®

Microsoft Office Excel 2003
Course Content
Lesson One
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•
•
•
•
•
•
•
•
•

Explore the Excel window
Use help and the Office Assistant
Create workbooks...
Lesson One
Introducing Excel
Excel, as you probably know, is a spreadsheet program and is part of the Microsoft Office Sui...
Using Menus
Excel Menu bar located directly below the title bar, it is always available and ready for your
command. The Ex...
To View or Hide a Toolbar Select ViewToolbars from the menu and select the toolbar you
want to display or hide or right c...
To open a workbook: Click the
from the menu, or press <Ctrl>+<O>

Open button on the standard toolbar, or select FileOpen...
•

To Delete a Worksheet: Select Edit  Delete Sheet from the menu or right-click on the
sheet tab and select Delete from ...
Entering Formulas
A formula is entered into a cell. It performs a calculation and returns a result. Formulas use arithmeti...
Creating Custom List
You may want to create a custom list. For example, your company may have several stores,
and you want...
•

To preview a worksheet: Click the
Print Preview button on the standard toolbar, or
select FilePrint Preview from the m...
•

To Change a Page’s Orientation: Select File  Page Setup from the menu and click the
Page tab. In the Orientation secti...
Closing the workbook and Exiting Excel
To Close a Workbook: Click the Workbook windows Close button or select FileClose
f...
2. Select EditCut from the menu.
3. Press <Ctrl>+<X>.
4. Right Click and select Cut from the shortcut menu.
Select the ce...
To paste the Contents from a Windows Clipboard you can paste either by clicking the Paste Tool
on the Standard Toolbar, by...
either right click the selection and select
Delete from the shortcut menu or Select
EditDelete from the menu and then spe...
To Replace information Select EditReplace from the menu or press <Ctrl>+<H> Enter the text
you want to search for in the ...
Hiding Columns, Rows, and Sheets
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•
•

To Hide a Column or Row: Right-click the column heading or the row heading. Select...
Lesson Three
The Formatting toolbar provides quick access to the most commonly used formatting options. Start by
selecting...
•

•

To adjust the height of a row: There are 3 methods:
o Drag the row headers bottom border up or down
o Right click th...
•
•

AutoFormat automatically formats your worksheets using one of sixteen preset formatting
schemes
Select FormatAutoFor...
Merging Cells, Rotating Text
Excel also enables you to merge two or more cells. When you merge cells, you don’t combine th...
Lesson Four
Creating a Chart
A chart is essentially an object that Excel creates upon request. This object consists of one...
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To resize a Chart: Click the Chart to Select it, then drag its sizing handles (located along the
edges of the Chart) ...
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To Add or Removed a Data Table: Click the Data Table Button on the Chart tool bar.
To Add or Remove Chart Data Labels...
Selecting and Saving a Custom Chart
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A Custom Chart contains formatting and options you specify, such as a legend gridli...
Lesson Five
Sorting and Filtering Data
A sort is a method of viewing data that arranges all the data into a specific order....
6.
7.
8.
9.

Select the appropriate sort order.
Click the second Then By drop-down arrow and select the third sort criteri...
Basic Functions
You’ve generated new data from existing data by applying basic formulas to your
worksheets. You now need t...
MIN

of values.
Returns the smallest number in a
set of values.

MIN (number1, number2, …)

Calculate with Lookup function...
any cell in the table and choose DataForm. Excel then displays a dialog box similar to the
one shown in figure 3-3.You ca...
Lesson Six

Clip arts in a worksheet
Clip Art:
This command, found on the Insert menu, opens a task pane where you can
sea...
To limit search results to a specific collection of clips, in the Search in
box, click the arrow and select the collection...
Microsoft® Office Excel 2003: Basic 33
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Learning MS Excel - A Handout

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Learning MS Excel - A Handout

  1. 1. ® Microsoft Office Excel 2003
  2. 2. Course Content Lesson 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
  3. 3. Lesson One Introducing 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. Microsoft® Office Excel 2003: Basic 3
  4. 4. 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 ToolbarsCustomize 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 ViewsToolbarsCustomize from the menu and check the show Standard and Formatting toolbars on two rows in the Option title. Microsoft® Office Excel 2003: Basic 4
  5. 5. To View or Hide a Toolbar Select ViewToolbars 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 FileNew from the menu or press <Ctrl+N>. on the Standard toolbar or select Opening a Workbook Microsoft® Office Excel 2003: Basic 5
  6. 6. To open a workbook: Click the from the menu, or press <Ctrl>+<O> Open button on the standard toolbar, or select FileOpen Saving a Workbook To Save a Workbook: Click the Save button on the Standard Toolbar or select FileSave from the menu or press <Ctrl>+<S>. if you want to save the file with a different file name then Select FileSave 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. Vertical scroll bars Active Cell Horizontal scroll bars 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. Microsoft® Office Excel 2003: Basic 6
  7. 7. • 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 • • • • 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. Microsoft® Office Excel 2003: Basic 7
  8. 8. 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 Microsoft® Office Excel 2003: Basic 8
  9. 9. 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 FilePrint 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. Microsoft® Office Excel 2003: Basic 9
  10. 10. • To preview a worksheet: Click the Print Preview button on the standard toolbar, or select FilePrint 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. Microsoft® Office Excel 2003: Basic 10
  11. 11. • 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 HelpShow 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. Microsoft® Office Excel 2003: Basic 11
  12. 12. Closing the workbook and Exiting Excel To Close a Workbook: Click the Workbook windows Close button or select FileClose from the menu and to Exit Microsoft Excel: Click the Excel program Close button or select FileExit 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. Microsoft® Office Excel 2003: Basic 12
  13. 13. 2. Select EditCut 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. 2. 3. 4. Click the Copy Button on the standard toolbar. Select EditCopy from the menu. Press <Ctrl>+<C>. 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. 2. 3. 4. Click the Paste Button on the standard toolbar. Select Editpaste from the menu. Press <Ctrl>+<V>. 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 ViewTask Pane, then use the Task Pane selector to view the Clipboard Task Pane. Microsoft® Office Excel 2003: Basic 13
  14. 14. 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 Delete a Row or Column: • To insert a row or Column: Select the row or Select the row or column headings column headings where you need to insert the you want to delete and either right column or row, Right Click the selected row click the selected row or column or column heading and select Insert from the heading(s) and select Delete from shortcut menu or select the row or Column the shortcut menu or select headings where you want the row or column EditDelete from the menu. to be inserted and select InsertColumns or • To Delete a cell range: select the Rows from the menu. cell range you want to delete, Microsoft® Office Excel 2003: Basic 14
  15. 15. either right click the selection and select Delete from the shortcut menu or Select EditDelete 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 EditUndo from the menu or by pressing <Ctrl>+<Z>. • Redo: Redo the Undo action by clicking Redo Button on the standard toolbar or by selecting EditRedo 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 Edit Repeat 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 ToolsSpelling from the menu on the standard toolbar or select 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 EditFind 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. Microsoft® Office Excel 2003: Basic 15
  16. 16. To Replace information Select EditReplace 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 Microsoft® Office Excel 2003: Basic 16
  17. 17. 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. Microsoft® Office Excel 2003: Basic 17
  18. 18. Lesson Three The 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, button on the formatting toolbar Change the font type by selecting a font from the toolbar Change the font size by selecting the pt.size from the Italics button or underline Font list on a formatting 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 right o Right click the column header, select column width from the shortcut menu and enter the column width o Select the column headers, select FormatColumnWidth from menu and enter the column width Microsoft® Office Excel 2003: Basic 18
  19. 19. • • 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 height o Select the row header(s), select FormatRowHeight 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 FormatColumnAutoFit 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 Format Cells 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 FormatCells 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 FormatCells 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 Microsoft® Office Excel 2003: Basic 19
  20. 20. • • AutoFormat automatically formats your worksheets using one of sixteen preset formatting schemes Select FormatAutoFormat 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 FormatCells 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 Format Style 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 FormatStyle from the menu, select the style from the style list and click OK To modify a style: Select FormatStyle 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 Microsoft® Office Excel 2003: Basic 20
  21. 21. 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 FormatCells 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 FormatCells 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 Microsoft® Office Excel 2003: Basic 21
  22. 22. Lesson Four Creating 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 Microsoft® Office Excel 2003: Basic 22
  23. 23. • • 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 rightclicking 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. Microsoft® Office Excel 2003: Basic 23
  24. 24. • • 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. Microsoft® Office Excel 2003: Basic 24
  25. 25. 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. Microsoft® Office Excel 2003: Basic 25
  26. 26. 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: Select a cell in the column to sort by. On the Standard toolbar, click the Sort Ascending button or the Sort Descending button. To perform a multiple-level sort: 1. 2. 1. 2. 3. 4. 5. Select a cell within a list. Choose Data→Sort. Click the Sort By drop-down arrow and select the first sort criterion. Select the appropriate sort order. Click the Then By drop-down arrow and select the second sort criterion. Microsoft® Office Excel 2003: Basic 26
  27. 27. 6. 7. 8. 9. Select the appropriate sort order. Click the second Then By drop-down arrow and select the third sort criterion. Select the appropriate sort order. 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. Dropdown 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. 2. 3. 4. Select any cell in the list you want to filter. Choose Data→Filter→AutoFilter. From one of the drop-down lists, select an entry as your filter criteria. Continue selecting entries from the drop-down lists to find the specific data you need. To filter data using a custom AutoFilter: 1. 2. 3. 4. 5. Select any cell in the list you want to filter. Choose Data→Filter→AutoFilter. Click one of the drop-down arrows in a column you want to create a custom filter for and select (Custom). Enter the filter criteria. Click OK. Microsoft® Office Excel 2003: Basic 27
  28. 28. Basic Functions You’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 AVERAGE AVERAGEA COUNT COUNTA COUNTBLANK COUNTIF MAX Description Syntax Returns the average (arithmetic mean) of the arguments. Calculates the average of the values in the list of arguments. In addition to numbers, text and logical values are included in the calculation. Counts the number of cells that contain numbers and also numbers within the list of arguments. Counts the number of cells that are not empty and the values within the list of arguments. Counts empty cells in a specified range of cells. Counts the number of cells within a range that meet the given criteria. Returns the largest value in a set AVERAGE(number1,number2, ….) AVERAGEA(number1,number2, ….) COUNT(value1,value2,...) COUNTA(value1,value2,...) COUNTBLANK(range) COUNTIF(range, criteria) MAX (number1, number2, …) Microsoft® Office Excel 2003: Basic 28
  29. 29. MIN of values. 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 Microsoft® Office Excel 2003: Basic 29
  30. 30. any cell in the table and choose DataForm. 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). Microsoft® Office Excel 2003: Basic 30
  31. 31. 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 clip 1. 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: Microsoft® Office Excel 2003: Basic 31
  32. 32. 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. 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.  Microsoft® Office Excel 2003: Basic 32
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