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Microsoft Excel- basics

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learn basics of excel in this very competitive world. Includes referencing, formatting, text to columns

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Microsoft Excel- basics

  1. 1. Pictures of Team Vaishnavi Sanghamitra Joseph Jeshin Rea Jeslyn
  2. 2. What is Microsoft Excel? • Microsoft Excel is a spreadsheet program included in the Microsoft Office suite of applications. Spreadsheets present tables of values arranged in rows and columns that can be manipulated mathematically using both basic and complex arithmetic operations and functions. • Microsoft Excel has the basic features of all spreadsheets,[2] using a grid of cells arranged in numbered rows and letter-named columns to organize data manipulations like arithmetic operations. It has a battery of supplied functions to answer statistical, engineering and financial needs. In addition, it can display data as line graphs, histograms and charts, and with a very limited three-dimensional graphical display. It allows sectioning of data to view its dependencies on various factors for different perspectives (using pivot tables and the scenario manager) • In addition to its standard spreadsheet features, Excel also offers programming support via Microsoft's Visual Basic for Applications (VBA), the ability to access data from external sources via Microsoft’s Dynamic Data Exchange (DDE), and extensive graphing and charting capabilities.
  3. 3. History of Microsoft Excel • Microsoft originally marketed a spreadsheet program called Multiplan in 1982, which was very popular on CP/M systems, but on MS-DOS systems it lost popularity to Lotus 1-2-3. This promoted development of a new spreadsheet called Excel which started with the intention to, 'do everything 1-2-3 does and do it better‘ • Excel was the first spreadsheet that allowed the user to define the appearance of spreadsheets (fonts, character attributes and cell appearance). It also introduced intelligent cell recomputation, where only cells dependent on the cell being modified are updated (previous spreadsheet programs recomputed everything all the time or waited for a specific user command). Excel has extensive graphing capabilities. • When first bundled into Microsoft Office in 1993, Microsoft Word and Microsoft PowerPoint had their GUIs redesigned for consistency with Excel, the killer app on the PC at the time.
  4. 4. Difference between Version 2003 & 2007 Basis 2003 2007 & Above Extension Extension - .xls Extension - .xlsx Rows Approx 65,000 rows More than 10,00,000 rows Columns 256 columns 16,384 columns Graphic tools Limited graphic tools Better graphic tools Formula Same formula bar since Excel 1997 Resizable formula bar and context based formula auto complete Formatting Conditional formatting limited to 3 tests Many tests are allowed in the new version Colour palette Limited colours Unlimited colours
  5. 5. Shortcut Keys • Ctrl + Right Moves to the last cell of the row • Ctrl + Left Moves to the first cell of the row • Ctrl + Shift + Right OR Shift + Space Selects the entire row • Ctrl +Space OR Ctrl + Shift + Down Selects the entire column
  6. 6. • File • Options • General • Colour Scheme Changing the Colour Scheme BLACK GREY
  7. 7. Name Manager 1. Go to formulas 2. Select Name Manager 3. Fill in the required data
  8. 8. Remove Suplicates Before removing duplicates After removing duplicates
  9. 9. Hide • Selects columns/ rows • Right click • Choose hide option • Selects columns/ rows • Right click • Choose unhide option Unhide
  10. 10. Group/ Ungroup • Selects columns/ rows • Data • Group OR Group Shift + Alt + Right Ungroup Shift + Alt + Left Before grouping data After grouping data Procedure
  11. 11. Sorting 1) Select the data 2) Go to Home 3) Select the ‘Sort and Filter’ option 4) Enter the criteria as appropriate
  12. 12. Filters 1) Select the data 2) Go to home 3) Select the Sort and Filter Option 4) Select filter 5) Filters will be added on the heading and data could be selected accordingly
  13. 13. Removing blank spaces 1) Selects columns/ rows 2) Use the Go to function (Ctrl + G) 3) Select Go to Special 4) Select Blanks 5) Right click 6) Select the delete option 7) Select Shift cells up
  14. 14. Data Validation In the example given the input is invalid since that data exceeds the range. Hence the error alert has been displayed 1. Selects the area where data validation is to be performed. 2. Go to Data 3. Select Data Validation 4. Input validation criteria 5. Input message 6. Error alert VALUES
  15. 15. LIST Data Validation To input a list with the pass/ fail option
  16. 16. Conditional Formatting 1. Select the data 2. Go to Home 3. Select Conditional formatting 4. Go to Highlight cell rules 5. Choose the option which is appropriate In this example the option chosen is to format cells that are less than 25 with Light Red fill with Dark Text
  17. 17. Referencing • The ‘$’ symbol is used for referencing. 1. Click a cell where you want to enter a formula. 2. Type = (an equal sign) to begin the formula. 3. Select a cell, and then type an arithmetic operator (+, -, *, or /). 4. Select another cell, and then press the F4 key to make that cell reference absolute. 5. You can continue to press F4 to have Excel cycle through the different reference types. 6. If necessary, continue entering the formula. 7. Click the Enter button on the formula bar, or press Enter.
  18. 18. Text to Columns 1. Select the cell which has the data 2. Go to data 3. Select ‘Text to Columns’ 4. Select the ‘Delimited’ Option 5. Select the appropriate delimiters. In this example commas have been selected
  19. 19. Background • Go to the view tab and click on the check box in show for gridlines. Gridlines • Press on background under the Page Layout tab to insert a logo or background to the spreadsheet.
  20. 20. Formulas (Logical Function)
  21. 21. Sum Function Formula Autosum Sum Function Alt + = (Adds the data in the cells)
  22. 22. Average Function Formula Autosum Average Function
  23. 23. Minimum Function Formula Autosum Minimum
  24. 24. Maximum Function Formula Autosum Maximum
  25. 25. Count Function Formula Autosum Count
  26. 26. IF Function Formula Logical IF What does this function do ? Checks whether a condition is met, and returns one value if TRUE, and another value if FALSE.
  27. 27. AND Function Formula Logical AND What does this function do ? Checks whether all arguments are TRUE, and returns TRUE if al arguments are TRUE.
  28. 28. OR Function Formula Logical OR What does this function do ? Checks whether any of the arguments are TRUE, and returns TRUE or FALSE. Returns FALSE only if all arguments are FALSE.
  29. 29. COUNTA Function Formula Logical COUNTA What does this function do ? Counts the number of cells in a range that are not empty.
  30. 30. COUNTIF Function Formula Logical COUNTIF What does this function do ? Counts the number of cells within a range that meet the given condition.
  31. 31. COUNTBLANK Function Formula Logical COUNTBLANK What does this function do ? Counts the number of empty cells in a specified range of cells.
  32. 32. IRERROR Function Formula Logical IFERROR What does this function do ? Returns value_if_error if expression is an error and the value of the expression itself otherwise.
  33. 33. Formulas (Text Function)
  34. 34. Concatenate What does this function do ? Formula Text Concatenate Joins several text strings into one text string.
  35. 35. Left/Right What does this function do ? Formula Text Left/Right Returns the specified number of characters from the start of a text string .
  36. 36. Mid What does this function do ? Formula Text Left/Right Returns the characters from the middle of the text string, given a starting position and length.
  37. 37. Len What does this function do ? Formula Text Left/Right Returns the number of characters in a string.
  38. 38. Trim What does this function do ? Formula Text Left/Right Removes all spaces from a text string except for single spaces between words.
  39. 39. Upper/Lower/Proper What does this function do ? Formula Text Upper/Lower/Proper Coverts a text string to all uppercase/lowercase/propercase (first letter of each word is in upper case and rest is lower case) letters.
  40. 40. Substitute What does this function do ? Formula Text Substitute Replaces existing text with new text in a string.
  41. 41. Exact What does this function do ? Formula Text Substitute Checks whether two text strings are exactly the same, and returns TRUE and FALSE. EXACT is case-sensitive.
  42. 42. Date and Time Current Date – ctrl + “;” Current Time – ctrl+ shift + “;” Current Date and Time - =NOW()
  43. 43. STEP 1 STEP 2 STEP 3 RESULT What if analysis 1. Input the formula 2. Go to Data 3. Select What if analysis 4. Choose which cells to change 5. Enter values for the changing cells 6. Select show summary to obtain result
  44. 44. Consolidate SHEET 1 SHEET 2 RESULT1. Go to consolidate 2. Enter the reference from Sheet 1 and select Add 3. Enter the reference from Sheet 2 and select Add 4. Select the operation (Sum/ Count) 5. Select use labels in Top Row and Top left column
  45. 45. Pivot Tables 1. Select the data 2. Go to ‘Insert’ 3. Select Create Pivot Table 4. Choose fields to add report 5. Select the appropriate Column/ Row labels and Report Filter RESULT WHEN ONLY ONE CUSTOMER IS SELECTED
  46. 46. Pivot Chart 1. Select the data 2. Go to ‘Insert’ 3. Select Create Pivot Chart 4. Choose fields to add report 5. Select the appropriate Column/ Row labels and Report Filter
  47. 47. Dashboard 1. Copy the pivot charts onto a new sheet and do necessary formatting 2. Go to ‘Insert’ 3. Select the ‘Slicer’ option 4. Add necessary slicers SLICERS CHARTS
  48. 48. VLookUP 1. Go to functions and choose vlookup. 2. Enter look up value. 3. Table range under ‘table_array’. 4. Enter the column number under which the result lies under ‘Col_index_num’. 5. Choose 1 for ‘True’ for approximate match and 0 for ‘False’ for Exact match.
  49. 49. HLookUP 1. Go to functions and choose hlookup. 2. Enter look up value. 3. Table range under ‘table_array’. 4. Enter the row number under which the result lies under ‘Row_index_num’. 5. Choose 1 for ‘True’ for approximate match and 0 for ‘False’ for Exact match.
  50. 50. Bar/ Column Charts What are Bar Charts ? Bar charts are one of the most commonly used types of graph and are used to display and compare the number, frequency or other measure for different categories or groups 1. Select the data grid 2. Click on Insert 3. Go to Bar and select the type of bar chart is required to represent the data
  51. 51. Bar/Column Charts • By default the bar chart will appear. • By using the formatting tools for the bar chart the design ,layout and format of the chart can be changed as required. 1. Right click on the chart and go to Format Chart Area to change the appearance of the chart.
  52. 52. Bar/ Column Charts • Changes such as border colour, border styles, shadow, size and other properties of the charted can be made. • In the above chart we have made changes in he background, color scheme, border and glow and soft edges.
  53. 53. Line Chart Pie Chart A line chart or line graph is a type of chart which displays information as a series of data points called 'markers' connected by straight line segments A pie chart displays data, information, and statistics in an easy-to-read 'pie-slice' format with varying slice sizes telling you how much of one data element exists.
  54. 54. Legends What are legends ? The legend is linked to the data being graphically displayed in the plot area of the chart. The legend is also known as a Chart's Key.
  55. 55. Change Chart Type 1. Right click on the chart 2. Change the chart type as per convenience 3. Change the legend, formatting and design A dialogue box full of other chart types are available. The data of the previous chart will automatically be set.
  56. 56. References • Wikipedia.com • Webopedia.com • Haresoftware.com

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