(s), select the cell(s) to be formatted and follow the

steps:1. Click on Format Menu2. Click on Cells (or press Ctrl-1 alternatively for steps1 & 2). The

following dialogue box is displayed

Formatting CellsFormatting Cells


39/45


39

There are six tabs in the Format Cells dialog box: Number,Alignment, Font, Border, Patterns, and Protection.

1. Number Tab: This tab contains options regarding formats ofnumbers. These are General, Number, Accounting, date, time,Percentage, Fraction, Scientific, text, Special and custom. Bydefault, the general format. The user can select any format asper requirement.

2. Alignment Tab: It contains options to align text horizontally(left, center, right, justify etc), vertically (left, center, right,

justify etc), orientation of text, merging of cells etc.

3. Font Tab: Here the user can select a specific font type, size of text,colour and underline text etc.



40/45


40

4. Border Tab: To surround the cells with border (lines), borderoption is used. It contains line types, lines colours, and options to

draw border on left, right, top and bottom etc.

5. Pattern Tab: It has the patterns and colours shown in thedialogus box:

6. Protection Tab: It has two options Locked and Hidden butthese options work only when the worksheet is protected. Toprotect the sheet, click on Tools menu> Protect Sheet



41/45


41

Conditional Formatting is based on fulfillment of a condition. If thecondition is true, formatting takes and no action otherwise.

Select the cells in which conditional formatting is required. Then clickon Format Menu > Conditional Formatting. The following dialoguebox is displayed:

Conditional FormattingConditional Formatting

Select condition with

appropriate values,then click on format.

Then select options inFormat Cells Dialogue

Box

12

3


42/45


42

Click on File Menu > Page Setup. The following dialogue box isdisplayed:

Page SetupPage Setup

It contains four tabs i.e., Page,Margins, Header/Footer andSheet.

Page Tab: In Page Tab,orientation(i.e., Portrait /Landscape), Scaling and PaperSize can be selected.

Margins Tab: Margin means theblank space from any edge to thetext. Margins are on all four sidesi.e., Top, Bottom, Left and Right.Other than these four, marginfrom header and amrgin from

footer can also be adjusted.


43/45


43


Header/Footer TabHeader/Footer Tab:: InMicrosoft Excel, headersand footers are lines of textthat print at the top(header) and bottom(footer) of each page in thespreadsheet.

In Excel, Header and footerboth areas are divided intothree i.e., Left Section,Center Section and RightSection. In these sectionthe user can type any textlike title and insert page#,time date etc.

Write your text in the desiredleft/center/right section(s)and the click OK


44/45


44


Sheet Tab

Sheet Tab:: This tab containsfour major options:

Print Area: A Particulararea in the sheet can beselected for printing. Whenprint command is given,complete sheet is notprinted, only selected area

is printed. To select PrintArea click on in frontof Print Area. Then selectrows and columns and clickon red area

Print Titles: Here you can select the rows/columns to be repeated inevery page. Procedure is same is above for print area.

Print: Here are different options to print gridlines, row and columnsheadings etc. These are turned on/off as per requirements. Page Order: There are two main options: Down, then over mean thepages are printed from top to bottom and the next series is started if thereare horizontally more pages in the sheet. Over, then down means thathorizontally all pages are printed first and vertically next series is startedthen.


45/45


45

Printing SheetPrinting SheetTo print sheets, click on File

> Print or click on instandard toolbar. The Printdialogue box is displayed.It contains five importantoptions Printer, Properties,Print Range, Copies andPrint What:

Printer: From here you canselect printer of your ownchoice among the printerinstalled on your computer.

Properties: Properties of printer like paper size, quality of output etc. areset from here. Print Range: Print range means how much pages of sheet are required to

be printed i.e. all pages or some pages. Copies: Copies means how much times the same page to be printed. Thedefault number of pages is 1. It can be increased if required.Print What: It contains three options i.e. Selection (selected area of sheetis printed only), Entire workbook (all sheets of workbook are printed) andActive Sheet (the sheet which is active that is printed only.)

excel lecture slides

Documents