Ms excel 2007 tutorial

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MS-Excel 2007 Tutorial
Introduction
Nothing is difficult once you havelearned it that applies to excel as well and once you
have learned it, you will be able to do things you never dreamed of! You will be able;
to make calculations more comply than NASA did when they sent the firstman to the
moon.
Itmay sound like big words, butin the case of excel or spreadsheetprograms
in general- it is quite true. Spreadsheets can process largeamounts of data and give
you the calculation results in no time. And when the calculations are made, you can
have then presented as beautiful tables and graphs.
I know of many who are reluctant to engage with excel becausethey find it
difficult. Granted, excel is a programthat requires some basic skills beforeembarking
on it. And if you haveno feeling for or interest in numbers it can appear meaningless.
With word-processing programslikeword you can basically juststart typing right
away but with spreadsheets it is a different story.
In return, you can achieve some pretty amazing results when you master excel at
reasonablelevel. I havemade such diversethings as budgets, accounting, production
count, Monthly payouts sheets, break timing maintain in excel and as long as it
involves numbers the only limit is your imagination.
Excel is a programthat you never quite finish learning about I haveused excel for
many years and have tried most things and I still find it challenging.
Even if you are familiar with all the basic functions, you will find occasion to continue
challenging ourselves and find new things you can squeezeout of the program. And
when the programcannotperformthe tasks you require, it also has an entire
programming language, enabling you to make your own small programs insideexcel.
I would think excel is the programin the office packagewhich over time has
had the greatest impact on the business sector. Being a number nerd I find it hard to
hide my enthusiasmfor excel. I hope that after you finished reading this book, you
will also have discovered how powerfula tool you now haveat your disposal.

A Small Reader’s Guide
If you have not worked with excel before, I would recommend that you read the
entire book fromone end to another. You can subsequently useit as a reference. I
have tried to arrangethe book in a logical manner so you can quickly find the chapter
that deals with a problem similar to the one you are trying to solve.
When I ask you to click on something. Itis click with left mouse button. A double click
is two fast clicks with left mousebutton. If I wantyou to click the rightmouse button,
I call it a right click.
Buttons and menus that you can click are always written in underlined font this
means that when you see underlined text you should be able to find something
similar on the screen that you can click on.
If I wantyou to type something in you spreadsheet, it will appear like this:
Type=sum(a1:b3)
Now we are ready to startup the programand look at all its wonderfulfeatures.
1. First look at excel
In this section wewill review the basic structureof excel 2007. You startthe
programby clicking the windows startbutton at the left, then click programs.
In the programs menu you will find a folder called Microsoftoffice, which is where

excel is located.
i. The screenandits elements
When you start excel, you will automatically start in a new, blank workbook.
Excel basically looks and works thesame way it has in the last visions. If you
already know excel, you can use it exactly as you havealways done.
Nevertheless, there have been somechanges an improvements different
places, and they are not justcosmetic.
ii. Workbooks and spreadsheets
An ordinary excel file is called a workbook and can contain different things.
The most important thing is that it can contain worksheets, butit may also
contain chart sheets and small programs thatyou can do yourself. The most
important thing is to be awarethat an excel file is not necessarily justa
spreadsheetbut a workbook thatcan contain many spreadsheets and
charts.
iii. The ribbon
The ribbon with its tabs and buttons is located at the top. The ribbon is the
most obvious changein excel compared to previous versions, and it
replaces the old menus and toolbars. But the ribbon does not replace only
the menus and toolbars. Many functions which previously required that you
filled out various dialog boxes have become more directly accessiblein the
ribbon.
In my case it took some time to get used to the ribbon becauseI have been
accustomed to the menu bar and toolbars for many years. The ribbon is far

more visualand task oriented and it looks very nice. Whether it is an
improvement is perhaps a matter of tasted. Itwas difficult for me to get
used to it after so many years with the menu bar and toolbars.
But somehow, I havebecome quite fond of it. The old toolbar had a
tendency to mess around at the top of the screen, whereas the ribbon stays
in place, so when you need a button, it will be in the same place as last time
you used it.
There are also many exciting new features for formatting and graphics, and
the old shortcutkeys also still work.
Itis also a great improvementthat small tool tips pop up when you point to a button that
has been upgraded. They have nice graphics and more detailed explanations of whatthe
button does. Itis a great help when you wantto know the program.
iv. The office button
In the top left corner of the screen you will find the round office button it
corresponds by and large to the old file menu.
If you flick on the office button a menu pops up. This is the menu you must
enter when you want to create a new blank spreadsheet, and when you
need to save it.

Figure4:Clicking on the office button opens this menu
Itis also via the office button that you can find excel options, whereyou can change the
settings for how excel should work.
v. Quick access
This small discrete toolbar quick access, wherewith a single click you can save, undo, etc., is
located justto the rightof the office button. Quick access can be customised so that you
can choosethe features that suityou best. You do this by rightclicking on a button and
choosing customizequick access toolbar. Alternatively you can click the small arrow to the
right of the toolbar, which enables you to quickly select and deselect various features.
vi. The workspace
The workspaceis located underneath the ribbon, and this is where you have your
spreadsheet. The spreadsheetis a huge table with columns and rows. The columns are
named with letters in the column headings and the rows arelabelled with row numbers in
the row headings. By clicking on a column heading. You can select the cells in the whole
column, and the same is true if you click on a row heading.
The corner is located in the top left corner of the worksheet. By clicking on the corner you
can select all the cells in the entire worksheet.
The cells are the basic elements of the worksheet; this is wherewe type in our data and
formulas. Wherever a row and a column meet, we havecell. Each cell in the worksheethas
a unique name. For example, the cell located wherecolumn C and row 4 meet is called C4.
A cell can contain numbers, words and formulas.
Formulas area kind of commands that you type into a cell, which make the cell display the
result of a calculation. You do not have to worry aboutthat yet, I promisewe will return we
will return to it in more detail.
2. Calculations
The primary objective of excel is to count, and there programis actually quite good at
it.
To make a calculation you must writea formula. The formula should be written into
the cell showing the result. A formula is a structured piece of text that tells excel whatit has
to calculate. Itis not that hard to learn in smallsteps, so let us write a simple little formula
to calculate the resultof 2+3.

I. Formulas
In excel one always starts a formula by typing an equal sign=. Itis a sign that tells
excel that whatis in the cell is a formula and not a text or a number. When you are finish
typing the formula, excel will display the result in the cell instead of the formula you have
written.
1. Place the cursor in a random cell and type=2+3
2. Press the ENTER key on the keyboard.
Itshould now read “5” in the cell in which you wrotethe formula. Movethe cursor to the
cell, and note that the formula bar still reads “=2+3”, like shown above.
II. Operators
You can usethe four methods of calculation (Plus +, minus -, multiply *, and divide /)
in this way. You can also use parentheses if necessary. For example, 2+3*4 is note the same
as (2+3)*4. In this respect excel follows the general calculation rules.
Potency is calculated by using the sign “^”, written by holding down SHIFTon your
keyboard and pressing the key between Z and ENTER. For example, 2^3. Itmeans 2*2*2=8.
So far, you are probably not all that impressed with excel’s calculation capacity.
Actually, wecould make the abovecalculation much easier by using a simple pocket
calculator, and it is only to show whata basic formula is.
III. Formulas withreferences
To make everything right, we musttake advantage of references in our formulas.
References are made to values in other cells. Delete everything you have written in your
spreadsheetso far, and dot the following;
1. In cell B2, type the number 2.
2. In cell B3, type the number 3.
Now it should look like below.

Thendo the following
3. Start by typingan=signintocell B4 to show that youare aboutto write a formula.Donot type anything
else,anddonot pressthe enterkey.
4. Take your mouse,pointtocell B2 and clickonce withleftmouse button.Now the formulabarshould
show“=B2”.
5. Pressthe + keyonthe keyboard.Youare hopefullynotsurprisedthe itsays“=B2+”
6. Take your mouse again,pointtocell B3, and clickonce withthe leftmouse button.Now itsays“=B2+B3”
inthe formulabar.
7. Pressthe enterkeyonthe keyboard.
If the computerdidnotbreakdownit isnow possible tocreate a formulathatadds the valuesincell B2 and B3 and
displaysthe result5incell B4. You shouldactuallybe able towrite exactlythe same formulainadifferentcell inthe
spreadsheet,soletustryit.
8. Choose anemptycell andtype the following(withoutusingthe mouse):=B2+B3
9. Andpressenter.
The resultisof course the same,but nowyouhave seenthat youcan freelychoose betweencreatingcell references
by clickingwithmouse ortypingthenindirectly.Eachmethodhas itsadvantages.Whenyouclickthe mouse youdo
not riskmakingtyposbuttypingisoftenfaster.
The great thingaboutthe formulasisthattheykeepworking.If youchange the numbersincellsB2and B3 the
resultsinthe cellswithformulasalsochange sogoaheadand try writingsome othernumberincell B2 andB3.
In the nextsection,we will tryusingsome of excel’s built-in“functions”inourformulas.
IV. Referencestoother spreadsheets
You are not limited to refer to cells in the same spreadsheet. In excel you can have multiple
spreadsheets in the same excel file, and they are, as mentioned previously, organised in the
sheet tabs at the bottom of the screen.
If you refer to a cell in another worksheet, the referencemust contain both a sheet
reference and a cell reference.
If you type a formula in sheet1, that user the value fromcell B2 in ark2, thereference must
be “sheet2!B2” not just “B2”, which would be a reference to the sheet you are currently
working in.
You can also refer to cells in other spreadsheets files; we will return to that eventually.

V. Functions
When I talk about “functions”, I mean functions in formulas. These are not functions such as
“print” or “Save”, but calculation functions. In the previous section you learned how to
write simple formulas, whereyou could calculate with a few number. Functions enable you
to add thousands of numbers together in an instant, calculate averages, and make
probability calculations and many other things.
Functions are used in the formulas, and you can use severalfunctions in the same formula.
If wewant to be really advanced we can even usefunctions within other cautions but we
will not got that far yet.
All functions in excel are written in a certain way, which can be summed up in this manner.
FunctionsName (Arguments)
All functions havea function name. For example, the function that adds together number is
called “SUM”, and the function that calculates averages is called “Average”. The function
name is followed by one or more “Arguments”, which arethe numbers or cell references
that feature mustuse in the calculation. If there is morethan one argumentin a function,
they are separated by a semicolon”;” It looks like this
Function name (argument1; argument2; argument3)
Let us explore the mostcommon functions, SUMand AVERAGE.
The SUM Function:
Now you will learn how to add together many numbers in an instant, but let us start with
something simple.
1. Type the number 2 in cell B2
2. Type thee number 3 in cell B3
3. Type the number 4 in cell B4
Now we will type a formula into cell b% to add together the numbers in cells B2, B3 and B4.
4. In cell B5, write enter=SUM (B2:B3:B4). You will see that excel colours the cell
references and frames the corresponding cells in the same colour. Itis helpful later
when you work with more complicated formulas.
5. Press the ENTER key.

Cell B5 should now show the result 9. If it did not work, check that you remembered to
write and equal sign at the beginning of the formula.
You have written a formula with a SUM function with three arguments: the three cell
references are separated by semicolons. Supposeyou haveto add together 1000 figures
using cell references, that formula would be very long. Itis, therefore, possibleto usea
“Region reference” as an argument.
A region reference consists of two cell references separated by a Colon “:”. Excel will add
together the two cells AND all the cells between them.
1. Select cell B5 and press the F2 key on the keyboard.
2. Rewrite the formula so it reads=SSUM(B2:B4) and press the ENTER key. Remember
this time there should be a colon “:” in the function, not a semicolon “;”.
The result is the sameas last time, but you havenow given one argumentinstead of three
arguments, namely the region reference “B2:B4”. Since cell B3 is between B2 and B4, it is
part of the region that defines the calculation.
If the list had has 1000 numbers thatwere to be added together instead of three, the
formula would simply be called =SUM (B2:B1001). So now you know how to add together
the 1000 numbers in an instant.
By the way, the SUMfunction does not care if there are empty cells in the region specified.
Now you have probably madean effort to write the formulas, justlike I asked you to. I can
tell you, that when you write formulas excel is completely indifferent to whether you use
uppercaseor lowercase. So now you do not need to think about that anymore.

The AVERAGEFunction:
The AVERAGE function is used exactly like the SUMfunction, but it calculates the average of
the arguments instead. The nice thing about the AVERAGEfunction is that if there are
empty cells in your arguments the AVERAGEfunction will ignorethem. Remember in this
context that an empty cell is not the sameas a cell wherethere is a 0 value.
Now we will write formula with an AVERAGEfunction, similar to the SUM function we just
had. But this time we will providethe region referenceusing the mouse in order to get a
little practice.
1. Activate cell B6 and type=AVERAGE(
2. Using the mouse, point to cell B2, press the left mousebutton and hold it down.
3. Move the mouse down in order to select cell B2 B3 and B4, then release the left
mousebutton. Now it should say= AVERAGE(B2:B4
4. Close the brackets “)” and press ENTER.
Cell B6 should now show the result 3.

Now macro has completed recording. There is nothing further to do beforewe play it.

So far we have covered many topics above. Which includes someof below or some are new
to practice yourself.
Formatting Action Operators

Format A Cell Bracket ()
Conditional
Formatting Divide /
Multiply *
Add +
Subtract -
Functions
Mathematical DATE-TIME TEXT Functions
LOGICAL
FUNCTIONS
Remarks
SUM NOW TEXT AND If multiple conditions are true
COUNT TODAY UPPER OR If only one condition is true
COUNTA YEAR LOWER NOT If no condition is true
MAX MONTH PROPER IF When we required custom action/output
MIN DAY LEN
LARGE HOUR LEFT
LOGICAL
FUNCTIONS
SMALL MINUTE RIGHT VLOOKUP
AVERAGE SECONDD MID HLOOKUP
SUMIF DATE-TIME
TRIM (Remove
Spaces)
COUNTIF TIME CONCECATENATE PIVOT TABLE
AVERAGEIF NETWORKDAYS FIND Data Validation
Now do below exercise on the basis of your learning and understandings. Usefunction and
fill the blanks highlighted in yellow colours. Special instructions aregiven below. Note: copy
and paste below data into excel sheet and prepareown your own then get the answers.
Exercise1-
Result Card
SL
No.
Students
Name
Subject Name
Total Average Failed/Passed Grade
Special
RecognitionEnglish Science Maths
1 Ravi 56 52 84
2 Shiva 54 40 70
3 Mohit 57 56 55
4 Rupa 64 52 85
5 Deepa 32 50 90
6 Nil 42 78 65
7 Sharmin 84 65 70
8 Babu 85 62 50
9 Jalal 30 35 45
10 Misty 76 60 95
Failed/Passed
Failed
If
Average
<50
Grade
A
If average
>=65
Passed
If
Average
>50 B
If average
>=60

C
If average
>=55
Special
Recognition Excellent
If Got
>70 in
all
subjects D If average <55
Exercise2-Usetext functions and gets last and first name and Email id as per instruction.
Full Name
Last
Name
First
Name
Email ID
Sok Sibal
Sao Virak
Seng Sabath
Chen Chameroun
get the last name from the full name
get the first name from the full name
get emailid for each person in the form
lastname_firstname@gmail.com
Exercise3-
Bonus
Min
Amount
Max
Amount
12% 100000 200000
Sales Man Sales Bonus
A 87925
B 100000
C 299555
D 92500
E 122680
F 241041
Sales should be Min & Max to get bonus
12%

Exercise4-
Name Score Rating
Ajay 78 A
Amit 76 A
Vinay 85 A
Hari 45 C
Yatin 67 B
Sunita 43 C
Suraj 47 C
Sakshi 59 C
How may A ratins are there?
How many have got above 70?
What is the average score?
What is the Highest score?
What is the lowest score?
What is the total score B
rating?
Exercise5-
Emp
Code
Name Region
E001 Bob Delhi
E002 Chriss Bombay
E003 Kennedyy Delhi
E004 Bency Delhi
Emp
Code
Region
E004
E003
E001
Exercise6-
City Country
ISO
Code
Average
Emp
Paris France FR 13
New york USA US 14
London England GB 10
Warsaw Poland PL 8
Oxford England GB 9
Washington USA US 116
Miami USA US 24
Moscow Russia RU 6
Sum of average temp for
USA

Count the no of countires
where average temp <USA
avg temp
Exercise7-
Salesperson
Items
Bought
Items
Sold
Expenses Income Comission
Dan 3 6 30 60
Maria 3 4 30 40
Izik 8 7 80 70
Brenda 6 4 60 40
Lucy 5 5 50 50
Nathan 3 9 30 90
Brenda 8 6 93 60
Heather 8 4 80 40
Dan 3 4 30 40
Bruce 7 6 70 60
Bring comission of 12% of income if item soldd is more than 5
Get the sum of range I2:I5 and J2:J5
Get the average of the same ranges
Name of sales person Dan Brenda Bruce Izik
Items Sold
Total sold items above 4
Change the font colour of duplicate cell values under the heading income
Highlight the rows where items sold>5
Highlight the highest & lowest expenditure

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