learning ms excel - a handout

Microsoft®

Office Excel 2003

Course ContentLesson One

Explore the Excel window Use help and the Office Assistant Create workbooks Navigating through workbooks Inserting & deleting worksheet Enter and edit data AutoFill Feature Custom List Settings to print a workbook Customize Toolbars & Menus

Lesson Two Referencing Hide & Displaying Data Adding Comments

Lesson Three Formatting Data Add Borders & Shading Conditional Formatting Work with styles Merge & Split Cells

Lesson Four Create, modify, and print charts

Lesson Five Sort & Filter Data Basic Functions Using Lookup functions Creating Data Forms

Lesson Six Inserting Clip arts in a worksheet Autoshapes

Microsoft® Office Excel 2003: Basic 2

Lesson OneIntroducing Excel

Excel, as you probably know, is a spreadsheet program and is part of the Microsoft Office Suit. There are many other spreadsheet program available, but Microsoft excel is far more popular. It is so versatile that it performs numerical as well as non-numerical applications.

To start Excel click the start button, selecting programs and selecting Microsoft Excel

Understanding Excel Screens

Excel are often intimidated by different element that appear within Excel’s window. You will see that Excel screen really isn’t all that difficult to understand after you learn what the various pieces do.

Using Menus


Excel Menu bar located directly below the title bar, it is always available and ready for your command. The Excel menu change, depending on what you are doing, for eg: if you are working with Chart or picture the menus related to it get activated.

Click the menu name with the mouse pointer or press the <Alt> key and the letter that is underlined in the menu name

Excel’s new personalized menus hide more advanced commands from view. To display a menu’s hidden commands click downward pointing arrow at the bottom of the menu or open the menu and wait a few seconds

To Change How Menus Work: Select View ToolbarsCustomize from the menu, check or clear either Always Show Full Menus / Show full menus after a Short Delay options, then click Close.

Fig 1.1

Using Toolbars, Hiding, Displaying and Moving Toolbars.

Excel includes convenient toolbars that provide another way of issuing commands. To learn Excel’s Toolbars button simply click the toolbar button you want to use and leave the pointer over the button to display a screen tip of what the button does.

In Excel 2003 the Standard and Formatting toolbars are together on the same row by default. To stack these toolbars on separate rows select ViewsToolbarsCustomize from the menu and check the show Standard and Formatting toolbars on two rows in the Option title.

To View or Hide a Toolbar Select ViewToolbars from the menu and select the toolbar you want to display or hide or right click any toolbar or menu and select the toolbar you want to display or hide from the short cut menu.


Move a toolbar by dragging its move handle (if the tool bar is docked) or title bar (if the tool bar is floating).

Understanding Dialog boxes

Many Excel commands display dialog boxes like Buttons, Option Buttons, check boxes, Range selection Boxes, List Boxes drop-down Boxes and sheet tabs.

Keystroke and right mouse button shortcuts.

In Excel you can also use Keystroke shortcuts this can be done by Pressing <Ctrl> and the letter that corresponds to the shortcut command at the same time e.g.: Ctrl+S to save the file and also we can by clicking Right-mouse button shortcut menus can be activated Whenever you’re unsure or curious about what you can do with an object, click it with the right mouse to display a list of commands related to the object

Creating a new workbook

To Create a New Workbook Click the New button on the Standard toolbar or select FileNew from the menu or press <Ctrl+N>.

Opening a Workbook

To open a workbook: Click the Open button on the standard toolbar, or select FileOpen from the menu, or press <Ctrl>+<O>


Saving a Workbook

To Save a Workbook: Click the Save button on the Standard Toolbar or select FileSave from the menu or press <Ctrl>+<S>. if you want to save the file with a different file name then Select FileSave As from the menu and enter a different name for the workbook.

Moving the cell pointer

To enter or edit a value in a active cell you can use the mouse by Select the cell you want to edit by clicking it with the mouse pointer or by using the keyboard arrow keys.

Pressing <Enter> moves the cell pointer down; <Tab> moves the cell pointer to the right, and <Shift>+<Tab> moves the cell pointer to the left.

Use the horizontal and vertical scroll bars and buttons to view portions of the worksheet that are located off-screen.

Navigating a Worksheet

<Page Up> moves up one screen, <Page Down> moves down op one screen.<Ctrl>+<Home> moves to he first cell (A1) in a worksheet.<Ctrl>+<End> moves to the last cell with the data in a worksheet.<F5> Opens the Go To dialog box, where you can specify a cell address to jump to.

Switching Between Sheets in a Workbook

Switch to a worksheet by clicking its sheet tab at the bottom of the screen. Right-clicking the sheet tab scroll buttons lists all the worksheets in a shortcut menu. The sheet scroll tab buttons, located at the bottom of the screen, scroll through the worksheet

tabs in a workbook.

Inserting and Deleting Worksheets

To Add a New Worksheet: Select Insert Worksheet from the menu or right-click on a sheet tab, select Insert from the shortcut menu, and select Worksheet from the Insert dialog box.

To Delete a Worksheet: Select Edit Delete Sheet from the menu or right-click on the sheet tab and select Delete from the shortcut menu.

Renaming and Moving Worksheets


Active Cell Vertical scroll bars

Horizontal scroll bars

By default, worksheets are named Sheet 1, Sheet 2, Sheet 3 and so on. To Rename a Worksheet: There are three methods:

(1) Double-click the sheet tab and enter a new name for the worksheet(2) Right-click the sheet tab, select Rename from the shortcut menu, and enter a new name for the worksheet.(3) Select Format Sheet Rename from the menu, and enter a new name for the worksheet.

Move a worksheet by dragging its sheet tab to the desired location. Copy a worksheet by holding down the <Ctrl> key while dragging the worksheet’s tab to a

new location.

Working with Several Workbooks and Windows

Click the Select All button to select all the cells in a worksheet. Switch between open windows by selecting Window from the menu and selecting the name

of the workbook you want to view. Select Window Arrange All to view multiple windows at the same time. Click a window’s Maximize button to maximize a window, and click the window’s Restore

button to return the window to its original size. To Manually Resize a Window: Restore the window, then drag the edge of the window until

the window is the size you want. To Move a Window: Drag the window by its title bar to the location where you want to

position the window.

Splitting and Freezing a Window

To Split Panes: Drag either the vertical or horizontal split bar or move the cell pointer to the cell below the row and to the right of the column you want to split and select Window Split from the menu.

To Freeze Panes: Split the window into panes, then select Window Freeze Panes from the menu.

Entering Labels in a Worksheet

Labels are used worksheet heading and (usually) text. Excel treats information beginning with a letter as a label, and left-aligns it in the cell.

Entering values in a Worksheet and selecting a cell range

Values are the numerical information in a worksheet that are used in calculations. Excel treats numbers, dates, and times as values and automatically right-aligns them in the cell. To select cell range: (Using the mouse) Click the first cell or range and drag the mouse pointer to

the last cell of the range. (Using the keyboard) Make sure the active cell is the first cell of the cell range, then press and hold down the <Shift> key while using the arrow keys to move the mouse pointer to the last cell of the range.


Entering Formulas

A formula is entered into a cell. It performs a calculation and returns a result. Formulas use arithmetic operators to work with values, text, worksheet functions, and other formulas to calculate a value in the cell. Values and text can be located in other cells, which makes changing data easy and gives worksheets their dynamic nature.

Every formula must start with the equal symbol (=) To enter a Formula:

1. Select the cell where you want to insert the formula,2. Press = (the equal sign), 3. Enter the formula, using values, cell references, operators and

functions. 4. Press <Enter>

To reference a cell in the formula: Type the cell reference, for example B5, or simply click the cell you want to reference

Calculating Value Totals with AutoSum

1) Click the cell where you want to insert the total, 2) Click the AutoSum button on the Standard toolbar, 3) Verify that the cell range selected is correct—if it isn’t the cell range you want to total, 4) Press <Enter>

Using AutoFill

1) Enter at least two values into adjacent cells, 2) Select those cells, 3) Click and drag the cell pointer’s fill hands to complete the series you select


Creating Custom List

You may want to create a custom list. For example, your company may have several stores, and you want the stores to be listed in a particular order. If you create a custom list, sorting puts the items in the order that you specify in the list.

To create a custom list, select Tools -> Option -> Custom Lists dialog box. Select the NEW LIST option and make your entries in the List Entries box. Or you can import your custom list from a range of cells by using the Import button.

Previewing and Printing Worksheet

Excel has options that provide you with great deal of control over the printed page so that you can make your printed report even better.

If you want to print a copy of a worksheet with no formatting, use the print button on the Standard toolbar, using default settings. If you have made any changes in print setting, Excel uses the new setting.

Open the Print Dialog box by selecting FilePrint from the menu. You can specify the number of copies and which pages to print. You can also press <Ctrl>+<P>.

If you have to make some setting in printout then you need to do the setting in page setup, to select page setup File Page Setup from the menu.


To preview a worksheet: Click the Print Preview button on the standard toolbar, or select FilePrint Preview from the menu

Creating Headers, Footers, and Page Numbers

Add headers and footers to your worksheet by selecting File Page Setup from the menu and clicking the Header/Footer tab. Select a preset header or footer from the Header or Footer dropdown list or create your own by clicking the Custom Header or Custom Footer button.

Specifying a Print Area and Controlling Page Breaks

To Select a Print Area: Select the cell range you want to print and select File Print Area Set Print Area from the menu.

To Clear a Print Area: Select File Print Area Clear Print Area from the menu. You can insert a manual page break by moving the cell pointer to the cell where the page

should start and selecting Insert Page Break from the menu. To Adjust Where the Page Breaks: Select View Page Break Preview from the menu,

drag the Page Break Indicator line to where you want the page break to occur. Select View Normal from the menu when you are finished.

Adjusting Page Margins and Orientation

To Adjust Margins: Select File Page Setup from the menu and click the Margins tab. Adjust the appropriate margins.

To Change a Page’s Orientation: Select File Page Setup from the menu and click the Page tab. In the Orientation section, select either the Portrait or Landscape option.


Adding Print Titles and Gridlines

To Print or Suppress Gridlines: Select File Page Setup from the menu and click the sheet tab. Add or Remove the check mark in the Gridlines check box.

To print Row or Column Titles: Select File Page Setup from the menu and click the Sheet tab. Specify which row(s) or column (s) should appear at the top and/or left of every page in the appropriate boxes under the Title Section.

Changing the Paper Size and Print Scale

To Change the Print Scale: Select File Page Setup from the menu and click the Page tab. Enter percent number in the % Normal Size text box or enter the number of pages you want the worksheet to fit on.

To Change the Paper Size: Select File Page Setup from the menu and click the Page tab. Click the Paper Size list to select the paper size.

Getting help from Office Assistant

You can ask the Office Assistant (the cute animated character) your help questions in conversational English. This is the easiest and most common method of getting help

Press <F1> to open the Office Assistant, type your question in normal English, and click Search

Changing the Office Assistant and Using the What’s This? Button

To change the Office Assistants: If necessary, select HelpShow Office Assistant from the menu. Right=click the Office Assistant and select Choose Assistant from the shortcut menu. Click the Next or Back buttons until you find an Office Assistant you like, and then click OK.

To hide the Office Assistant: Right-click the Office Assistant and select Hide from the shortcut menu

To see what a Control in a Dialog Box Does: Click the Dialog box “What is This” button (located right next to the close button) and click the control you want more information on with the pointer.


Closing the workbook and Exiting Excel

To Close a Workbook: Click the Workbook windows Close button or select FileClose from the menu and to Exit Microsoft Excel: Click the Excel program Close button or select FileExit from the menu

Lesson Two

Entering Date & Time Values and Using Auto Complete

Excel treat dates and times as special types of numeric values. Typically these values are formatted so that they appear as date or times which are easier to understand as they appear in the correct format. You can enter dates in cells using almost any type of date format: 1/1/99, 1-1-99, January 1, 1999, etc.

To use Auto Complete type the first few characters of a label; Excel displays the label, if it appears previously in the column. Press <Enter> to accept the entry or resume typing to ignore the suggestion. To Use the Pick from List Right click the cell where you want to enter a label, select Pick from List from the shortcut menu, and select the entry from the list

Editing, Clearing and Replacing cell Contents

To clear cell contents Select the cell or cell range and press <Delete> key also you can Entering information into a cell replaces its previous content.

To edit a cell’s contents in formula bar Select the cell, then click the formula bar and edit the cell content and press <Enter> when you’re finished.

To edit a cell’s content in the cell itself Double click the cell you want to edit, edit the cell content and press <Enter> when you’re finished.

Cutting, Copying and pasting Cells:

Cut cells or cell ranges by selecting the cell or cell range and using one of four methods to cut:

1. Click the cut button on the standard toolbar.


2. Select EditCut from the menu.3. Press <Ctrl>+<X>.4. Right Click and select Cut from the shortcut menu.

Select the cell where you want to paste the cut cell(s) and press <Enter>

Copy cell or cell ranges by selecting the cell or cell range and using one of four methods to cut:

1. Click the Copy Button on the standard toolbar.2. Select EditCopy from the menu.3. Press <Ctrl>+<C>.4. Right Click and select Copy from the shortcut menu.

Paste copied cells by selecting the cell where you want to paste the copied cell(s) and using one of the four methods.

1. Click the Paste Button on the standard toolbar.2. Select Editpaste from the menu.3. Press <Ctrl>+<V>.4. Right click and select Paste from the shortcut menu.

Moving cells with Drag and Drop

Select the cell or cell range you want to Move Drag the selection by its outside boarder to upper left cell of the area where you want to move the cells and release the mouse button.

Collecting and pasting Multiple Items

Whenever you cut or copy information in an Office program, you can place the data on both Windows Clipboard and the Office Clipboard. When you copy information to the Office Clipboard, you append the information to the Office Clipboard instead of replacing what is already there. With multiple items stored on the Office Clipboard, you can paste the items either individually or as a group.

To use Office Clipboard Select ViewTask Pane, then use the Task Pane selector to view the Clipboard Task Pane.


To paste the Contents from a Windows Clipboard you can paste either by clicking the Paste Tool on the Standard Toolbar, by Choosing Edit Paste, by pressing Ctrl+V, or by right-clicking to choose Paste from shortcut menu.

Working with Absolute and Relative Cell Reference

All formulas include references to cells or ranges. These references enable your formulas to work with the data contained in those cells or ranges rather than simply with fixed values.

When you use a cell or range reference in a formula, you can use three types of references:1. Relative cell references are based on their position relative to the cell that contains the

formula. The cell references change if the cell is moved to a new location eg: A1 to B1.2. Absolute cell references are preceded by $ signs and always refer to a particular cell

references. They do not change if the cell is moved to a new location eg: $A$1.3. Mixed cell references are either the row or column is relative, and the other is absolute eg.

$A1 or A$1. Press <F4> while selecting a cell range to make it an absolute, mixed or relative

reference

Using the Paste Special Command

The Paste Special command lets you specify what you want to copy, such as resulting value of a formula without copying the formula itself or a cell’s formatting options.

To use the Paste Special command: Cut or Copy a cell or cell range select the upper left cell of the area where you want to Paste the Copied cell(s), select Edit Paste Special from the menu, select and option from the Paste Special Dialog box and click OK.

Inserting and Deleting Cells, Rows and Columns

The number of rows and columns in a worksheet is fixed, you can still insert and delete rows and columns if you need to insert additional information. The operations don’t change the number of rows and columns. Rather, inserts a new row and moves down the other rows to accommodate the new row and the last row is removed simply from the worksheet if it is empty and does similarly for a column.

To insert a row or Column: Select the row or column headings where you need to insert the column or row, Right Click the selected row or column heading and select Insert from the shortcut menu or select the row or Column headings where you want the row or column to be inserted and select InsertColumns or Rows from the menu.

To Delete a Row or Column: Select the row or column headings you want to delete and either

right click the selected row or column heading(s) and select Delete from the shortcut menu or select EditDelete from the menu.

To Delete a cell range: select the cell range you want to delete, either right click the selection and select Delete from the shortcut menu or Select EditDelete from


the menu and then specify how you want adjacent cells

shifted.

Using Undo and Redo action

After having done an activity if you want to reverse or go back to the previous action Undo command is used and to go back Redo command is used.

Undo: undo your mistake or last action by clicking the Undo button on the standard toolbar or by Selecting EditUndo from the menu or by pressing <Ctrl>+<Z>.

Redo: Redo the Undo action by clicking Redo Button on the standard toolbar or by selecting EditRedo from the menu or pressing <Ctrl>+<Y>

Multi Level Undo / Redo: Click the arrows on the Undo or redo button on the standard toolbar to Undo or redo several actions at once

Repeat: Repeat your last command by pressing <Ctrl>+<Y> or by selecting EditRepeat from the menu

You can reverse the effects of last 16 commands that you executed by selecting and once saved you file all the action gets removed.

Checking your Spelling

To Check for Spelling errors: Click the Spelling Button on the standard toolbar or select ToolsSpelling from the menu

Finding and Replacing Information

Excel has a powerful Find and Replace feature that makes it easy to locate information in a worksheet or across multiple worksheets in a workbook.

To Find the information in a work sheet Excel allows you to select cells by their content and using find option i.e. Select EditFind from the menu or press <Ctrl>+<F>. Enter the text you want to search for in the Find what box, and click the Find Next button. You can click the Find next button if there is more than once occurrence until you find the text you’re looking for.


To Replace information Select EditReplace from the menu or press <Ctrl>+<H> Enter the text you want to search for in the Find What Box type the new text in the Replace With Box. Click the Find Next button to find the text and Replace button to replace the text. Click Replace All to replace every occurrence of the text in the workbook

Inserting Cell Comments

In Excel documentation that explains certain element in the worksheet can often b helpful. One way is to add Comments to cells. This feature is useful when you need to explain how a formula works or explain a particular value.

To Insert a Comment: Right-Click the cell you want to attach a comment to and select Insert Comment from the shortcut menu. Enter the comment and click anywhere outside the comment area when you’re finished

To Edit a Comment: Right-Click the cell that contains the comment you want to edit and select Edit Comment from the shortcut menu. Edit the comment and click outside the comment area when you’re finished adding to the comment

To delete a Comment: Right-Click the cell that contains the comment you want to edit and select Delete Comment from the shortcut menu


Hiding Columns, Rows, and Sheets

To Hide a Column or Row: Right-click the column heading or the row heading. Select Hide from the shortcut menu.

To Hide a Sheet: Select the sheet you want to hide. Select Format Sheet Hide. To Unhide a Sheet: Select Format Sheet Unhide. Select the worksheet you want to

unhide.


Lesson ThreeThe Formatting toolbar provides quick access to the most commonly used formatting options. Start by selecting the cell or range; then use the appropriate tool on the Formatting toolbar. Enter some data, select some cells, and then click the buttons to change the appearance. Note that three of these toolbar buttons (Borders, Fill Color, and Font Color) are actually drop-down controls. Click the small arrow on the button, and the button expands to display your choices.

Formatting fonts with the Formatting Toolbar

Change the style of text by clicking the Bold button, Italics button or underline button on the formatting toolbar

Change the font type by selecting a font from the Font list on a formatting toolbar

Change the font size by selecting the pt.size from the font size list

Formatting values

To apply number formatting using the Formatting toolbar: select the cell or cell range you want to format and click the appropriate number formatting button(s) on the formatting toolbar

The number formatting button on the formatting toolbar include currency, percent, comma, Increase decimal and decrease decimal

To apply number formatting using the format cells dialog box: Select the cell or cell range you want to format, right click the cell or cell range and select format cells from the shortcut menu, click the number tab and specify the number formatting you want to apply.

Adjusting row height and column width

To adjust the width of a column: There are 3 methods: o Drag the column headers right border to the left or righto Right click the column header, select column width from the shortcut menu and enter

the column widtho Select the column headers, select FormatColumnWidth from menu and enter the

column width

To adjust the height of a row: There are 3 methods:


o Drag the row headers bottom border up or down o Right click the row header(s), select row height from the shortcut menu and enter the

row heighto Select the row header(s), select FormatRowHeight from menu and enter the row

height To automatically adjust the width of a column or row: Double click the right border of the

column or click the column heading to select the column and select FormatColumnAutoFit from the menu

Changing Cell Alignment

Using the formatting toolbar: select the cell or cell range and click the appropriate

alignment button ( left, center, right, or merge and center ) on the formatting toolbar

Using the format cells dialog box: Select the cells or cell range and other either right click the selection and select format cells from the shortcut menu or select FormatCells from the menu. Click the alignment tab and select the desired alignment option

Adding borders

Using the Formatting Toolbar: Select the cell or cell range you want to add a border(s) and

to click the border style list arrow on the formatting toolbar and select the border you want.

Using the Format Cells Dialog box: either right click the selection and select format cells from the shortcut menu, or select FormatCells from the menu. Click the Border tab and select the border(s) you want to add.

Applying Colors and Patterns

Using the formatting toolbar: Select the cell or cell range and click Fill Color list arrow on the formatting toolbar and select the color you want.

Using format cells dialog box: Either right click the selection and select Format Cells from the shortcut menu, or select FormatCells from the menu. Click the Pattern tab and select the color or pattern you want to use.

Using the Format Painter

The format painter lets you copy the formatting of a cell or cell range formatting attributes and apply or paste the formatting to the other cells.

To use format painter select the cells with the formatting options you want to copy, click the format painter button on the standard toolbar and select the cell range where you want to

apply the formatting. Double click the format painter button to apply formatting to several locations. Click the

format painter button again when you’re finished

Using AutoFormat

AutoFormat automatically formats your worksheets using one of sixteen preset formatting schemes

Select FormatAutoFormat from the menu and select one of the sixteen auto format from the list


Creating a Custom Number Format

To create a Custom Number Format: Select the cell or cell range you want to format, select FormatCells from the menu and click the number tab and select the Custom category. Type a number format in the type box using the appropriate format codes.

Creating, Applying and modifying a style

A style is a collection of formats (number, font, borders, alignment, pattern and protection). You can define and save as a group so you can apply all of the formatting elements at once.

To create a style by example: Select a cell or cell range and apply the formatting you want to use in the style. Once the cell or cell range is formatted, select it and select FormatStyle from the menu. Enter a name for the style in the style name box.

To apply a style: Select a cell or cell range you want to format, select FormatStyle from the menu, select the style from the style list and click OK

To modify a style: Select FormatStyle from the menu select the style you want to modify from the style list and click modify. Modify any of the styles formatting attributes and click OK when you’re finished. Every cell formatted using that style will be updated.

Formatting Cells with Conditional Formatting

Conditional formatting enables you to apply cell formatting selectively and automatically, based on the contents of the cells. When you enter or change a value in the range, Excel examines the value and evaluates the conditional formatting rules for the cell. Depending on the condition of the value formatting is applied.

Conditional Formatting is a format such as cell shading or font colors that excel automatically applies to cells if a specified condition is true.

To conditionally format a cell or cell range: Select the cell or cell range you want to format conditionally and select Format Conditional Formatting from the menu. Enter the condition (for example, cell value is greater than 10) click the format button and specify the formatting you want to use if the condition is true, if you want to specify additional for the selected cells, click the Add button, otherwise click OK

Merging Cells, Rotating Text


Excel also enables you to merge two or more cells. When you merge cells, you don’t combine the contents of cells. Rather, you combine a group of cells that occupy the same space into a single cell.

To merge Cells: Select the cells that you want to merge, select FormatCells from the menu, click the Alignment tab, select the Merge cells checkbox and click OK

To Rotate Text in a cell: Select the cell or cell range, select FormatCells from the menu and click the alignment tab. Select one of the options in the orientation section or adjust the angle by dragging the text rotation tool


Lesson FourCreating a Chart

A chart is essentially an object that Excel creates upon request. This object consists of one or more data series, displayed graphically. The appearance of the data series depends on the selected chart type. For example, if you create a line chart that uses two data series, the chart contains two lines, each representing one data series.The data for each series is stored in a separate row or column. Each point on the line is determined by the value in a single cell and is represented by a marker. You can distinguish each of the lines by its thickness, line style, color, or data markers.

To create a chart with the ChartWizard: (1) Select the cell range that contains the data you want to chart and click the Chart

Wizard button on the standard toolbar or select Insert Chart from the menu.(2) Select the Chart type and click Next. (3) Verify (or Change) the cell range used in the Chart and click Next. (4) Adjust the chart options by clicking the categorized tabs and selecting any options

and then click Next. (5) Specify where you want to place the chart (as an embedded object or on a new sheet)

and click Finish.

Moving and Resizing a Chart

To resize a Chart: Click the Chart to Select it, then drag its sizing handles (located along the edges of the Chart) until the chart is the size you want.

To move a Chart: Click and hold down the mouse button on the blank area around a chart, drag the picture to a new location in the workbook, and then release the mouse button.

Formatting Objects in a Chart


To Select a Chart Object: Click the object or click the Chart Objects list arrow on the Chart toolbar and Select the Object.

To Format a Chart Object: Double-Click the object or Select the object and click the Format Object button on the Chart Toolbar. You can also format a Chart object by right-clicking the object and selecting Format Object from the Shortcut Menu.

Changing a Chart’s Source Data

To Change a Chart’s Data Source: Select Chart Source Data from the menu and click the Data Range tab. Click in the Data Range box and select the cell range you want to base the chart on (Click the Collapse Dialog box button if necessary).

The Collapse Dialog button temporarily shrinks and moves the dialog box so that you enter a cell range by selecting cells in the worksheet. When you finish, you can click the button again or press <Enter> to display the entire dialog box.

Select non-adjacent cell ranges by pressing and holding the <Ctrl> key while you select additional cells.

Changing a Chart Type and Working with Pie Charts

The most common types o0f charts are column, bar, line, area, pie, and scatter. To Change the Chart Type: Click the Chart Type list arrow on the Chart toolbar or

select Chart Chart Type from the menu. To chart by rows or columns: Click either the By Columns button or the By Rows

button on the Chart toolbar. To Drag a Piece from a Pie Chart: Click the Chart to select it, click the piece of the chart

you want to move to select it, drag the piece away from the rest of the chart.

Adding Titles, Gridlines, and a Data Table

To Add or Remove Gridlines from a Chart: Select Chart Chart Options from the menu, and click the Gridlines tab. Check or uncheck the appropriate gird line Check boxes.

To Add or Change Titles to a Chart: Select Chart Chart Options from the menu, and click the Titles tab. Enter or modify the text in the boxes and that correspond to the desired chart titles.

To Add or Removed a Data Table: Click the Data Table Button on the Chart tool bar. To Add or Remove Chart Data Labels: Select Chart Chart Options from the menu,

and click the Data Labels tab. Check or uncheck the appropriate check boxes to display or the chart hide data labels.


Formatting a Data Series and a Chart Axis

A data series is a group on a chart that comes from a new row or column on a worksheet. An axis is a line that borders one side of a chart that provides a scale of measurement or comparison in a chart. For most charts, data values are plotted along the value (Y) axis, which is usually vertical and categories are plotted along the category (X) axis, which is usually horizontal.

To Add Labels to a Data Series: Double-click the data series or select the data series and select Format Selected Object from the menu. Click the Data Labels Tab and select the appropriate option.

To Change the Scale of a Chart: Double click the axis, or right click the axis and select Format Axis from the shortcut menu, or select the axis and select Format Selected Object from the menu. Click the Scale tab and make the changes to the scale.

Annotating a Chart

To view the Drawing Toolbar: Click the Drawing button on the Standard toolbar or select View Toolbars Drawing from the menu.

To Draw and Object: Click the object you want to draw on the drawing toolbar such as a line or circle, and drag the crosshair pointer to draw the object.

Resize a drawing object by selecting it and dragging its sizing handles.

Working with 3-D Charts

To Rotate a 3-D Chart: Select the chart and select Chart 3-D View from the menu. Make the rotation and perspective changes in the 3-D View dialog by clicking the appropriate controls and click OK.


Selecting and Saving a Custom Chart

A Custom Chart contains formatting and options you specify, such as a legend gridlines, data labels, and formatting options. You can save custom charts, so you can create new charts based on a custom chart’s formatting and options.

To create a Custom Chart: Either create or open a chart that is formatted and customized the way you want. Select the chart, select Chart Chart Type from the menu, and click the Custom tab. Click the User-defined option and click Add to create a custom chart based on the current chart. Enter a name and description for the custom chart and click OK.

Using Fill Effects

To Add Fill Effects: Double-click the chart object or select the object and click the Format button on the Chart toolbar. Click the Patterns’ tab and click the Fill Effects button. Select one of the four tabs, select a fill effect, and click OK.


Lesson Five

Sorting and Filtering Data

A sort is a method of viewing data that arranges all the data into a specific order. Data can be sorted in either ascending order or descending order, based on numeric or alphabetic information. Data can be sorted on a single criterion or multiple criteria.

You may have data in your worksheet that you would like to rearrange and display in a different sequence. To do this, you can sort the data. After you enter data in your worksheet, you may want to view the data in a different way. When you sort data, you can create different views of the same data without altering its original format.

To perform a single-level sort:

1. Select a cell in the column to sort by.2. On the Standard toolbar, click the Sort Ascending button or the Sort Descending

button.To perform a multiple-level sort:

1. Select a cell within a list.2. Choose Data→Sort.3. Click the Sort By drop-down arrow and select the first sort criterion.4. Select the appropriate sort order.5. Click the Then By drop-down arrow and select the second sort criterion.6. Select the appropriate sort order.7. Click the second Then By drop-down arrow and select the third sort criterion.8. Select the appropriate sort order.9. Click OK.

A filter is a method of viewing data that shows only the data that meets a criterion. Data can be filtered on a single criterion or multiple criteria using numeric and alphabetic information. Drop-down arrows for each column heading indicate the list is ready to be filtered. When data does not meet the filter criteria, the entire row is hidden. A filter can rearrange the data in the worksheet or copy the information to another location in the worksheet. Filtered data is restored to its original format by removing the filter.

You have a large amount of data sorted into lists in your worksheet. You now want to see only the data in those lists that meets a specific criterion. You can do this by filtering lists.


Looking through all the data lists in your workbook to find a specific data item takes time. It might seem like a lot of effort just to find the particular data item. When you filter your data lists based on the criteria you choose, you can quickly pinpoint exactly the data you are looking for.

To filter a data list using AutoFilter:

1. Select any cell in the list you want to filter.2. Choose Data→Filter→AutoFilter.3. From one of the drop-down lists, select an entry as your filter criteria.4. Continue selecting entries from the drop-down lists to find the specific data you need.

To filter data using a custom AutoFilter:

1. Select any cell in the list you want to filter.2. Choose Data→Filter→AutoFilter.3. Click one of the drop-down arrows in a column you want to create a custom filter for

and select (Custom).4. Enter the filter criteria.5. Click OK.


Basic FunctionsYou’ve generated new data from existing data by applying basic formulas to your worksheets. You now need to perform more sophisticated calculations either in a single worksheet or across multiple worksheets.

Function Name Description Syntax

AVERAGE Returns the average (arithmetic mean) of the arguments.

AVERAGE(number1,number2,….)

AVERAGEA Calculates the average of the values in the list of arguments. In addition to numbers, text and logical values are included in the calculation.

AVERAGEA(number1,number2,….)

COUNT Counts the number of cells that contain numbers and also numbers within the list of arguments.

COUNT(value1,value2,...)

COUNTA Counts the number of cells that are not empty and the values within the list of arguments.

COUNTA(value1,value2,...)

COUNTBLANK Counts empty cells in a specified range of cells.

COUNTBLANK(range)

COUNTIF Counts the number of cells within a range that meet the given criteria.

COUNTIF(range, criteria)

MAX Returns the largest value in a set of values.

MAX (number1, number2, …)

MIN Returns the smallest number in a set of values.

MIN (number1, number2, …)

Calculate with Lookup functions.

You have calculated data across worksheets and now you need to use that data in a formula. You can do this by calculating with Lookup function. When you use Lookup function, you can be sure that you are always retrieving the most accurate data directly from the source. Excel provides three basic Lookup functions: LOOKUP, VLOOKUP, and HLOOKUP.

The LOOKUP function

The LOOKUP function looks in a one-row or one-column range (lookup_vector) for a value (lookup_value) and returns a value from the same position in a second one-row or one-column range(result_vector).The LOOKUP function has the following syntax:

LOOKUP (lookup_value, lookup_vector, result_vector)

The VLOOKUP function


The VLOOKUP function lookup the value in the first column of the lookup table and returns the corresponding value in a specified table column. The lookup table is arranged vertically.The VLOOKUP function has the following syntax:VLOOKUP (lookup_value, table_array, col_index_num, range_lookup)

The HLOOKUP function

The HLOOKUP function works just like the VLOOKUP function except that the lookup table is arranged horizontally instead of vertically. The HLOOKUP function lookup the value in the first row of the lookup returns the corresponding value in a specified table row.

The HLOOKUP function has the following syntax:HLOOKUP (lookup_value, table_array, row_index_num, range_lookup)

Creating Data Forms

Definition:Data Form is a dialog box that displays one complete record at a time. You can use data forms to add, change, locate and delete records.

Excel can generate a built-in data –form for your range. The data form displays all of your column labels in a single dialog box, with a 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, update existing data, and delete rows from the range.

To use a data entry form, you must arrange your data so that Excel can recognize it as a list. Start by entering headings for the columns in the first row of your data entry range. Select any cell in the table and choose DataForm. Excel then displays a dialog box similar to the one shown in figure 3-3.You can use Tab to move between the text boxes and supply information. When you complete the data form, click the New button. Excel enters the data into a row in the worksheet and clears the dialog box for the next row of data.


Figure 3-2: Excel’s built-in data form can simplify many data-entry tasks.

Other uses for the Data Form dialog box

The dialog box contains a number of additional buttons, which are described as follows:

Delete: Deletes the displayed record. Restore: Restores any information that you edited. You must click this button before

you click on the New button.

Find Prev: Displays the previous record in the list. If you entered a criterion, this button displays the previous record that matches the criterion.

Find Next: Displays the next record in the list. If you entered a criterion, this button displays the next record that matches the criterion.

Criteria: Clears the fields and lets you enter a criterion upon which to search for records.

Close: close the dialog box (and enters the data that you were entering, if any).


Lesson Six

Clip arts in a worksheet

Clip Art:

This command, found on the Insert menu, opens a task pane where you can search for clips. Although this task pane resembles the Office Basic File Search task pane, you use it to find media clips, not documents. You can search for media files based on descriptive keywords, file name, file format, and clip collections.

Insert a clip1. Find the media clip (clip: A single media file, including art, sound, animation, or

movies.) you want to insert. 1. On the Insert menu, point to Picture, and then click Clip Art. 2. In the Clip Art task pane (task pane: A window within an Office application

that provides commonly used commands. Its location and small size allow you to use these commands while still working on your files.), in the Search for box, type a word or phrase that describes the clip (clip: A single media file, including art, sound, animation, or movies.) you want or type in all or some of the file name of the clip.

3. To narrow your search, do one or both of the following: To limit search results to a specific collection of clips, in the Search in

box, click the arrow and select the collections you want to search. To limit search results to a specific type of media file, in the Results

should be box, click the arrow and select the check box next to the types of clips you want to find.

4. Click Go. 2. In the Results box, click the clip to insert it.

Autoshapes in a worksheet

AutoShapes:

A group of ready-made shapes that includes basic shapes, such as rectangles and circles, plus a variety of lines and connectors, block arrows, flowchart symbols, stars and banners, and callouts.)

Following is the steps for inserting an autoshape

1. On the Drawing , click AutoShapes , point to a category, and then click the shape you want.


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2. Click the place in the presentation where you want to insert the AutoShape.

Add multiple shapes

1. On the Drawing toolbar, click AutoShapes , point to a category, point to the dotted line, and then drag to make the menu float.

2. Double-click the AutoShape you want to insert multiple times, and then click the presentation in as many places as you want to insert the AutoShape.

Tip:To add a circle or a square, click Oval or Rectangle on the Drawing toolbar .To insert multiple shapes in a presentation, double-click the oval or rectangle.





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