The document provides an overview of Microsoft Excel, detailing its functionalities such as creating spreadsheets, formatting cells, and utilizing various formulas. It explains the organizational structure of workbooks, worksheets, and commands used for operations like sorting, conditional formatting, and cell referencing. Additionally, it outlines key functions including sum, count, and text manipulation functions, along with methods for cell auditing.

1. EXCEL
MS
PRESENTATION ON
NRO0502781
VATSA
TARKIK
BY:

2. MS programs.
functions and shortcuts of other
and has many of the same
Microsoft (MS0 office programs
Excels operates like other
better storage of information.
information, and it allows for
large spreadsheets, reference
because it allows user to create
Excel is a convenient program
chart and perform calculations.
can organize data, create
spreadsheet. Within excel user
used to create electronic
Excel is a computer program
•
MS EXCEL
INTRODUCTION TO

3. OVERVIEW OF EXCEL
 Microsoft excel consists of workbooks.
Within each workbook, there is an
infinite number of worksheets.

4.   Each worksheet contains
COLUMNS and ROWS.
 Where a column and a row intersect
is called a CELL. For e.g., cell D5 is
located where column D and row 5
meet.
 The tabs at the bottom of the screen
represent different worksheets within

5. a workbook. You can use the
scrolling buttons on the left to bring
other worksheets into view.

6. OFFICE BUTTON
(CTRL+W)
TO CLOSE A DOCUMENT
–
CLOSE
TO DISTRIBUTE DOCUMENT TO OTHER PEOPLE
-
PUBLISH
TO SEND A COPY OF DOCUMENT TO OTHER PEOPLE
-
SEND
TO PREPARE DOCUMENT FOR DITRIBUTION
–
PREPARE
)
CTRL+P
(
TO PRINT A DOCUMENT
–
PRINT
(F12)
TO SAVE COPY DOCUMENT
-
SAVE AS
CTRL+S)
(
TO SAVE A DOCUMENT
-
SAVE
)
CTRL+O
(
TO OPEN EXISTING DOCUMENT
-
–
OPEN
)
CTRL+N
(
TO OPEN NEW WORKBOOK
-
-
NEW

7. RIBBONS
GROUPS: GROUPS ARE SETS OF RELATED COMMANDS, DISPLAYED ON TABS.
3. COMMANDS: A COMMAND IS A BUTTON, AMENU OR A BOX WHERE YOU ENER
INFORMATION.
2.
.
ACROSS THE TOP OF THE EXCEL WINDOW
THERE ARE SEVEN TABS
:
TABS
1.
THREE PARTS OF THE RIBBON ARE
•

8. TO COPY AND PASTE CONTENTS: Select the
cell or cells you wish to copy. Click the copy
command in the clipboard group on the home
tab.
Select the cell or cells where you want to paste the
information.
WORKING WITH CELLS

9. Click the paste command and the copied information
now appear in the new cells.

10. WORKING WITH CELLS
removed and now appear in the new cells.
The command information will be

paste command.
Click the

.
paste the information
Select the cell or cells where you want to

group on the home tab.
in the clipboard
the cut commands
Click

Select the cell or cell you wish to cut.

CONTENTS:
TO CUT AND PASTE CELL

11. FORMATTING TEXT
from the list.
a font styles
Select
•
box on the home tab.
arrow next to the font style
down
-
the drop
click
–
Left
•
want to format.
Select the cell or cells you
•
STYLE:
TO CHANGE THE FONT
•
command.
underline
or
, italics
the bold
Click
•
to select it.
the text in the formula bar
or drag your cursor over
Left click a cell to select it
•
:
UNDERLINE
TO FORMAT TEXT IN BOLD ,ITALICS OR
•

12. FORMATTING TEXT
To Change the Text Colour To Add a Fill Colour
Select the cells or cells you want
to format.
Left click the drop-down arrow
next to the text colour command.
A colour palette will be appearing
and select the colour from the
palette.
Select the cell or cells you want
to format.
Click the fill command. A colour
palette will be appearing.
Select a colour from the palette.

13. 1. Select the cells you would like
to format. Select the home tab.
Locate the styles group.
2. Click the conditional formatting
command. A menu will appear
with your formatting option.
CONDITIONAL FORMATTING
TO APPLY CONDITIONAL
FORMATTING:
TO REMOVE CONDITIONAL
FORMATTING:

14. 1. Click the conditional Formatting
command. Select the clear
rules.
2. Choose to clear rules from the
entire worksheet or the selected
cells.

15. Click the conditional formatting
command. Select new rulers from the
menu. There are different rules, you can
apply these rules to differentiate
particular cell.
Click the conditional formatting
command. Select the manage rules
CONDITIONAL FORMATTING
To Apply New Formatting
To Manage Conditional Formatting

16. from the menu. The conditional
formatting rules manager dialog
box will be appearing. From here
you can edit a rule, delete a rule or
change the order of rules.

17. TO INSERT ROWS AND COLUMNS
Note:
appear.
the home tab. The column will
command in the cells group on
appear. Click the insert
where you want the column to
Select the column to the right of
TO INSERT COLUMNS
.
tab. The row will appear
on the home
group
command in the cells
appear. Click the insert
to
new row
Select the row below where you want the
TO INSERT

18. 1. The new row always appears above the selected row.
2. The new column always appears to the left of the selected column.

20. If you have two cells selected,
two cells select them, click and drag the fill handle, excel will continue the
pattern with 12,16,20, etc. Excel can also auto-fill series of dates, times,
days of the week and months.
EDITING FILL
example if you put 4 and 8 in
complete the pattern, for
excel will fill in a series. It will
each of the other cells.
copy that number or text to
column or across a row, it will
you click and drag to fill down a
If you have just one selected, if
.
cursor will turn to a crosshair
mouse over the top of it, your
handle” when you hold your
the active cell is Excel’s “fill
In the lower right-hand corner of

21. Select sort A to Z. Now the Select from smallest to largest. information in
the category column Now the information is organized
SORTING
tab.
in the Editing group on the home
command
sort and filter
Click the
column D)
choose a cell in
example, we
to sort (for
column you want
Select a cell in the
LARGEST:
SMALLEST TO
FROM
TO SORT
tab.
in the editing group on the home
command
sort and filter
Click the
column A)
we choose a cell in
sort (for example ,
column you want to
Select a cell in the
ORDERS:
ALPHABETICAL
TO SORT IN
•

22. is organized in alphabetical from the smallest to largest orders. amount.
CELL REFERENCING
To (A5, B5).
reference is also changed from (A4, B4)
changed from (E4) to (F5), then the
F5). When position of the cell is
(
Then function from (E4) is copy to cell
In cell (E4) sum function is used.
changed.
changes, the reference itself is
contains the reference
the position of the cell that
relative position of the cell. If
as based (A1) is based on the
A RELATIVE CELL REFERENCE

23. CELL REFERENCING
ABSOLUTE CELL REFERENCING
• An Absolute cell reference as
($A$1) always refers to a cell
in a cell in a specific location.
If the position of the cell that
contains the formula
changes, absolute reference
remains the same.
• In cell (C1) sum functions is
used. Then function from cell
(C1) is copy to cell (D3).
When the positions of the cell
is changed from (C1) to (D3) ,
then the absolute reference
remains the same (A1,B1). $
is used for constant row or
column.

24. CELL REFERENCING
In cell (C1) sum functions is used. Then function from cell (C1) is copy to
cell (D3). When the position of the cell is changed from (C1) to (D3), then
MIXED REFERENCE • A mixed reference has
either an absolute
column and relative row
or absolute row and
relative column. An
absolute reference takes
the form $A1, $B1. An
absolute row reference
takes the form A$1, B$1.

25. row reference is changed from (1 to3) but column reference remain same
(A, B).
FUNCTIONS
FUNCTION
DATEDIF
difference.
From which you want to calculate
•
INTERVAL
•
difference.
Date up to which you want to calculate
•
END DATE
•
calculate difference.
Date from which you want to
•
START DATE
•
DATEDIF (START_DATE, END_DATE,”INTERVAL”)
=
•
SYNTAX OF DATEDIF
•

26. FUNCTIONS
SUMIF • SYNTAX OF SUMIF
• =SUMIF (RANGE, CRITERIA,SUM_RANGE)
FUNCTION
used for sum
If sum range is not used tan range is
•
Note:
•
Actual cells to sum.
•
SUM RANGES
•
cells will be added.
Condition that defines which cell or
•
CRITERIA
•
applied.
Range of cells on which conditions are
•
RANGE
•

27. FUNCTIONS
IF FUNCTION • SYNTAX OF IF
• =IF(LOGICAL TEXT,VALUE IF TRUE,VALUE IF FALSE)
• Logical text:
• Any value or expression that can
be evaluated to true or false.
• Value if true:
• Value that is returned if logical
text is true.
• Value if false:
• Value that is returned if logical text is
false.
IN COLUMN B DIFFERENT
CONDITIONS ARE USED AND ASED
ON THIS, IN COLUMN C DIFFERENT
RESULTS ARE shown.

28. FUNCTIONS
COUNT FUNCTIONS
Count only cells that contains number.
Count cells that are not empty.
Count cells that are blank. Count number of
cells that meet given condition.
• Syntax of functions
• 1. COUNT
• =COUNT (VALUE1, VALUE2……)
• 2. COUNTA
• =COUNTA (VALUE1,VALUE2….)
• 3. COUNTBLANK
• =COUNTBLANK(RANGE)
• 4 COUNTIF

29. • =COUNTIF (RANGE, CRITERIA)
TEXT FUNCTIONS
• SYNTAX OF FUNCTION
• LOWER FUNCTION
• =LOWER(TEXT)
• UPPER FUNCTION
• =UPPER(TEXT)
• PROPER FUNCTION
1. To convert text from capital to •
=PROPER(TEXT) small.
2. To convert text from small to
capital.

30. 3. To capitalized each word of text.
TEXT FUNCTIONS
• SYNTAX OF FUNCTIONS
• 1. LEFT FUNCTIONS
• =LEFT (TEXT, NUM_CHARS)
• 2. RIGHT FUNCTION
• =RIGHT (TEXT, NUM_CHARS)
1. Return specified no. of character from start
of text.
2. Return specified no. of character from end
of text.
3. Return character from middle of text, given
a starting position.

31. • 3. MID FUNCTION
• =MID (TEXT, STARTNUM, NUM_CH ARS)

32. OTHER FUNCTIONS
.
STRING
CHARACTERS IN A TEXT
RETURN THE NO. OF
LEN
DIVIDED BY A DIVISOR.
REMAINDER AFTER A NO. IS
RETURNS THE
MOD
DATE ONLY
RETURNS CURRENT
TODAY
DATE AND TIME.
RETURNS CURRENT
NOW
:
USES OF FUNCTIONS

33. FUNCTION AUDITING
• TRACE PRECEDENTS
• Show arrow that indicate what cells
affect the value of the currently
selected cell.

34. • For example, cell A1 and A3 affect
the value of cell C6.
• TRACE DEPENDENTS
• Show arrow that indicate what cells
are affected by the value of the
currently selected cell.
• In this example cell C2 and C6 are
affected by the value of cell A2
and cell C6 is also affected by the
cell A4.