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Ms excel 2007


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Ms excel 2007

  1. 1. The MS Excel 2007 It is the world’s most widely-used spreadsheet program, and is part of the Microsoft Office suite. Excel’s forte, of course, is performing numerical calculations, but Excel is also very useful for non-numerical applications.
  2. 2. Uses of Excel:• Number crunching: Create budgets, analyze survey results, and perform just about any type of financial analysis you can think of.• Creating charts: Create a wide variety of highly customizable charts.• Organizing lists: Use the row-and-column layout to store lists efficiently.• Accessing other data: Import data from a wide variety of sources.• Creating graphics and diagrams: Use Shapes and the new SmartArt to create professional-looking diagrams.• Automating complex tasks: Perform a tedious task with a single mouse click with Excel’s macro capabilities.
  3. 3. Features of Microsoft Excel 2007 Database (list) Worksheet Chart
  4. 4. Capabilities and Limitations of Microsoft Excel 2007 Last (16,384 cols.) Column Name OpenWorkbooks Default Sheets Last Row Number
  5. 5. Opening the Microsoft Excel 20071. Click the Start button.2. Point or Click All Programs.3. Click Microsoft Office Folder.4.ClickMicrosoft Office Excel 2007. Microsoft Office FolderNote: You can open the MicrosoftOffice Excel 2007 instantly by creatinga shortcut icon on the desktop of theMicrosoft Windows. Once shortcut has Microsoft Officebeen created, just double-click it to Excellaunch the Microsoft Excel 2007. 2007 All Programs Start Button
  6. 6. The Microsoft Excel 2007 Screen Ribbon Menu Quick Access Toolbar MS Office Button Name Box Select All Column Name Formula Bar Button Active Cell Scroll BarsRow Number Sheet Tab Zoom Tool Status Bar Views (Normal, Page Layout, Page Break Preview)
  7. 7. The MS Excel 2007 Microsoft Excel 2007 has eight standard ribbon tabs (Home,Insert, Page Layout, Formulas, Data, Review, View, Add-Ins) and anoccasional “contextual” tab that shows up when you have a certainitem selected. For example, if you have a picture selected, a Picture Tools:Format ribbon is available, as shown in the figure below.
  8. 8. The MS Excel 2007Home RibbonThe Home ribbon has common formatting and editingcommands.
  9. 9. The MS Excel 2007Insert RibbonThe Insert ribbon allows you to insert common objects,charts, links, images, and more.
  10. 10. The MS Excel 2007Page Layout RibbonThe Page Layout ribbon is used to layout yourspreadsheets for printing.
  11. 11. The MS Excel 2007Formulas RibbonThe Formulas ribbon allows access to different formulasso you don’t have to memorize all of the functions.
  12. 12. The MS Excel 2007Data RibbonThe Data ribbon has commands for accessing externaldata, sorting and filtering, and managing data in thespreadsheet.
  13. 13. The MS Excel 2007Review RibbonThe Review ribbon contains the proofing and reviewingtools. If you have a tablet PC, you can also mark up thespreadsheet with “Ink.”
  14. 14. The MS Excel 2007View RibbonThe View ribbon has different views available, allows youto control the zoom view of the document, and lets youaccess Macros.
  15. 15. Basic Mouse Pointer Shapes Mouse Pointer Meaning Default Mouse Pointer Cursor Auto-fill Handle Rows and Columns Manual Resize Move Vertical Resize Horizontal Resize Diagonal Resize 1 Diagonal Resize 2 I-Beam Insertion Point
  16. 16. Creating a WorkbookTo create a new Workbook:1. Click the Microsoft Office Toolbar2. Click New3. Choose Blank Workbook
  17. 17. The MS Excel 2007 If you want to create a new document from a template, explore the templates and choose one that fits your needs.
  18. 18. Saving a Workbook When you save a workbook, youhave two choices: Save or Save As.To save a document:1. Click the Microsoft Office Button2. Click Save3. Type the file name of the workbook4. Click Save
  19. 19. Saving a Workbook You may need to use the Save Asfeature when you need to save aworkbook under a different name or tosave it for earlier versions of Excel. Remember that older versions ofExcel will not be able to open an Excel2007 worksheet unless you save it as anExcel 97-2003 Format.To use the Save As feature:1. Click the Microsoft Office Button2. Click Save As3. Type the file name of the Workbook4. In the Save as Type box, choose Excel 97-2003 Workbook5. Click Save
  20. 20. Opening a WorkbookTo open an existing workbook:1. Click the Microsoft Office Button2. Click Open3. Browse to the workbook4. Click the title/file name of the workbook5. Click Open
  21. 21. Entering Data There are different ways to enter data inExcel: in an active cell or in the formula bar.To enter data in an active cell:1. Click in the cell where you want the data2. Begin Typing
  22. 22. Entering DataTo enter data into the formula bar• Click the cell where you would like the data• Place the cursor in the Formula Bar• Type in the dataExcel allows you to move, copy, and paste cellsand cell content through cutting and pastingand copying and pasting.
  23. 23. Selecting DataTo select a cell or data to be copied or cut:1. Click the cell.2. Click and drag the cursor to select many cells in a range.
  24. 24. Copy and PasteTo copy and paste data:1. Select the cell(s) that you wish to copy2. On the Clipboard group of the Home tab, click Copy(Ctrl + C)3. Select the cell(s) where you would like to copy the data4. On the Clipboard group of the Home tab, click Paste(Ctrl + V)
  25. 25. Cut and PasteTo cut and paste data:1. Select the cell(s) that you wish to copy2. On the Clipboard group of the Home tab, click Cut (Ctrl +X)3. Select the cell(s) where you would like to copy the data4. On the Clipboard group of the Home tab, click Paste(Ctrl + V)
  26. 26. Undo and RedoTo undo or redo most recent actions:1. On the Quick Access Toolbar2. Click Undo(Ctrl + Z) or Redo(Ctrl + Y)
  27. 27. Auto Fill The Auto Fill feature fills cell data or series of data in a worksheetinto a selected range of cells. If you want the same data copied intothe other cells, you only need to complete one cell. If you want tohave a series of data (for example, days of the week) fill in the firsttwo cells in the series and then use the auto fill feature.To use the Auto Fill feature:1. The Fill Handle2. Drag the Fill Handle to complete the cells
  28. 28. Inserting Cells, Rows, and ColumnsTo insert cells, rows, and columns in Excel:1. Place the cursor in the row below where you want the new row, or in the column to the left of where you want the new column2. Click the Insert button on the Cells group of the Home tab3. Click the appropriate choice: Cell, Row, or Column
  29. 29. Deleting Cells, Rows and ColumnsTo delete cells, rows, and columns:1. Place the cursor in the cell, row, or column that you want to delete2. Click the Delete button on the Cells group of the Home tab3. Click the appropriate choice: Cell, Row, or Column
  30. 30. Find and ReplaceTo find data or find and replace data:• Click the Find & Select button on the Editing group of the Home tab• Choose Find or Replace• Complete the Find What text box• Click on Options for more search options
  31. 31. Spell CheckTo check the spelling:1. On the Review tab click the Spelling button
  32. 32. Excel Formulas A formula is a set of mathematical instructions that can be usedin Excel to perform calculations. Formulas are started in the formulabox with an = (equal) sign.There are many elements to and excel formula.References: The cell or range of cells that you want to use in yourcalculationOperators: Symbols (+, -, *, /, etc.) that specify the calculation to beperformedConstants: Numbers or text values that do not changeFunctions: Predefined formulas in Excel
  33. 33. Excel FormulasTo create a basic formula in Excel:1. Select the cell for the formula2. Type = (the equal sign) and the formula3. Press Enter key
  34. 34. Excel Formulas A Function is a built in formula in Excel. A functionhas a name and arguments (the mathematical function) inparentheses. Common functions in Excel:• Sum: Adds all cells in the argument• Average: Calculates the average of the cells in the argument• Min: Finds the minimum value• Max: Finds the maximum value• Count: Finds the number of cells that contain a numerical value within a range of the argument
  35. 35. Excel FormulasTo calculate a function:1. Click the cell where you want the function applied2. Click the Insert Function button3. Choose the function4. Click on Ok5. Complete the Number 1 box with the first cell in the range that you want calculated.6. Click on Ok 21 3 4
  36. 36. Function Library The function library is a large group of functions on the Formula Tab of theRibbon. These functions include:AutoSum: Easily calculates the sum of a rangeRecently Used: All recently used functionsFinancial: Accrued interest, cash flow return rates and additional financial functionsLogical: And, If, True, False, etc.Text: Text based functionsDate & Time: Functions calculated on date and timeMath & Trig: Mathematical Functions
  37. 37. Relative, Absolute and Mixed References Calling cells by just their column and row labels (such as "A1") iscalled relative referencing. When a formula contains relativereferencing and it is copied from one cell to another, Excel does notcreate an exact copy of the formula. It will change cell addresses relativeto the row and column they are moved to. For example, if a simpleaddition formula in cell C1"=(A1+B1)" is copied to cell C2, the formulawould change to"=(A2+B2)" to reflect the new row. To prevent thischange, cells must be called by absolute referencing and this isaccomplished by placing dollar signs "$" within the cell addresses in theformula. Continuing the previous example, the formula in cell C1 wouldread "=($A$1+$B$1)" if the value of cell C2 should be the sum of cellsA1 and B1. Both the column and row of both cells are absolute and willnot change when copied. Mixed referencing can also be used whereonly the row or column fixed. For example, in the formula"=(A$1+$B2)",the row of cell A1 is fixed and the column of cell B2 is fixed.
  38. 38. Linking Worksheets You may want to use the value from a cell inanother worksheet within the same workbook in aformula. For example, the value of cell A1 in thecurrent worksheet and cell A2 in the secondworksheet can be added using the format"sheetname!cell address". The formula for thisexample would be"=A1+Sheet2!A2" where thevalue of cell A1 in the current worksheet is addedto the value of cell A2 in the worksheet named"Sheet2".
  39. 39. Sort and Filter Sorting and Filtering allow you to manipulate data in a worksheet based on givenset of criteria.Basic SortsTo execute a basic descending or ascending sort based on one column:1. Highlight the cells that will be sorted2. Click the Sort & Filter button on the Home tab3. Click the Sort Ascending (A-Z) button or Sort Descending(Z-A) button
  40. 40. Custom SortsTo sort on the basis of more than one column:1. Highlight which data you want to sort by2. Click the Sort & Filter>> Custom Sort button on the Home tab or click Sort button on the Data tab3. Specify the Column on the Sort by which will be sorted and specify the order (A to Z or Z to A)4. Click on OK
  41. 41. FilteringFiltering allows you to display only data that meetscertain criteria.To Filter:1. Click the column or columns that contain the data you wish to filter2. On the Home tab, click on Sort & Filter3. Click Filter button4. Click the Arrow at the bottom of the first cell5. Click the Text Filter6. Click the Words you wish to FilterTo Clear the Filter:1. To clear the filter click the Sort & Filter button2. Click Clear
  42. 42. The IF Function in Excel 2007 The IF function can be quite useful in a spreadsheet. It is used when youwant to test for more than one value. IF(logical_test, value_if_true, value_if_false) The thing to note here is the three items between the round brackets ofthe word IF. These are the arguments that the IF function needs. Heres whatthey mean:• logical_test The first argument is what you want to test for.• value_if_true This is what you want to do if the answer to the first argument is YES.• value_if_false This is what you want to do if the answer to the first argument is NO.
  43. 43. Comparison Operator• Equals (=)• Less than (<)• Less than or equal to (<=)• Greater than (>)• Greater than or equal to (>=)• Not equal to (<>)• : (colon) Range. Produces one reference to all the cells between two references. (Reference Operator)• , (comma) Union. Combines multiple cell or range references into one reference. (Reference Operator)
  44. 44. VLOOKUP Function in Excel 2007 Searches for a value in the first column of a table array and returns avalue in the same row from another column in the table array. The V inVLOOKUP stands for vertical. VLOOKUP(lookup_value,table_array,col_index_num,range_lookup)• Lookup_value The value to search in the first column of the table array.• Table_array Two or more columns of data. Use a reference to a range or a range name. The values in the first column of table_array are the values searched by lookup_value. These values can be text, numbers, or logical values. Uppercase and lowercase text are equivalent.• Col_index_num The column number in table_array from which the matching value must be returned. A col_index_num of 1 returns the value in the first column in table_array; a col_index_num of 2 returns the value in the second column in table_array, and so on.• Range_lookup A logical value that specifies whether you want VLOOKUP to find an exact match or an approximate match. (TRUE/FALSE)
  45. 45. COUNT Function in Excel 2007 Counts the number of cells in arange that contains a numbers. COUNT(value1,value2,…)
  46. 46. COUNTIF Function in Excel 2007 Counts the number of cells within arange that meet the given condition. COUNTIF(range,criteria)• Range – is the range of cells from which you want to count nonblock cells.• Criteria – is the condition in the form of number, expression, or text that defines which cells will be counted.
  47. 47. RANK Function in Excel 2007 Returns the rank of a number in alist of numbers: its size relative toother values in the list. RANK(number,reference,order)• Number – is the number for which you want to find the rank.• Reference – is an array of, or a reference to, a list of numbers. Nonnumeric values are ignored.• Order – (0 – descending order; 1 – ascending order)