Ms excel training manual

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MS Excel Manual
ICT Staff Training & Development, University of the Western Cape
ICS Department: e-Learning
Office: 021 959 2504
E-mail: e-learning@uwc.ac.za

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Table of Contents
Introduction...........................................................................................................4
Understanding the Excel Environment.........................................................................4
Starting Excel 2003 .....................................................................................................5
Important definitions: ..................................................................................................6
The Basics of MS Excel 2000 ...............................................................................8
Navigation through a worksheet ..................................................................................8
Selecting Cells.............................................................................................................9
Editing cell Entries and Working with ranges ............................................................10
Basic workbook skills..........................................................................................11
Saving a Workbook...................................................................................................11
Opening the existing Workbook ................................................................................13
Previewing and Printing a Worksheet ........................................................................14
Exiting a Workbook ..................................................................................................15
Modifying a Workbook ........................................................................................16
Insert/Adding Worksheets .........................................................................................16
Deleting Worksheets .................................................................................................17
Renaming Worksheets...............................................................................................17
Rearrange Worksheets...............................................................................................18
Inserting and Deleting Rows and Column..................................................................19
Inserting the Column .................................................................................................19
Inserting Row............................................................................................................21
Resizing Rows and Column.......................................................................................22
Hiding and Rows and Column ...................................................................................22
Worksheets.........................................................................................................23
Deleting contents.......................................................................................................23
Copy and Moving Cell Content .................................................................................23
Formatting Cells..................................................................................................25
Formatting Numbers..................................................................................................25
Change the font or font size.......................................................................................26
Automatic formatting of worksheet ...........................................................................27
Conditional formatting ...................................................................................................27
Conditional formatting ..............................................................................................28
Entering Formulas...............................................................................................29
Introduction to calculation.........................................................................................29
Order of precedence in Excel.....................................................................................30
Introduction Excel Functions.....................................................................................30
Relative and Absolute Cell References ......................................................................31
Troubleshooting ........................................................................................................33
Formatting Figures..............................................................................................34
Advanced Calculations .......................................................................................35

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Sum Function ............................................................................................................35
Average Function ......................................................................................................35
Minimum Function....................................................................................................36
Maximum Function ...................................................................................................37
Count Function..........................................................................................................37
IF Function................................................................................................................38
V Look Up ................................................................................................................39
Function Wizard........................................................................................................39
Rearranging Worksheets data and Window Management..................................40
Creating a list: ...........................................................................................................40
Filtering:....................................................................................................................41
Freezing panes:..........................................................................................................43
Splitting worksheet:...................................................................................................44
Data protection:.........................................................................................................45
Understanding page properties and printing.......................................................46
Charts .................................................................................................................47
Induction...................................................................................................................47
Types of charts ..........................................................................................................47
Charts Wizard............................................................................................................49
Modifying charts .......................................................................................................49
Formatting a Chart.....................................................................................................51
Moving and Resizing a Chart.....................................................................................52
Printing a chart ..........................................................................................................52
Working with Pivot Tables...................................................................................53
Introduction...............................................................................................................53
Creating a PivotTable ................................................................................................55
Creating a PivotChart ................................................................................................55
Glossary..............................................................................................................56

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Introduction
Microsoft Excel 2003
Course Description:
Instructor-led, group-paced, classroom-delivery learning model with structured hands-on activities. Students
will learn how to use an electronic spreadsheet to create basic data reports. This manual will be used as a
learning reference throughout this lesson.
Course pre-requisites:
Students enrolling in this course should understand how to use Windows 98/2000/XP. Excel 2000:
Worksheets is designed for the student who has had no previous spreadsheet experience. Students who are
not familiar with the Windows environment will probably want to first take the following PTR Content course:
- Windows 98/2000: Introduction.
Defining Spreadsheet software:
Microsoft Excel is an electronic spreadsheet program that runs on Windows computers. You use an
electronic spreadsheet to perform numeric calculations rapidly and accurately. The spreadsheet uses
sophisticated charting and database functions such as filtering data from a database or spreadsheet record
and chart data in numerous formats.
A spreadsheet is the computer equivalent of a paper ledger sheet. It consists of a grid made from columns
and rows. It is an environment that can make number manipulation easy and somewhat painless. Ms
Excel provides powerful calculation, statistical, graphing, and general data analysis and organizational tools
for education, research, and business.
Advantages of using Excel:
The advantages of using Excel include the fact that once downloaded, students can use the workbook
without internet and students can easily download additional copies of the file if the workbook becomes
corrupted.
Understanding the Excel Environment
An Excel workbook can consists of numerous worksheets. Any particular worksheet contains intersecting
columns and rows (which is known as a cell) and labelled alphabetically and numerically respectively. A
worksheet can be added or deleted and a user can use up 255 worksheets.

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Starting Excel 2003
FIGURE 1.1
Step 1: Click , as shown by Arrow 1
Step 2: Point to Program, as shown by Arrow 2
Step 3: Point to Microsoft office, Microsoft Excel is listed amongst other programs on your computer
Step 4: Click the Microsoft Excel program icon, Excel should open displaying a blank worksheet, Refer
to Figure 1.1
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FIGURE: 1.2. Excel Worksheet Window
Important definitions:
1. The Title Bar: The title bar indicates the title of the program you are using. If the title is not
saved, the title bar will display the words Book 1.
2. The Menu Bar: All available EXCEL options are fond here. Clicking any one of these menus
reveals a list of options, called “drop-down menu”
3. The Tool Bar: This bar, which contain options what we call Quick buttons, allows you to
access certain option found in the menu bars. It may be faster to choose
options and execute tasks with the tools on this bar, but not all of the options
are available.
4. Fomular Bar: Allows you to enter or edit data in the worksheet
5. Scroll Bar: Rows, while the second is horizontal and is used to scroll back and
forth across the columns. You can use the scroll bars by clicking the
arrows that point up, down, left or right, or by dragging the square in the
scroll bar to move up or down.
6. Status bar: This bar displays information on the selected function, the status of
the program, and certain keys on the keyboard. For example, if you
are modifying text, the word EDIT is displayed.
Note: The Formula bar illustration below is a unique function to Excel and is useful when working in
within your worksheet
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FIGURE: 1.3
The Standard Toolbar: This toolbar is located just below the menu bar at the top of the screen and
allows you to quickly access basic Excel commands.
FIGURE: 1.4
TIP: All the icons on the standard toolbar are available within the Menu bar.

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TABLE: T.1. Typical business uses for spreadsheets
The Basics of MS Excel 2000
Navigation through a worksheet
In this section we examine methods of navigation within your worksheet. The cursor and keyboard are
the most important when navigating within the Excel environment. With over a million cells available to
you, it is important to know how to move around, a worksheet. You can use the arrow keys on the
keyboard ([ ],[ ],[ ],[ ]) to move cell or two at a time, [page Up] or [Page Down] to move a
screen size at a time. To move a screen size to the left press [Alt] [Page Up]; to move a screen size to
the right [Alt] [Page Down]. You can also simply use your mouse pointer to click the desired cell. If the
desired cell is not visible in the worksheet window, use the scroll bars or the Go To (located in Menu
bar->Edit) command to move the location into view. To return to the first active cell in a worksheet,
click cell A1, press [Ctrl] [Home].
Figure 1.3.1 displays the common forms the cursor may take and Figure 1.3.2 illustrates the keystrokes
that allow you to move through the cells of your worksheet.
FIGURE: 2.1: Commonly used pointers
Normal or Cross: Select a cell or range; indicates ready mode
Copy: Create a duplicate of the selected cell(s)
Full Handle: Creates an alphanumeric series in a range
I-beam: Edit contents of formula bar
Move: Change location of the selected cell(s)
Adjust: This cursor allows the user to adjust the column width and row height.
FIGURE: 2.2: Common keystroke using keyboard
Movement Key stroke
One cell up up arrow key
One cell down down arrow key or ENTER
One cell left left arrow key
One cell right right arrow key or TAB
Top of the worksheet (cell A1) CTRL+HOME
Represent values visually Creating charts based on worksheets values
Organise data Sorting data in ascending or descending order
Analyze data Create data summaries and short-list using PivotTables or AutoFilters
Create what-if data scenarios Using variable values to investigate and sample different outcomes
Spreadsheets are used to: By means of:

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End of the worksheet (last cell containing data) CTRL+END
End of the row CTRL+right arrow key
End of the column CTRL+down arrow key
CELLS: is defined as the space where a specified row and column intersect. Each
CELL is assigned a name according to its COLUMN letter and ROW
number.
FIGURE 2.3
In the above Figure 2.3 the CELL labelled B3 is highlighted showed by ARROW 1. When referencing a cell, you should
put the column first and the row second.
Selecting Cells
In the following section, we will explore the methods of selecting cells within your worksheet. Selecting
cells in your worksheet will allow you to make changes such as formatting, moving copying, font
changes and erasing.
FIGURE: 2.4: Shortcuts
To select a single cell Click in that cell
To select a range of cells
Click in the first cell, drag the mouse to the last cell
or click the first cell, press and hold shift, click the
last cell in the section (shift-clicking) or hold shift
and double click the border of the active cell
One cell down down arrow key or ENTER
To select an entire row or column Click row or column header
To select cells using the Name box Click row the Name box and type the cell reference
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Editing cell Entries and Working with ranges
You can change the contents of any cell at any time. To edit the contents of a cell, you first select the cell
you want to edit. Then you have three options: you can click the formula bar, double-click the selected cell,
or press [F2]. This puts Excel into Edit mode. The following is simply steps on entering, deleting or editing
data:
· Click the cell where you want to either enter, delete or edit
· To enter data simply type and press Enter; to delete the cell content press backspace; To edit
simply click on the section of data within the you would like to edit
· Your data can be in text format which will be left aligned or numeric format which is right aligned
· To over write cell content simply select the cell type new input
Note: Using range names in a workbook:
Any group of cells (two or more) is called a range. To select a range, click the first cell and drag to
the last cell you want to include in the range. The range address is defined by noting the first and
last cells in the range separated by a colon, for example A7:D16. Once you select a range, the
easiest way to give it a name is by clicking the name box and typing in a name. You can use a
range name in a formula (for example, Income-Expenses) or to move around the workbook more
quickly. Simply click the name box list arrow, then click the name of the range you want to go to.
The cell pointer moves immediately to select that range. To clear the name from a range, click
Insert on the menu bar, point to Name, then click Define. Select the range name you want to
delete from the Define Name dialog box, click Delete, and then click OK.

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Basic workbook skills
Sometimes it’s more efficient to create a new worksheet by modifying one that already exits. This saves you
from having to retype information that can be reused from previous work. Use the Save command to store
changes made to an existing file. It is a good idea to save your work every 15 minutes or before printing.
Saving a Workbook
FIGURE 3.1
STEP 1: Click File
STEP 2: Click Save As (if you save your work for the first time) Dialog Box will show up See below select
the current file name (if necessary) or re-type a new filename. Then click Save. If you make any further
changes to your workbook, then simply click the Save button located on the standard toolbar to save
new changes.
FIGURE: 3.2: Save As dialog box
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STEP 1: Select the Drive you want to save your work by clicking the Drop down Arrow
STEP 2: Type the File name
STEP 3: Click Save
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Opening the existing Workbook
FIGURE 3.3
STEP 1: Click file
STEP 2: Click Open or Click on the standard tool (Dialog Box will show up See below)
FIGURE: 3.4: Open dialog box
STEP1: Select the Drive where you saved your work by clicking the Drop down Arrow SHOWN by Arrow 1
STEP 2: Type the File Name
STEP 3: Click Open
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Previewing and Printing a Worksheet
When a worksheet is finished, you might want to print it to have a copy to reference, stored or disturbed etc.
You can also print a worksheet that is not completed to review your work when are not at a computer.
Before you print a worksheet, you should always save any changes. That way, if anything happens to the file
as it is being sent to the printer, you will have your latest work saved. Then you should preview It to make
sure it will fit on a page the way you want. When you preview a worksheet, you see a copy of the worksheet
exactly as it will appear on paper.
FIGURE 3.5
Make sure the printer is on and contains paper, if a file is sent to print and the printer is off, an error
message appears.
STEP 1: Click File
STEP 2: Click Print Preview or Click the Print Preview on Standard toolbar
A miniature version of the worksheet appears on the screen.
If there were more than one page, you could click the Next button or Previous button to
move between pages. You can enlarge the image by clicking the Zoom button.
STEP 3: Make sure that the Active Sheet(s) option button is selected and that 1 appear in the
Number of copies text box
· Adjusting the value in the Number of copies text box enables you to print multiple
copies. You could also print the selected range, the values you just entered, by
clicking the Selection option button.
STEP 4: Click OK
· The Printing dialog box appears briefly while the file is sent to the printer. Note that
the dialog box contains a Cancel button. You can use it to cancel the print job
provided you can catch it before the file is sent to the printer.
Tip: Using the Zoom in Print Preview
When you are in the Print Preview window, you can enlarge the image by clicking the Zoom button.
You can also position the mouse pointer over a specific part of the worksheet page, and then click it to view
that selection of the page. While the image is zoomed in, use the scroll bars to view different sections of the
page.
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Exiting a Workbook
STEPS:
1. Click to Close (located on the far right of the Tile bar) or Click on File in the menu bar
2. (A menu should appear; locate Close)Click on Close
3. A prompt will appear asking whether you ‘would like to save the changes’ made to your
document
4. Click yes, if changes have not been saved or click No, if unwanted changes have been made.
5. Save to appropriate location if not previously saved.
Tip: To show default toolbar buttons and menu commands
Click Tools on the menu bar, click Customize, and make sure the Options tab in the Customize
dialog box is displayed; click Reset my usage data to restore the default settings, click Yes in
the alert box or dialog balloon, then click Close.

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Modifying a Workbook
Insert/Adding Worksheets
STEP 1: Right-Click on the sheet tab (as shown in figure .4.1)
STEP 2: To add a sheet, click on Insert… on the menu
STEP 3: Click General tab
STEP 4: Select Worksheet (as shown in fig.4.2)
STEP 5: Click Ok (new sheet will be added)
FIGURE: 4.1
FIGURE: 4.2
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Deleting Worksheets
STEP 1: Right-click on the sheet tab you would like to delete (as shown in fig.4.3)
STEP 2: To delete the worksheet, click on Delete (notice one of the sheet is now removed)
FIGURE 4.3
Renaming Worksheets
STEP 1: Right-click on the sheet tab you would like to rename (as shown in fig.4.1)
STEP 2: To rename the worksheet, click on Rename (notice the sheet tab name is highlighted)
STEP 3: Type the name, then press Enter (name will appear at the sheet tab)
FIGURE 4.4
ABOVE FIGURE 4.5
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Rearrange Worksheets
Moving worksheets:
STEP 1: Right-click on the sheet tab you would like to move (as shown in fig.)
STEP 2: To Move the worksheet, click on Move or Copy…on the pop-up menu
STEP 3: Click on (move to end) in the Move or Copy dialog box (as shown in fig 1.5.3)
STEP 4: Click OK
STEP 5: (notice selected tab is now in last position)
FIGURE 4.6
FIGURE 4.7
FIGURE 4.8
Tip: An alternative route to access the Delete sheet, Move or Copy options is by using the menu bar
Edit; Alternative to Rename is found in menu bar Format->sheet; Alternative for Insert is found in
menu bar Insert; Alternative for Rearranging your worksheet tab is by clicking and holding down
the left mouse button on the sheet you would like to move and simply drag it to the new desired
position.
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Inserting and Deleting Rows and Column
Column and Row: A worksheet is composed of 25 columns and 16,384 rows of data. Each
column is identified by a letter (A=1, B=2, C=3...Z=26, AA=27, AB=28 etc)
COLUMN is defined as the vertical space that is going up and down the window.
Letters are used to designate each COLUMN'S location.
FIGURE 4.9
In the above Figure 1.4 the COLUMN labelled C is highlighted.
Inserting the Column
Sometimes, you may forget to insert one or more columns and/or rows in a table. However, you
do not have to start over because EXCEL has a function that allows you to insert rows and/or columns.
FIGURE 4.9.1
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STEP 1: Highlight the Column you want to insert
STEP 2: Click Insert
STEP 3: Click Column
FIGURE 4.9.2
Figure 4.9.2 after the Column is inserted
ROW is defined as the horizontal space that is going across the window. Numbers
are used to designate each ROW'S location.
FIGURE 4.10.1
In the above Figure 4.10 the ROW labelled 3 is highlighted showed by ARROW 1
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Inserting Row
FIGURE 4.10.2
STEP 1: Highlight the Row you want to insert
STEP 2: Click Insert
STEP 3: Click Row
FIGURE 4.10.2
Figure 4.10.2 after the ROW is inserted
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Deleting Rows and Columns:
§ Right-click on the either the Row selector or the column selector
§ Once the row/column is highlighted that you want to delete, select Delete… from menu
Resizing Rows and Column
There is two possible ways in resizing a column or row:
1. Position your cursor on the dividing lines between each row/column selector the cursor will
change to an Adjust cursor. With this cursor click and drag the line to desired width or height
of the column/row. Note an information Box will appear displaying numerical alignment as you
drag the cursor up or down.
2. Click Format on the menu bar, from the drop down menu select column->width… or row-
>height…. A dialog box will appear requesting numerical input for width/height alignment. Enter
your desired width or height.
Hiding and Rows and Column
STEP 1: Click on the Row/Column selector of the row/column you would like to delete, on the menu
bar click on Format. On the drop down menu select column->Hide or row->Hide
STEP 2: Highlight the Row/column selectors of the row/column before and after the hidden row or
column. Then right-click the highlighted space and click on Unhide.
Note: Each cell an individual identity. If you would like to format a particular cell or cell range, it should
first be highlighted. By selecting a range of cells using the Row/Column selector, you can adjust the
row/column height/width of the selected space by dragging the Row/Column selectors to a desired
width/ height and automatically all selected row/columns will change to the new width/height of the
row/column you changed. Also important is Defining a range name- first you select the range to be
named, then click Insert on the menu bar, a drop down menu select Name->Define…. A dialog box
appears requesting Names in workbook: ¸ enter an appropriate name and click ok.

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Worksheets
Using the Cut, Copy and Paste buttons or the Excel drag-and drop feature, you can copy or move
information from one cell or range in your worksheet to another. You can also cut, copy, and paste data from
one worksheet to another to make corrections, and add information using the Office clipboard, which can
store up to 12 items.
Deleting contents
STEP 1: Select a range of cells of which contents you would like to delete
STEP 2: Press [Del] on the keyboard
Copy and Moving Cell Content
Figure 5.1.1
STEP 1: Select a range of cells of which contents you would like to copy/move
STEP 2: Click Edit then Copy/Cut OR Click the Copy button or Cut button on the Standard
toolbar
· The selected range is copied to the Office Clipboard, a temporary storage file that
holds the selected information you copy or cut. A moving border surrounds the
selected range until you press [Esc] or copy additional information to the clipboard. To
copy the most recent item copied to the clipboard to a new location, you click a new
cell and then use Paste command.
Figure 5.1.2
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STEP 3: Select a range where you would like to Paste
· The Clipboard toolbar opens when you copy a selection to the already occupied
Clipboard. You can use the Clipboard toolbar to copy, cut, store and paste up to 12
items.
STEP 4: Click Edit then Paste OR Click the Paste button on the Standard toolbar
· When pasting an item from the Clipboard into the worksheet, you only need to specify
the top left cell of the range where you want the selection to go. The moving border
remains active.
Note: Using the drag-and-drop technique
Select desired range/cell you would like to copy/cut, position the pointer on any edge of the cell
until the pointer changes to then press and hold down [ctrl]. The pointer changes to the
copy pointer. (When you copy cells, the original data remains in the original cell. When you move
cells, the original data does not remain in the original cell) While still pressing [Ctrl], press and
hold the left mouse button, drag the cell contents to desired location, release the mouse button,
then release [Ctrl].

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Button Description Button Description
Formatting Cells
Formatting attributes make worksheets look professional and help distinguish different data. These same
attributes can be applied depending on specific outcomes in cells.
FIGURE: 6.1: Formatting Toolbar
TABLE T.2: Attributes and alignment buttons on the formatting toolbar
Formatting Numbers
Numbers are an important part of Excel. It is imperative that the numbers in your spreadsheet have the
appropriate formats applied to them. If you don’t want numbers to be calculated, you can format them as
text. A number that is formatted as text will be left-aligned instead of right-aligned. It will be stored as text
and cannot be included in any calculation.
Bold Text Aligns text on the left side of the cell
Underlines text centers text horizontally within the cell
Italicizes text Aligns text on the right side of the cell
Adds lines or borders Merges two or more cells into one cell

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FIGURE: 6.2: Formatting Toolbar
STEP1: Select the cell or range of cells that contains the numbers that you want to format
as text
STEP 2 & 3: Click Format, on the menu bar, click Cells… on the drop down menu
STEP 4: On the Number tab, select desire Category list,
STEP 5: Click OK
Change the font or font size
STEP 1: Select the cell, range of cells, text, or characters that you want to format (See the
above Figure)
STEP 2: On the Formatting toolbar, you can change the font using the Font box
.
STEP 3: Click the Font size box , to change font size.
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Automatic formatting of worksheet
Excel provides several sample table formats that you can apply to your worksheet data. For example, to
make the data on a worksheet easier to scan, you can apply an autoformat that displays alternative rows in
two contrasting colors.
FIGURE 6.3
STEP 1: Select the range, rows or columns that you want to apply or remove an autoformat.
STEP 2: On the Format menu, click AutoFormat.
STEP 3: Implement one of the following:
· To apply an autoformat, click the format that you desire.
· To remove an autoformat, scroll to the bottom of the list and click the None option.
STEP 4: Click Ok
Note: If you want to use or remove only selected parts of an autoformat, click that autoformat in the list,
click Options, and the clear the check box for any formats that you don’t want to apply.
Autoformats are adjusted in the preview box as you clear or select the check boxes. If you clear
the Font check box, the font that is specified on the General tab of the Options dialog box (Tools
menu, Options commands) is applied.
Extra Note on using AutoFormat
Conditional formatting
Excel also has 17 predefined worksheet formats to make formatting easier and to give you the option of
consistently styling your worksheets. AutoFormats are designed for worksheets with labels in the left column
and top rows, and totals in the bottom row or right column. To use AutoFormatting, select the date to be
formatted instantly, or select a range using your mouse and than click on Format on the menu bar a drop down
column appear, select AutoFormat, then select a format from the list.(See fig 1.6.2)
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Conditional formatting
A format, such as cell shading or font colour, that Excel automatically applies to cells if a specified condition
is true. You can monitor formula results or other cell values by applying conditional formats. For example,
you can apply green text colour to the cell if sales exceed forecast and red shading if sales fall short (See
fig.5.4). If the Value of the cell changes and longer meets the specified condition, Excel clears the formatting
from the cell, but leaves the condition applied so that the formatting will be automatically reapplied when the
condition is met.
FIGURE: 5.4
STEP 1: Click the cell, range
STEP 2: Click Format on the menu bar, then click Conditional Formatting from the drop down
menu
· The Conditional Formatting dialog box opens (as shown in fig.5.4). Depending
on the logical operator you’ve selected (such as “greater than” or “not equal to”),
the Conditional Formatting dialog box displays different input fields. You can
define up to three different conditions that let you determine outcome parameters,
and then assign formatting attributes to each one. The condition is defined first.
The default setting for the first condition is “Cell Value Is” ”between”.
STEP 4: To change the current condition, click the Operator list arrow, then click greater than or
equal to
· The condition first is that the cell value must be greater than or equal to some
value. See fig
STEP 5: Click the Value text box, the type in a desired value
FIGURE: 6.4: Conditional Formatting dialog box
Explanation
Arrow 1: Click to select operator
Arrow 2: Enter value in the value text box
Arrow 3: Click to define format of cells that meet condition
Arrow 4: Click to delete existing condition(s)
Arrow 5: Click to add additional condition(s)
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Entering Formulas
You use formulas to perform numeric calculations such as adding, multiplying, and averaging. Formulas in
Excel usually start with the formula prefix ‘=‘(the equal sign) and contains cell addresses and range names.
Mathematical formulas use one or more arithmetic operators to perform calculations (see table T.3). Using a
cell addressor range name in a formula is called cell referencing. If you change you happen to change a
value in a cell, any formula containing that cell will be automatically updated using the new value. In
formulas using more then one arithmetic operators, Excel uses the order of precedence rules to determine
which operation to perform first.
Introduction to calculation
Figure 7.1.1 Figure 7.1.2
STEP 1: Click the cell where you want to enter a calculation
STEP 2: Type ‘=’ (the equal sign) Arrow 1a
· By typing the equal sign in front of an entry, it informs Excel that you are entering a
formula, rather than a label or a value. Also notice “Enter” appearing on the status
bar.
STEP 3: Type in your desired equation, (e.g. A1, B2+C3+D4+E5) See Arrow 2a & 2b
· Notice the result appears in the cell you selected initially (See Arrow 1b) and the
formula appears in the formula bar. Note Excel is not case-sensitive
STEP 4: Click on the Enter button on the formula bar (See Arrow 3)
Note: If yon click on a cell e.g. A7 (See Arrow 1), type ‘=’ then click a different cell e.g. A1 to A5 (See
Arrow 2a or 2b). Notice a moving border surrounding the cell. This moving border as well as the mode
indicator- indicates the cell that is selected and this allows you to capture different cell or range instead of
typing the equation which would selected these cells.
TABLE: T.3. Excel arithmetic operators
+ Addition =D5+A4
- Subtraction =D5-A4
* Multiplication =D5/A4
/ Division =D5*A4
% Percent =15%
^ Exponent =2^2(same as 2*2)
2a
1a
1b
2b
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Operator Purpose Example

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Order of precedence in Excel
A formula can include several mathematical operations. When you work with formulas that have more than
one operator, the order of precedence is very important. If a formula contains two or more operators, for
example 200 +3/4 -3 * 4, a computer performs the calculations in a particular sequence based on a set of
rules: Any operations inside parentheses are calculated before any other operations, followed by Exponents,
then any multiplication and division from left to right. Finally, addition and subtraction is calculated from left to
right. In the example 200 + ¾ *4, Excel first divides 3 into 4, then multiplying the result by 4, and then adding
200. You can change the order of calculations by using parentheses. For example, in the formula (3-5)/60,
Excel would first subtract 3 from 5, and then divide that result by 60.
Introduction Excel Functions
Excel functions are predefined worksheet formulas that enable you to do complex calculations easily. Like
formulas, functions always begin with the formula prefix ‘=’ (equal sign). You can enter functions manually, or
you can use the Paste Function to select the function you need from the list.
AutoSum:
STEPS
1. Click the cell that you want an AutoSum total to contain (Assuming you have valid inputs
in your worksheet)
2. Click the AutoSum button on the Standard toolbar, then click the Enter button on the
formula bar
Using the Paste Function to create a formula:
STEPS
1. Click the cell that you want any one of the functions(e.g. AVERAGE) result to contain (Assuming
you have valid inputs in your worksheet)
2. Click the Paste Function button on the Standard toolbar
· The Insert Function dialog. Choose a function from the list, e.g. Average Function.
3. Click AVERAGE in the name list box, click OK, the AVERAGE dialog opens

31
FIGURE 7.2.1
FIGURE 7.2.2
4. Type the range in the ‘Number 1’ box or click the collapses dialog box button to define within the
worksheet using your mouse.
TABLE: T.4.: Frequently used functions
Relative and Absolute Cell References
Existing formulas can be copied to a new location, like labels or cell values. This enables you to work
efficiently by copying an existing formula to multiple locations. A cell reference within a formula is
automatically copied relative to its new location. This is known as relative reference. You also have
the option of copying a cell reference with an absolute reference or a mixed reference
Relative References:
When dealing with a relative cell reference in a formula for example in fig 6.3, the ‘X’ refers to the
relative position of the cell that contains the formula and the cell reference refers to. Now if the position
of the cell that contains the formula changes in turn the reference changes. Supposing you copy the
SUM(range) Calculates the sum of the range
COUNT(range) Calculates the number of values in the range
AVERAGE(range) Calculates the average of the range
MAX(range) Displays the largest value among the range
MIN(range) Displays the smallest value among the range
1
2
Note:
ARROW 1: Select Function you want to use
ARROW 2: This button collapses the
Dialog box allowing you to define area using
your mouse
Function Description

32
formula down a column or across a row, the reference automatically updates. In fig.6.3, if you copy a
relative reference in cell B2 to B3 it automatically updates from =A1 to =A2.
FIGURE: 7.3
Absolute References
Absolute cell references in formulas, e.g. $A$1, always refers to a cell in a specific location. If the position of
the cell that contains the formula changes, the absolute reference remains the same. If you copy the formula
down a column or across a row, the absolute reference does not adjust. By default new formulas use relative
reference, and you need to switch them to absolute references. In example fig.6.4, if you copy an absolute
reference in cell B2 to cell B3, it stays the same in both cells ‘=$A$1’.
FIGURE: 7.4
Mixed References:
A Mixed reference has either absolute column and relative row, or absolute row and relative column.
An absolute column reference takes form e.g. $A1, $C2. An absolute row reference takes the form of
e.g. A$1, C$2. The position of the cell that contains the formula changes, the relative reference is
changed, and the absolute reference does not change. In fig.6.5, if you copy the formula down a
column or across a row, the relative reference automatically updates, and the absolute reference does
not adjust. In fig.6.5, if you copy a mixed reference from cell A2 to B3, it adjusts from =A$1 to =B$1.
FIGURE: 7.5:
Switch between relative, absolute, and mixed references
Steps:
1. Select the cell containing the formula
2. In the formula bar , select the reference you would like to change.
3. Use the [F4] key to toggle through the combinations.
Note: In fig.6.6 The “Update” column shows how a reference type updates if the
formula containing the reference is copied two cells down and two cells to the right.

33
FIGURE: 7.6: Formula being copied
Troubleshooting
Having problems understanding some of these concepts? This troubleshooting section is designed
to summarize the Entering Formula section.
Formulas are equations that perform calculations on values in your worksheet. A formula starts with an
equal sign (=). For example, the following formula multiplies 2 by 3 and then adds 5 to the result.
=5+2*3
A formula can also contain any or all of the following: functions (function: A prewritten formula that takes a
value or values, performs an operation, and returns a value or values. Use functions to simplify and shorten
formulas on a worksheet, especially those that perform lengthy or complex calculations.), references,
operators (operator: A sign or symbol that specifies the type of calculation to perform within an expression.
There are mathematical, comparison, logical, and reference operators.), and constants (constant: A value
that is not calculated and, therefore, does not change. For example, the number 210, and the text "Quarterly
Earnings" are constants. An expression, or a value resulting from an expression, is not a constant.).
FIGURE: 7.7:
Parts of a formula
Functions: The PI () function returns the value of pi: 3.142...
References (or names): A2 returns the value in cell A2.
Constants: Numbers or text values entered directly into a formula, such as 2.
Operators: The ^ (caret) operator raises a number to a power, and the * (asterisk) operator multiplies.
$A$1(absolute column and absolute row) $A$1
A$1 (relative column and absolute row) C$1
$A1 (absolute column and relative row) $A3
A1 (relative column and relative row) C3
Reference (Description) Update

34
Formatting Figures
Number formats are an important part of Excel. Using the number formatting function in you worksheet
allows you to specify in each cell/range exactly which decimal place, currency or percentage etc.
Decimal Places: FIGURE: 8.1:
Percent: FIGURE: 8.2:
Currency: FIGURE: 8.3:
Once you have selected a
cell/range number which you
want to format. The dialog
box Format Cells appear s
(See fig.7.1), you can
increase or decrease the
decimal places by clicking on
the up or down arrows (see
arrow 1). Click the check box
to separate the numbers
using a comma (see arrow 2)
Assuming you have selected
the cell/range which to apply
the percentage format. Click
the Format button on the
menu bar select the cells…
and the format cell dialog box
appears (see fig.7.2). You
can adjust the decimal places
the up and down arrow.
Assuming you have selected
the cell/range which to apply
the currency format. Click the
Format button on the menu
bar select the cells… and the
format cell dialog box
appears (see fig.7.3). You
can adjust the symbols e.g.
($, € etc) by click on the
Symbol drop down box.
1
2

35
Advanced Calculations
Sum Function
Probably the most popular function in any spreadsheet is the SUM function. The Sum function takes all of
the values in each of the specified cells and totals their values.
Definition: Adds all the numbers in a range of cells.
Syntax: SUM (First value, Second value, ...)
FIGURE 9.1.1 FIGURE 9.1.2
STEP 1: Click the cell where you want to enter a calculation
STEP 2: Type ‘=’ (the equal sign) Arrow 1a
o By typing the equal sign in front of an entry, it informs Excel that you are
entering a formula, rather than a label or a value. Also notice “Enter”
appearing on the status bar.
STEP 3: Type in your desired equation, (e.g. A1, B2+C3+D4+E5) See Arrow 2a & 2b
o Notice the result appears in the cell you selected initially (See Arrow 1b)
and the formula appears in the formula bar. Note Excel is not case-sensitive
STEP 4: Click on the Enter button on the formula bar (See Arrow 3) and the answer is 15
(see 1b)
Average Function
There are many functions built into many spreadsheets. One of the first ones that we are going to discuss is
the Average function. The average function finds the average of the specified data. (Simplifies adding all of
the indicated cells together and dividing by the total number of cells.)
Definition: Returns the average (arithmetic mean) of the arguments.
Syntax: AVERAGE (First value, Second value,...)
FIGURE 9.2
2a
1a
1b
2b
3

36
Important note: The AVERAGE function measures central tendency, which is the location of the center of a group
of numbers in a statistical distribution. The three most common measures of central tendency are:
· Average which is the arithmetic mean, and is calculated by adding a group of numbers and then
dividing by the count of those numbers. For example, the average of 2, 3, 3, 5, 7, and 10 is 30 divided by
6, which is 5.
· Median which is the middle number of a group of numbers; that is, half the numbers have values that
are greater than the median, and half the numbers have values that are less than the median. For
example, the median of 2, 3, 3, 5, 7, and 10 is 4.
· Mode which is the most frequently occurring number in a group of numbers. For example, the mode of
2, 3, 3, 5, 7, and 10 is 3.
Minimum Function
The next function we will discuss is Min (which stands for minimum). This will return
the smallest (Min) value in the selected range of cells.
Definition: Returns the smallest number in a set of values.
Syntax: MIN (First value, Second value,...)
FIGURE 9.3
· Arguments can either be numbers or names, arrays, or references that contain numbers.
· Logical values and text representations of numbers that you type directly into the list of
arguments are counted.
· If an argument is an array or reference, only numbers in that array or reference are used.
Empty cells, logical values, or text in the array or reference are ignored.
· If the arguments contain no numbers, MIN returns 0.
· Arguments that are error values or text that cannot be translated into numbers cause errors.
· If you want to include logical values and text representations of numbers in a reference as part
of the calculation, use the MINA function.

37
Maximum Function
The next function we will discuss is Max (which stand for Maximum). This will return the largest (max) value
in the selected range of cells.
Definition: Returns the largest value in a set of values.
Syntax: MAX (First value, Second value,...)
FIGURE 9.4
Important Notes:
· Arguments can either be numbers or names, arrays, or references that contain numbers.
· Logical values and text representations of numbers that you type directly into the list of arguments are
counted.
· If an argument is an array or reference, only numbers in that array or reference are used. Empty cells,
logical values, or text in the array or reference are ignored.
· If the arguments contain no numbers, MAX returns 0 (zero).
· Arguments that are error values or text that cannot be translated into numbers cause errors.
· If you want to include logical values and text representations of numbers in a reference as part of the
calculation, use the MAX function
Count Function
Definition: Counts the number of cells that contain numbers and counts numbers within the list of arguments.
Use COUNT to get the number of entries in a number field that is in a range or array of numbers.
Syntax: COUNT (value1, value2,...)

38
FIGURE 9.5
Important notes:
· Arguments that are numbers, dates, or text representation of numbers are counted.
· Logical values and text representations of numbers that you type directly into the list of arguments
are counted.
· Arguments that are error values or text that cannot be translated into numbers are ignored.
· If an argument is an array or reference, only numbers in that array or reference are counted. Empty
cells, logical values, text, or error values in the array or reference are ignored.
· If you want to count logical values, text, or error values, use the COUNTA function
IF Function
Definition: Returns one value if a condition you specify evaluates to TRUE and another value if it
evaluates to FALSE.
Note: Use IF to conduct conditional tests on values and formulas.
Syntax: IF (logical_test, value_if_true, value_if_false)
FIGURE 9.6
· Logical_test: is any value or expression that can be evaluated to TRUE or FALSE. For
example, A10=100 is a logical expression; if the value in cell A10 is equal to 100, the
expression evaluates to TRUE. Otherwise, the expression evaluates to FALSE.
· Value_if_true: Is the value that is returned if logical_test is TRUE. For example, if this
argument is the text string "Within budget" and the logical_test argument evaluates to TRUE,
then the IF function displays the text "Within budget". If logical_test is TRUE and value_if_true
is blank, this argument returns 0 (zero). To display the word TRUE, use the logical value
TRUE for this argument. Value_if_true can be another formula.
· Value_if_false is the value that is returned if logical_test is FALSE. For example, if this
argument is the text string "Over budget" and the logical_test argument evaluates to FALSE,
then the IF function displays the text "Over budget". If logical_test is FALSE and value_if_false
is omitted, (that is, after value_if_true, there is no comma), then the logical value FALSE is
returned. If logical_test is FALSE and value_if_false is blank (that is, after value_if_true, there
is a comma followed by the closing parenthesis), then the value 0 (zero) is returned.
Value_if_false can be another formula

39
V Look Up
Definition: Searches for a value in the first column of a table array and returns a value in the same row from
another column in the table array.
The V in VLOOKUP stands for vertical. Use VLOOKUP instead of HLOOKUP when your comparison values are
located in a column to the left of the data that you want to find.
Syntax: VLOOKUP (lookup_value,table_array,col_index_num,range_lookup)
· Lookup_value: The value to search in the first column of the. Lookup_value can be a value or a
reference. If lookup_value is smaller than the smallest value in the first column of table_array,
VLOOKUP returns the #N/A error value.
· 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 texts 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. If col_index_num is:
§ Less than 1, VLOOKUP returns the #VALUE! error value.
§ Greater than the number of columns in table_array, VLOOKUP returns the #REF! error value.
· Range_lookup: A logical value that specifies whether you want VLOOKUP to find an exact match or an
approximate match:
§ If TRUE or omitted, an exact or approximate match is returned. If an exact match is not found,
the next largest value that is less than lookup_value is returned. The values in the first column
of table_array must be placed in ascending sort order; otherwise, VLOOKUP may not give the
correct value. You can put the values in ascending order by choosing the Sort command from
the Data menu and selecting Ascending.
§ If FALSE, VLOOKUP will only find an exact match. In this case, the values in the first column of
table_array do not need to be sorted. If there are two or more values in the first column of
table_array that match the lookup_value, the first value found is used. If an exact match is not
found, the error value #N/A is returned
Function Wizard
To turn on or off Office Assistant Help with wizards, do one of the following:
1. In the Office Assistant balloon, click Options. If the Office Assistant balloon isn't visible, lick
the Assistant.
2. On the Options tab, select or clear the Help with wizard’s check box.
Note: Not all wizards have Help provided by the Assistant.

40
Rearranging Worksheets data and Window Management
Lists in Excel have enhanced features designed to make it easier to manage and manipulate groups of similar
data in any particular worksheet. By designating a range as a list, you can manage and analyze data in the
list independently of data outside the list. You cannot create a list in a shared workbook. You have to remove
the workbook from shared use first before creating a list.
Creating a list:
FIGURE 10.1.1
Figure 10.1.2
STEP 1: Selected the range of data you want to make into a list.
§ Note: you can also select the range of cells you want as a list by using the collapse
button in Create List dialog box (See fig.8.1).
STEP 2: Click Data on the menu bar,
STEP 3: Selected List from the drop down menu
STEP 4: Click Create List from the sub-menu
STEP 5: If the selected data has headers (See fig 1.9.1, select the My list headers check box.
STEP 6: Click OK
1
2
3
4
5
6

41
FIGURE 10.2
The AutoFilter drop-drown list contains sorting functions (See fig. 8.2. (a)). The Sort Ascending and Sort
Descending and other useful sort options are found in the drop-down list.
Filtering:
A quick and easy way of finding and manipulating a subset data in a range is known as filtering. A filtered range
shows only the rows that meet the criteria you specify for any particular column. Excel has two commands for
filtering ranges, the first is known as AutoFilter, which includes filter by selection for simple criteria. The second is
known as Advanced Filter, for more complex criteria.
In contrast to sorting, filtering does not rearrange a particular range. Filtering temporarily conceals the rows you do
not want to display. And when rows are filtered, you can edit, format, display in a chart, and print your range
subset without rearranging or moving it.
Auto filter is used to display rows that have either one value or another. You can also use AutoFilter to display
rows that compile to more than one condition for a column.
a. Every in the list has
AutoFilter enabled
by default in the
header row
b. The dark blue
border around the
list indicates the
range of cells that
make up the list.
c. The row that has
the asterisk is called
the insert row. Any
information added
to this row will
automatically add
data to the list and
may expand the
border or the list.
d. You can modify the
size of the list by
dragging the resize
handle
1
2
3
4

42
FIGURE 10.2.1
FIGURE 10.2.2
The Advanced Filter command also filters ranges like the AutoFilter command, however does not display drop-
down lists for the columns. Instead, you enter in the criteria range you want to filter in dialog box (See fig.8.4)
FIGURE: 10.3
Note: If you don't see the List toolbar, on the View menu point to Toolbars, and then click List.
After the list has been created, it will be identified by a blue border. In addition, AutoFilter drop-
downs will be automatically enabled for each column in the list and the insert row will be added as
the last row or the list. If you choose to add a total row by clicking Toggle Total Row on the
List toolbar, a total row will be displayed under the insert row.
1
2
NOTE
Arrow 1 Shows Unfiltered Range
Arrow 2 Shows Filtered Range

43
Freezing panes:
Freezing a pane enables you to select data that remains visible as you are scrolling in a worksheet. For
example, if you label your rows and columns, they can be visible while you scroll up or down.
FIGURE 10.4
STEP 1: To freeze a pane, use one of the following points
§ Horizontal pane: click on the row (labelled numerically) below where you want the
split to appear.
§ Left Vertical pane: click the column to the right of where you want the split to
appear.
§ Both horizontal and vertical panes: click the cell below and to the right of where
you want the spilt to appear.
STEP 2: Click Window on the menu bar
STEP 3: Click Freeze Panes on the drop down menu
§ To remove frozen panes, click Unfreeze Panes on the Window menu.
1
3
2

44
Splitting worksheet:
FIGURE 10.5
STEP 1: To split a pane, use one of the following points
Horizontal pane: click on the row (labelled numerically) below where you want the split to
appear.
Left Vertical pane: click the column to the right of where you want the split to appear.
Both horizontal and vertical panes: click the cell below and to the right of where you want
the spilt to appear.
STEP 2: Click Window on the menu bar
STEP 3: Click Split on the drop down menu
§ To remove split, click Remove split on the Window menu.
Note:
Place the pointer on borders of the split/freeze panes and when the pointer changes to a split
pointer , drag the split box up, down or to the left or right to the position you want
2
3
1

45
Data protection:
FIGURE 10.6
STEP 1: Click Tool on the menu bar,
STEP 2: Click Protection from the drop-down menu, then click Protect Workbook on the sub-
menu.
STEP 3: Do one or more of the following points:
§ To protect your workbook comprising of worksheets from being deleted, cut,
hidden, renamed or unhidden, and new worksheets being added, select Structure
in the Protect Workbook dialog box.
§ To protect windows so that they are the same size and position each time the
workbook is opened, select the Windows check box.
§ To prevent others from removing workbook protection, type a password, click Ok,
retype to confirm.
1
2
3

46
Understanding page properties and printing
FIGURE: 11.1
Page:
First click File on the menu bar, and then click Page Setup, click on the Page tab. On this tab section you
can select Orientation and scaling for the page.
Margins:
A margin is the blank space outside the printing area on any page. In Page Setup, click the Margins tab. In
the Top, Bottom, Left and Right boxes, enter the size you feel will be suitable. Use the Print Preview button
to view any changes.
To apply the same page margins to new worksheets or workbooks, create a worksheet/workbook template.
Header/footer:
To change the distance from the edge to the header, type a new margin value in the Header box. And to change
the distance from the bottom edge to the footer, type in a mew margin value in the Footer box. These setting
should be in fact smaller than your top and bottom margin settings and larger than or equal to the minimum printer
margins
Sheet:
Click on the Sheet tab. Use the Print area collapse button to select a section you want to print. You can
also change the print order.

47
Charts
Induction
To create a chart in Excel, you first select the range containing the data you want to chart. Once you have
selected a range, you can use the Chart Wizard to help you through the process of creating a chart. In the
wizard, you can choose from a selection of chart types and specify various chart options. Although the
worksheet data may be located in rows or columns, some chart types require a specific arrangement of data
before you can create a chart.
Types of charts
You can change the chart type for most 2-D charts, by either changing the related data points that are
plotted in a chart (each data series has a unique colour or pattern and is represented in the legend, (see fig.
10.1) or the entire chart. For bubble charts, you can change only the entire chart. For most 3-D charts,
changing the chart type affects the entire chart. For 3-D bar and column charts, you can change the related
data point to a cone, cylinder, or pyramid chart type.
FIGURE: 12.1

48
FIGURE: 12.2
FIGURE 12.3a
Column Chart
0
10
20
30
40
50
60
70
80
90
100
Projected Actual
Year 1
Year 2
FIGURE 12.3b
Pie Chart
Year 1
Year 2
Year 1
Year 2

49
Charts Wizard
STEP 1: Select the range, then click the Chart Wizard button on the Standard toolbar
§ This range includes the cells that will be charted. The Chart Wizard should open.
(See fig.10.1). Chart type dialog box lets you choose the chart you want to create.
You can preview a chart by clicking and holding the Press and Hold to view sample
button.
STEP 2: Click Next to accept Column, the default chart type
§ The Chart wizard- step 2 of 4- Chart source Data dialog box lets you choose the
data being charted and whether the series are in rows or columns. Since you selected
the data before clicking the Chart Wizard button, Excel converted the range to
absolute values. In this step you can choose to select or re-select a range in the data
range tab.
STEP 3: Click Next
§ The chart Wizard – step 3 of 4 – Chart Source Data dialog box shows a sample
chart using the data you selected. Notice that there is a legend showing each location
and its corresponding colour on the chart. Here, you can choose to keep the legend,
add a chart title, gridlines, data labels, data table, and add axis titles.
STEP 4: Click Next
§ In Chart Wizard – Step 4 of 4 – Chart Location dialog box, you determine the
placement of the chart in the worksheet. You can display a chart as an object on the
current sheet, on any other existing sheet, or on a newly created chart sheet. A chart
sheet in a workbook contains only a chart that is linked to the worksheet data.
STEP 5: Click Finish
§ The column chart appears and chart toolbar opens, either docked, as In fig or floating.
The selection handles, the small squares at the corners and sides of the charts
border, indicate that the chart is selected. Anytime a chart is selected, a blue border
surrounds the data range, a green border surrounds the row labels, and a purple
border surrounds the column labels. If you want to delete a chart, select I, then press
[Del].
STEP 6: Click on the Save button to save your work
Modifying charts
Change values in a chart
All values in a chart are linked to the worksheet form which the chart is created. Any changes made in one
particular worksheet, the other linked worksheet will also change.
· Data series: Related data points that are plotted in a chart. Each data series in a chart has a unique
colour or pattern and is represented in the chart legend.
· Worksheet: A main document that you use in Excel to store and work with data. Also known as a
spreadsheet. A worksheet consists of cells that are organized into columns and rows; a worksheet
is always saved in a workbook.

50
· Data maker: A bar, area, dot, slice or any other symbol in a chart that represents a single data point
or value that originates from a worksheet cell. Related data markers in a chart constitute a data
series.
· Goal seeking: A method to find a specific value for a cell by adjusting the value of one other cell.
When goal seeking, Excel varies the value in a cell that you specify until a formula that’s dependent
on that cell returns the result you want.
· Embedded Charts: A chart that is placed on a worksheet rather than on a separate chart sheet.
Embedded charts are useful when you want to view or print a chart or a PivotChart report with its
source data or other information in a worksheet.
· Chart sheet: A sheet in a workbook that contains only a chart.
To change values generated from worksheet formulas in 2-D column , bar , pie , line ,
XY(scatter) , and bubble charts, drag the data marker in the chart and use goal seeking. When you
change the value of a data maker by dragging, Excel also changes the underlying value on the worksheet.
To change value generated from worksheet formulas in 3-D, surface, radar, and area charts, use goal
seeking on the worksheet.
Steps:
STEP 1: Click the data series that contains the data marker you want to change, and then click the
data marker
STEP 2: Do one of the following:
§ If the data marker is a bubble, line or XY (scatter) data marker, drag the data marker.
§ If the data marker is a bar or column data marker, drag the top-center selection handle.
§ If the data marker is a pie or doughnut chart data marker, drag the largest selection
handle on the outer edge of the data marker.
FIGURE: 12.4

51
Formatting a Chart
After you’ve created a chart using the Chart Wizard, you can easily modify its appearance. Use the Chart
toolbar and Chart menu (see fig) to change the colours of the data series and add or eliminate a legend and
gridlines. Gridlines are the horizontal and vertical lines in the chart that enable the eye to follow the value
on an axis. The button that selects the chart type changes to the last chart type selected. The corresponding
Chart toolbar buttons are listed in Figure 1.
FIGURE: 12.5
STEP 1: Make sure you have selected the chart.
STEP 2: Click Chart on the menu bar, click Chart Options, click the Gridlines tab in the Chart
options dialog box, then click the Major Gridlines checkbox for the Value (Y) axis to
remove the check.
The gridlines disappear from the sample chart in the dialog box, (see fig.10.3).
Even though gridlines extend from the tick marks on an axis across the plot area,
they are not always necessary.
STEP 3: Click the Minor Gridlines checkbox for the value (Y) axis, then click OK
The minor gridlines disappear, leaving only the major gridlines on the Value axis. You
can change the colour of the column to better distinguish the data series.
STEP 4: With the chart selected, double-click any column in the chart for the Format Data
series dialog box
Handles should appear on all the columns which you have selected, and the format data
series dialog box opens.
STEP 5: Click the Pattern tab, to apply a border or change colour of area within the chart
STEP 6: Save your work
NOTE
1. Displays formatting dialog box for
the selected object on the chart
2. Selects chart type( chart type on
button changes to last chart type
selected)
3. Adds/Deletes legend
4. Creates a data table within the chart
5. Charts data by row
6. Charts data by column
7. Angles selected text downward
8. Angles selected text upward
1 3 5
2 4 6 8
7

52
Moving and Resizing a Chart
A chart is special type of graphic or generated object, which is not in a specific cell or range address. You can
move a chart anywhere on a worksheet without affecting formulas, gridlines or data in the worksheet. You
can resize a chart to improve its appearance by dragging the selection handles. You can even put the chart
on another sheet without worrying about cell formulas. Generated objects such as charts contain other
objects that you can move and resize. To move an object, select it, then drag it or cut and copy it to a new
location. To resize an object, use the selection handles. When you select a chart object, the name of the
selected object appears in the Chart Objects list box on the Chart toolbar (see fig 10.3.), and in the name
box
STEP 1: Ensure the chart is still selected, then position the pointer over the chart
The pointer shape indicates that you can move the chart or use a selection handle
to resize it.
STEP 2: If the chart toolbar is floating, click the Chart Toolbar’s title bar, drag it to the right edge of
the status bar until it docks, then release the mouse button
The toolbar should be dock on the bottom of the screen
STEP 3: Place the pointer on the chart, press and hold the left mouse button, using
drag the upper left edge of the chart.
A dotted outline of the chart perimeter appears as the chart is being moved. The
chart is in the new location. Resizing a chart doesn’t affect the data in the chart.
STEP 4: Save your work
Printing a chart
Depending on whether a chart is embedded or on a separate chart sheet, you can choose specific print
options.
Before you print a worksheet that contains an embedded chart, you can adjust where the chart will print on
the page by sizing and moving it in a worksheet view that displays the area to be printed and the location of
page break. The area to be printed is displayed in white, automatic page breaks appear as dashed lines, and
manual page breaks appear as solid lines. You can also print an embedded chart without the worksheet data.
Prior to printing a chart sheet, you can size and scale the chart area, specify how it should be placed on the
printed page, and then view it in the preview mode.
Tip: You can also use the mouse to move and size the chart area of an embedded chart before
you print the chart.

53
Working with Pivot Tables
Introduction
A Pivot Table report is a convenient interactive table that quickly combines and compares large amount of
data. You can manipulate its rows and columns to see different summaries of the source data, and you view
details for sections of interest.
FIGURE: 13.1
When to use a PivotTable?
Use a PivotTable report when you want to analyze related totals, especially when you have a long list
of figures to sum and want to compare several facts about each figure. In Figure 11.1, you can easily
see how the third-quarter golf sales in cell F3 stack up against sales for another sport or quarter, or the
total sales. Because a PivotTable report is interactive, you can change the view of the data to see more
details or calculate different summaries, such as counts or averages.
· Web query: A query that retrieves data stored on your intranet or Internet.
· List: A series of rows that contains related data or a series of rows that you designate to function as a
datasheet by using the Create List command.
· Report template: An Excel template (.xlt file) that includes one or more queries or PivotTable reports that
are based on external data. When you save a report template, Excel saves the query definition but
doesn’t store the queried data in the template.
· Page field: A field that’s assigned to a page orientation in a PivotTable or PivotChart report. You can
either display a summary of all items in a page field, or display one item at a time, which filters out the
data for all other items.
2
1
3
2

55
Creating a PivotTable
STEP 1: Open the workbook where you want to create the PivotTable report.
§ If you are basing the report on a Web query, Office Data Connection file, or
query file, retrieve the data into the workbook, and then click a cell in the
Microsoft Excel list contain the retrieved data.
STEP 2: On the Data menu, click PivotTable and PivotChart Report.
STEP 3: In step 1 of the PivotTable and PivotChart Wizard, follow the instructions, and
click PivotTable under What kind of report do you want to create? (See
Figure…)
FIGURE 13.2
STEP 4: Follow the instructions in step 2 of the wizard.
STEP 5: Follow the instructions in step 3 of the wizard, and then decide whether to lay out
the report onscreen or in the wizard.
Tip: Usually you can lay out the report onscreen, and this method is recommended. Use the
wizard to lay out the report only if you expect retrieval from a large external data source to be slow,
or you need to set
Creating a PivotChart
Do one of the following:
STEP 1: Make a default chart in one step
§ Click the PivotTable report, and then click Chart Wizard
STEP 2: Use the Chart Wizard to create a customized chart.
§ Click a cell outside and not adjacent to the PivotTable report.
§ Click Chart Wizard
§ Click a chart type in step 1 of the Wizard. You can use any chart type except
XY (scatter), bubble, or stock.
§ In step 2 of the wizard, click the PivotTable report, so that the reference in
the Data range box expands to include the entire report.
§ Follow the instructions in the remaining Chart Wizard steps.

56
Glossary
Absolute Reference- A cell address or range name that always references to the same location in a
formula, even if the formula is copied or moved.
Active Cell – The cell displayed with the heavy boarder around it. This is an indicator that the cell is
selected.
Auto Calculate – Allow you to check the result of a selected range of cells before entering the formula.
Auto Format – Helps you add predefined formats to a range of data.
AutoSum Button- Quickly adds rows and columns containing numbers
Cell- The intersection of a row and a column. It is also the smallest unit of a worksheet.
Cell address- The heading of the column and row intersecting as the cell e.g. A2
Chart- depicts selected contents of a worksheet graphically
Chart objects- Individual graphic elements of a chart
Chart sheet- A sheet used to store charts created by you, the user
Chart wizard- Guides the user through the creation of a chart
Column headers- The heading box at the top of each worksheet column
Data series- A range of data used to create a chart.
Field – In a PivotTable or PivotChart report, a category of data that's derived from a field
in the source data. PivotTable reports have row, column, page, and data fields.
PivotChart reports have series, category, page, and data fields
Field Names- The name that represents a specific column of data in a database worksheet
Formula- An equation that calculates a result and displays it in the worksheet
Formula Bar- A bar at the top of the Excel window that you use to enter or edit values
or formulas in cells or charts. Displays the constant value or formula stored in the
active cell.), clear the check box.
Function wizard – A special feature that guides you through the creation and editing of complex formulas.
Functions- Predefined Excel formulas, designed to return values based on a range of cells.
Goal Seek- A feature that backward solves problems by changing values in variable cells, thus forcing the
formula dependent on those values to calculate a desired result.

57
Label- The descriptive text heading in a cell that describes a column of values
Linking formula- A formula containing an external cell reference to another worksheet or workbook
Marco- A collection of instructions and worksheet commands that automatically perfom one or more tasks
Named Ranges- A unique name assigned to cell or a group of cells
Operators- The symbols (+, -, /, *) that express the relationships between two numbers
Range- A group of continuous selected cells
Value: An input in any particular cell
Workbook – A collection of Worksheets
Worksheet- An environment within Excel that is divided into rows and columns

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