Office Management ToolsCourse for 3rd Monthly Exam

By:Ms Saima Gul

Formatting numbers by using the toolbarThe Formatting toolbar contains several buttons that

let you quickly apply common number formats. When you click one of these buttons, the active cell takes on the specified number format. You also can select a range of cells (or even an entire row or column) before clicking these buttons. If you select more than one cell, Excel applies the number format to all the selected cells. Table on next slide summarizes the formats that these Formatting toolbar buttons perform.

Number-Formatting Buttons on the Formatting Toolbar

Button Name Formatting applied

Currency Style Adds a dollar sign to the left, separates thousands with a comma, and displays the value with two digits to the right of the decimal point. The result may be different for systems that use a different currency symbol.

Percent Style Displays the value as a percentage, with no decimal places

Comma Style Separates thousands with a comma and displays the value with two digits to the right of the decimal place

Increase Decimal Increases the number of digits to the right of the decimal point by one

Decrease Decimal Decreases the number of digits to the right of the decimal point by one

Changing Document Appearance

Formatting Text

You can format your text using the Font tab of the Format Cell dialog box.

Formatting Numbers

You can format your numbers using the Number tab of the Format Cell dialog box.

Or use the icons on the Formatting toolbar.

Manipulating Data

The Alignment tab of the Format Cells dialog gives you great control over how your text is aligned and orientated.

Formatting with Colours and Patterns

You can customize your spreadsheets by changing the Font Colour or by adding a Fill Colour or Pattern. (Right click -> Format Cells -> Patterns)

Adding and Editing Borders

The Border tab of the Format Cell dialog box provides many options to customise your borders.

Using AutoFormat

Excel 2003 has many pre-defined table styles to help you format your table of information quickly. (Format -> Auto Format)

Using Page Setup

You can use the Page Setup dialog to customize the printing of your Spreadsheet. (File -> Page Setup)

Margins

Use the Margin tab of the Page Setup dialog box to define margins and centre data on the printed page.

Headers and Footers

Use the Header/Footer tab to add standard or custom Header and Footer.

Entering and Editing Worksheet Data

Understanding the Types of Data You Can UseAn Excel workbook can hold any number of

worksheets, and each worksheet is made up of a large number of cells. A cell can hold any of three basic types of data:

Numerical valuesTextFormulasA worksheet also can hold charts, drawings, pictures,

buttons, and other objects. These objects are not contained in cells. Rather, they reside on the worksheet’s draw layer, which is an invisible layer on top of each worksheet.

Forcing text to appear on a new line within a cellIf you have lengthy text in a cell, you can force Excel

to display it in multiple lines within the cell. Use Alt+Enter to start a new line in a cell.

Practice “Conditional Formatting” yourself

Entering numbers with fractionsTo enter a fraction into a cell, leave a space between

the whole number and the fraction. For example, to enter 6 ¾, enter 6 3/4, and then press Enter. When you select the cell, 6.75 appears in the Formula bar, and the cell entry appears as a fraction.

If you have a fraction only (for example, ¼), you must enter a zero first, like this: 0 1/4—otherwise Excel will likely assume that you are entering a date. When you select the cell and look at the Formula bar, you see 0.25. In the cell, you see ¼.

Hiding and unhiding a worksheetIn some situations, you may want to hide one or more

worksheets. Hiding a sheet may be useful if you don’t want others to see it, or if you just want to get it out of the way. When a sheet is hidden, its sheet tab is also hidden. At least one sheet must remain visible. (You can’t hide all the sheets in a workbook.)

To hide a worksheet, choose Format Sheet Hide. ➪ ➪The active worksheet (or selected worksheets) will be hidden from view.

Keeping the titles in view by freezing panesIf you set up a worksheet with row or column

headings, it’s easy to lose track of just where you are when you scroll to a different location in the worksheet. Excel provides a handy solution to this problem: freezing panes. This keeps the headings visible while you are scrolling through the worksheet.

To freeze panes, start by moving the cell pointer to the cell below the row that you want to remain visible as you scroll and to the right of the column that you want to remain visible as you scroll. Then, select Window Freeze Panes. Excel inserts dark lines to ➪indicate the frozen rows and columns. You’ll find that the frozen row and column remain visible as you scroll throughout the worksheet. To remove the frozen panes, select Window Unfreeze Panes.➪

Monitoring cells with a Watch WindowIn some situations, you may want to keep track of the

value in a particular cell. As you scroll throughout the worksheet, that cell may disappear from view. Using a Watch Window can help.

The Watch Window is actually a special type of toolbar. To display the Watch Window toolbar, choose View Toolbars Watch Window. Then click Add ➪ ➪Watch and specify the cell that you want to watch. The Watch Window will display the value in that cell. You can add any number of cells to the Watch Window, and you can move the toolbar to a convenient location.

Pasting in special waysTo control what is copied into the destination range, you

use the Edit Paste Special command—a much more ➪versatile version of the Edit Paste command. This dialog ➪box has several options, which are explained in the following list.

All: Equivalent to using the Edit Paste command. It copies ➪the cell’s contents, formats, and data validation from the Windows Clipboard.

Formulas: Only formulas contained in the source range are copied.

Values: Copies the results of formulas. Formats: Copies only the formatting.Comments: Copies only the cell comments from a cell or

range. This option doesn’t copy cell contents or formatting.

Pasting in special ways (Contd.)All except borders: Copies everything except any borders

that appear in the source range.Column widths: Copies column width information from one

column to another.Formulas and number formats: Copies all formulas and

numeric formats, but no values.Values and number formats: Copies all current values and

numeric formats, but not the formulas themselves.

Creating range names in your workbooksTo create a range name, start by selecting the cell or range

that you want to name. Then, click in name box, type a name there, and press Enter.

The Name box is a drop-down list and shows all names in the workbook. To choose a named cell or range, click the Name box and choose the name. The name appears in the Name box, and Excel selects the named cell or range in the worksheet.

Deleting namesIf you no longer need a defined name, you can delete

it. Deleting a range name does not delete information in the range.

To remove a range name, choose Insert Name Define to display the Define Name ➪ ➪dialog box. Choose the name that you want to delete from the list and then click the Delete button.

If you delete the rows or columns that contain named cells or ranges, the names contain an invalid reference. For example, if cell A1 on Sheet1 is named Interest and you delete row 1 or column A, Interest then refers to =Sheet1!#REF! (that is, to an erroneous reference).

Adding Comments to CellsTo add a comment to a cell, select the cell and then choose

Insert Comment (or press Shift+F2). Excel inserts a comment ➪that points to the active cell. Initially, the comment consists of your name. Enter the text for the cell comment and then click anywhere in the worksheet to hide the comment. You can change the size of the comment by clicking and dragging any of its borders.

Cells that have a comment attached display a small red triangle in the upper-right corner. When you move the mouse pointer over a cell that contains a comment, the comment becomes visible.

If you want all cell comments to be visible (regardless of the location of the cell pointer), select View Comments. This ➪command is a toggle; select it again to hide all cell comments. To edit a comment, activate the cell, right-click, and then choose Edit Comment from the shortcut menu.

To delete a cell comment, activate the cell that contains the comment, right-click, and then choose Delete Comment from the shortcut menu.

Creating Charts

To create an embedded chartSelect the cells to provide data for the chart.On the Standard toolbar, click the Chart Wizard button. In the Chart type section, click the desired chart type; and

then, in the Chart subtype section, click the desired subtype.

Click Next to move to the next wizard page.Verify that the axis and data series names are correct.Click Next to move to the next wizard page. In the Chart title box, type the name of the chart and then

press D.Type names for the chart title and axes in the boxes

provided, and then click Next.Click Finish to accept the default choice to create the chart

as part of the active worksheet.

To change a chart’s backgroundRight-click anywhere in the Chart Area of the chart, and

then, from the shortcut menu that appears, click Format Chart Area.

In the Area section of the Format Chart Area dialog box, click the Fill Effects button.

Click the Texture tab to display the Texture tab page.Click the desired texture.Click OK twice to close the Fill Effects dialog box and the

Format Chart Area dialog box.

To customize chart labelsDouble-click the chart label to be customized.Use the controls in the dialog box that appears to

customize the chart label.To change the text of a chart label, click the label and edit

it in the text box that appears.

To customize chart number formatsDouble-click the axis of the chart with the numbers to be

customized. In the Format Axis dialog box that appears, click the

Number tab.Use the controls on the Number tab page to format the

chart numbers.Click OK.

Charts

Charts

Charts

Charts

Functions and Formulas

PurposeOne important task you can perform in Excel is

to calculate totals for the values in a series of related cells. You can also use Excel to find out other information about the data you select, such as the maximum or minimum value in a group of cells.

Regardless of your bookkeeping needs, Excel gives you the ability to find the information you want. And if you should make an error, you can find the cause and correct it quickly.

Excel makes it easy to reference a number of cells at once, letting you define your calculations quickly.

Creating Formulas to Calculate Values Once you’ve added your data to a worksheet and

defined ranges to simplify data references, you can create a formula, or an expression that performs calculations on your data.

To write an Excel formula, you begin the cell’s contents with an equal sign—when Excel sees it, it knows that the expression following it should be interpreted as a calculation and not text. After the equal sign, you type the formula.

For instance, you can find the sum of the numbers in cells C2 and C3 using the formula =C2+C3.

After you have entered a formula into a cell, you can revise it by clicking the cell and then editing the formula in the formula bar.

Formulas Contd.To create a new calculation, you click Function on the

Insert menu. The Insert Function dialog box appears, with a list of functions, or predefined formulas, from which you can choose.

Finding and Correcting Errors in CalculationsExcel makes it easy to find the source of errors in

your formulas by identifying the cells used in a given calculation and describing any errors that have occurred. The process of examining a worksheet for errors in formulas is referred to as auditing.

Excel identifies errors in several ways. The first way is to fill the cell holding the formula generating the error with an error code.

When a cell with an erroneous formula is the active cell, an Error button appears next to it. You can click the button’s down arrow to display a menu with options that provide information about the error and offer to help you fix it.

Error CodesError Code

Description

##### The column isn’t wide enough to display the value.

#VALUE! The formula has the wrong type of argument (such as text where a TRUE or FALSE value is required).

#NAME? The formula contains text that Excel doesn’t recognize (such as an unknown named range).

#REF! The formula refers to a cell that doesn’t exist (which can happen whenever cells are deleted).

#DIV/0! The formula attempts to divide by zero.

Entering and Editing FormulasEntering a new formula into a worksheet appears to

be a straightforward process:1.Select the cell in which you want to enter the formula.2.Type an equals sign (=) to tell Excel that you’re

entering a formula.3.Type the formula’s operands and operators.4.Press Enter to confirm the formula.Excel divides formulas into four groups: arithmetic,

comparison, text, and reference.

Using Arithmetic FormulasArithmetic formulas are by far the most common type

of formula. They combine numbers, cell addresses, and function results with mathematical operators to perform calculations.

It consists of operators like addition (+), subtraction (-), multiplication (*), division (/), percentage (%), exponentiation (^).

Using Comparison FormulasA comparison formula is a statement that compares two or

more numbers, text strings, cell contents, or function results.

If the statement is true, the result of the formula is given the logical value TRUE (which is equivalent to any nonzero value). If the statement is false, the formula returns the logical value FALSE (which is equivalent to 0)

Using Text FormulasA text formula is a formula that returns text. Text formulas use the ampersand (&) operator to work

with text cells, text strings enclosed in quotation marks, and text function results.

One way to use text formulas is to concatenate text strings. For example, if you enter the formula =“soft"&"ware" into a cell, Excel displays software.

You also can use & to combine cells that contain text. For example, if A1 contains the text Ben and A2 contains Jerry, entering the formula =A1&" and " &A2 returns Ben and Jerry.

Using Reference FormulasThe reference operators combine two cell references

or ranges to create a single joint reference.

Operator Precedence

3 ^ (15/5) * 2 – 53 ^ ((15/5) * 2 – 5)3 ^ (15 / (5 * 2 – 5 ))

Understanding Relative Reference FormatWhen you use a cell reference in a formula, Excel looks

at the cell address relative to the location of the formula.

For example, suppose that you have the formula =A1*2 in cell A3. To Excel, this formula says, “Multiply the contents of the cell two rows above this one by 2.” This is called the relative reference format, and it’s the default format for Excel.

This means that if you copy this formula to cell A4, the relative reference is still “Multiply the contents of the cell two rows above this one by 2,” but the formula changes to =A2*2 because A2 is two rows above A4.

This way of handling copy operations will save you incredible amounts of time when you’re building your worksheet models.

Understanding Absolute Reference FormatWhen you refer to a cell in a formula using the

absolute reference format, Excel uses the physical address of the cell.

You tell the program that you want to use an absolute reference by placing dollar signs ($) before the row and column of the cell address.

Talking about the old example, Excel interprets the formula =$A$1*2 as “Multiply the contents of cell A1 by 2.”

No matter where you copy or move this formula, the cell reference doesn’t change. The cell address is said to be anchored.

FunctionsExcel has various function categories, including the

following: Text Logical Information Lookup and reference Date and time Math and trigonometry Statistical Financial Database and table

Typing a Function into a FormulaWhether you use a function on its own or as part of a

larger formula, here are a few rules and guidelines to follow:

You can enter the function name in either uppercase or lowercase letters. Excel always converts function names to uppercase.

Always enclose function arguments in parentheses. Always separate multiple arguments with commas. (You

might want to add a space after each comma to make the function more readable. Excel ignores the extra spaces.)

You can use a function as an argument for another function. This is called nesting functions. For example, the function AVERAGE(SUM(A1:A10), SUM(B1:B15)) sums two columns of numbers and returns the average of the two sums

Using the IF() Function (The Simplest Case)

Let’s start with the simplest version of the IF() function: IF(logical_test, value_if_true) logical_test: A logical expression—that is, an expression that

returns TRUE or FALSE (or their equivalent numeric values: 0 for FALSE and any other number for TRUE).

value_if_true: The value returned by the function if logical_test evaluates to TRUE.

For example, consider the following formula: =IF(A1 >= 1000, “It’s big!”)

IF() Function (Handling a FALSE Result)IF(logical_test, value_if_true, value_if_false)logical_test: A logical expression.value_if_true: The value returned by the function if

logical_test evaluates to TRUE.value_if_false: The value returned by the function if

logical_test evaluates to FALSE.For example, consider the following formula:

=IF(A1 >= 1000, “It’s big!”, “It’s not big!”)

Performing Multiple Logical TestsExcel offers several techniques for performing two or

more logical tests: nesting IF() functions, the AND() function, and the OR() function.

Nesting IF() FunctionsWhen building models using IF(), it’s common to come upon a

second fork in the road when evaluating either the value_if_true or value_if_false arguments.

For example, consider the variation of our formula that outputs a description based on the value in cell A1:=IF(A1 >= 1000, “Big!”, “Not big”)

What if you want to return a different string for values greater than, say, 10,000? In other words, if the condition A1 > 1000 proves to be true, you want to run another test that checks to see if A1 > 10000.

You can handle this scenario by nesting a second IF() function inside the first as the value_if_true argument:=IF(A1 >= 1000, IF(A1 >= 10000, “Really big!!”, “Big!”), “Not big”)

For example, if you want to return the description Small for a cell value less than 100, you would use this version of the formula:

=IF(A1 >= 1000, “Big!”, IF(A1 < 100, “Small”, “Not big”))

The AND() Function It’s often necessary to perform an action if and only if two

conditions are true. The AND() result is calculated as follows: If all the arguments return TRUE (or any nonzero number),

AND() returns TRUE. If one or more of the arguments return FALSE (or 0), AND()

returns FALSE.You can use the AND() function anywhere you would use a

logical formula, but it’s most often pressed into service as the logical condition in an IF() function.

In other words, if all the logical conditions in the AND() function are TRUE, IF() returns its value_if_true result; if one or more of the logical conditions in the AND() function are FALSE, IF() returns its value_if_false result. Here’s an example:

=IF(AND(B2 > 0, C2 > 0), “1000”, “No bonus”)

The OR() FunctionThe OR() result is calculated as follows: If one or more of the arguments return TRUE (or any

nonzero number), OR() returns TRUE. If all of the arguments return FALSE (or 0), OR() returns

FALSE.As with AND(), you use OR() wherever a logical

expression is called for, most often within an IF() function.

This means that if one or more of the logical conditions in the OR() function are TRUE, IF() returns its value_if_true result; if all of the logical conditions in the OR() function are FALSE, IF() returns its value_if_false result.

Here’s an example:=IF(OR(B2 > 0, C2 > 0), “1000”, “No bonus”)

Working with Lookup FunctionsIn many worksheet formulas, the value of one

argument often depends on the value of another. Here are some examples:

In a formula that calculates an invoice total, the customer’s discount might depend on the number of units purchased.

In a formula that charges interest on overdue accounts, the interest percentage might depend on the number of days each invoice is overdue.

The usual way to handle these kinds of problems is to look up the appropriate value.

The CHOOSE() FunctionThe simplest of the lookup functions is CHOOSE(), which

enables you to select a value from a list. Specifically, given an integer n, CHOOSE() returns the nth item from the list. Here’s the function’s syntax:

CHOOSE(num, value1[, value2,...])Num: Determines which of the values in the list is returned. If

num is 1, value1 is returned; if num is 2, value2 is returned (and so on). num must be an integer (or a formula or function that returns an integer) between 1 and 29.

value1, value2...: The list of up to 29 values from which CHOOSE selects the return value. The values can be numbers, strings, references, names, formulas, or functions.

For example, consider the following formula:=CHOOSE(2,”Surface Mail”, “Air Mail”, “Courier”)

The num argument is 2, so CHOOSE() returns the second value in the list, which is the string value Air Mail.

Looking Up Values in TablesCHOOSE() does have its drawbacks: The lookup values must be positive integers. The maximum number of data values is 29. Only one set of data values is allowed per function.Excel can use a wider variety of lookup values

(negative or real numbers, strings, and so on), and it can also accommodate multiple data sets that each can have any number of values (subject, of course, to the worksheet’s inherent size limitations).

Excel has two functions that meet these criteria: VLOOKUP() and HLOOKUP().

The VLOOKUP() Function The VLOOKUP() function works by looking in the first column of a

table for the value you specify. (The V in VLOOKUP() stands for vertical.)

It then looks across the appropriate number of columns (which you specify) and returns whatever value it finds there.

Here’s the full syntax for VLOOKUP(): VLOOKUP(lookup_value, table_array, col_index_num) lookup_value: This is the value you want to find in the first column

of table_array. You can enter a number, string, or reference. table_array: This is the table to use for the lookup. You can use a

range reference or a name. col_index_num: If VLOOKUP() finds a match, col_index_num is the

column number in the table that contains the data you want returned (the first column—that is, the lookup column—is 1, the second column is 2, and so on).

The VLOOKUP() Function (Contd.) If VLOOKUP() doesn’t find a match in the lookup column, it

returns #N/A. If col_index_num is less than 1, VLOOKUP() returns

#VALUE!; if col_index_num is greater than the number of columns in table, VLOOKUP() returns #REF!.

VLOOKUP Example

Math & Statistical Functions

The ROUND() FunctionThe rounding function you’ll use most often is ROUND():ROUND(number, num_digits)number: The number you want to roundnum_digits: An integer that specifies the number of digits

you want number rounded to, as explained here:

=round(236.1234, 2) gives 236.12. =round(276.786, 2)=round(236.1234, 0) gives 236. =round(276.786)=round(236.1234, -2) gives 200. =round(276.786, -2)

num_digits

Description

> 0 Rounds number to num_digits decimal places

0 Rounds number to the nearest integer

< 0 Rounds number to num_digits to the left of thedecimal point

The EVEN() and ODD() FunctionsThe EVEN() and ODD() functions round a single

numeric argument:EVEN(number) ODD(number)number: The number you want to roundBoth functions round the value given by number away

from 0, as follows:EVEN() rounds to the next even number. For example,

EVEN(14.2) returns 16, and EVEN(–23) returns –24.ODD() rounds to the next odd number. For example,

ODD(58.1) returns 59 and ODD(–6) returns –7.

The INT() and TRUNC() Functions

num_digits Description

> 0 Truncates all but num_digits decimal places

0 Truncates all decimal places (this is the default)

< 0 Converts num_digits to the left of the decimal

point into zeroes

The SUM() FunctionHere’s the syntax of the SUM() function:SUM(number1[, number2, ...])number1, number2,... The values you want to addFor example, the following formula returns the sum of the

values in three separate ranges:=SUM(A2:A13, C2:C13, E2:E13)

The MOD() FunctionThe MOD() function calculates the remainder (or modulus)

that results after dividing one number into another. Here’s the syntax for this more-useful-than-you-think function:

MOD(number, divisor)number: The dividend (that is, the number to be divided)divisor: The number by which you want to divide numberFor example, MOD(24, 10) equals 4 (that is, 24 •10 = 2,

with remainder 4)

Counting Items with the COUNT() FunctionThe simplest of thedescriptive statistics is the total

number of values, which is given by the COUNT() function:

COUNT(value1[,value2,...])value1, value2,... One or more ranges, function

results, expressions, or literal values of which you want the count

The AVERAGE() Function The mean is what you probably think of when someone uses the

term average. That is, it’s the arithmetic mean of a set of numbers.

In Excel, you calculate the mean using the AVERAGE() function: AVERAGE(number1[,number2,...]) number1, number2,... A range, or list of values of which you want

the meanThe MEDIAN() Function The median is the value in a data set that falls in the middle

when all the values are sorted in numeric order. That is, 50% of the values fall below the median, and 50% fall above it.

You calculate the median using the MEDIAN() function: MEDIAN(number1[,number2,...]) number1, number2,... A range, or list of values of which you

want the median

The MODE() FunctionThe mode is the value in a data set that occurs most

frequently. The mode is most useful when you’re dealing with data

that doesn’t lend itself to being either added (necessary for calculating the mean) or sorted (necessary for calculating the median).

For example, you might be tabulating the result of a poll that included a question about the respondent’s favorite color. The mean and median don’t make sense with such a question, but the mode will tell you which color was chosen the most.

You calculate the mode using the MODE() function:MODE(number1[,number2,...])number1, number2,... A range, or list of values of which

you want the mode

The MAX() and MIN() Functions If you want to know the largest value in a data set, use the

MAX() function:MAX(number1[,number2,...])number1, number2,... A range, or list of values of which

you want the maximumTo get the smallest value in a data set, use the MIN()

function:MIN(number1[,number2,...])number1, number2,... A range, or list of values of which

you want the minimum

Calculating the RangeThe simplest measure of variability is the range (also

sometimes called the spread), which is defined as the difference between a data set’s maximum and minimum values.

Excel doesn’t have a function that calculates the range directly. Instead, you first apply the MAX() and MIN() functions to the data set. Then, when you have these extreme values, you calculate the range by subtracting the minimum from the maximum.

For example, here’s a formula that calculates the range for the defects database:

=MAX(D3:D22) - MIN(D3:D22)Speaking generally, the range is a useful measure of

variation only for small sample sizes.

Calculating the Variance with the VAR() FunctionExcel calculates the variance using the VARP() and

VAR() functions:VARP(number1[,number2,...])VAR(number1[,number2,...])number1, number2,... A range, or list of values of

which you want the varianceYou use the VARP() function if your data set

represents the entire population; You use the VAR() function if your data set represents only a sample from the entire population.

Calculating the Standard Deviation with the STDEVP() and STDEV() Functions

You could calculate the standard deviation by taking the square root of the VAR() result, but Excel offers a more direct route:

STDEVP(number1[,number2,...])STDEV(number1[,number2,...])number1, number2,... A range, or list of values of

which you want the standard deviationYou use the STDEVP() function if your data set

represents the entire population; you use the STDEV() function if your data set represents only a sample from the entire population.

The End