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PIDAM UNIVERSITY
INTERMEDIATE MICROSOFT
EXCEL TRAINING
12th, 13th, 9th & 20th
March, 2015
Training facilitator:
Said Abdi Hassan
PIDAM University hall
Agenda
Day 1
Session 1
Introduction to the parts of excel window
Session 2
 Working with conditional formatting
Session 3
 Using the Paste Special Feature
Session 4
 Text to column
Agenda
Day 2
Session 1
 Removing duplicates
Session 2
Filtering Your Table
Session 3
Subtotals and grouping
Session 4
Freezing Panes
Agenda
Day 3
Navigating Your Large Workbook
Session 1
Referencing Cells with Names
Session 2
 Cell References: Relative and Absolute
Session 3
 Correcting Circular References
Session 4
 Creating Charts
Agenda
Session 1
Protecting Your Files and Worksheets
Day 4
Session 2
 Printing Options
Session 3
 Working with Basic Excel Functions
Session 4
 Functions: Concatenate
Session 5
 Lookup functions (Hloopup & Vlookup)
Day 1
Session 1
Working with
conditional formatting
What is Microsoft Excel?
 Software developed and manufactured by
Microsoft Corporation that allows users to
organize, format, and calculate data with
formulas using a spreadsheet system
broken up by rows and columns. Microsoft
Excel usually comes bundled with
Microsoft Office and is compatible with
other applications offered in the suite of
products.
Session 2
Working with conditional
formatting
Working with conditional formatting
 Let's say you have a spreadsheet with thousands of
rows of data. It would be extremely difficult to see
patterns and trends just from examining the raw
data. Excel gives us several tools that will make this
task easier. One of these tools is called conditional
formatting. With conditional formatting, you can
apply formatting to one or more cells based on the
value of the cell. You can highlight interesting or
unusual cell values, and visualize the data using
formatting such as colors, icons, and data bars.
Working with conditional formatting
 To create a conditional formatting rule:
 Select the cells you want to add formatting
to.
 In the Home tab, click the Conditional
Formatting command. A drop-down menu
will appear.
 Select Highlight Cells Rules or
Top/Bottom Rules.
 Select a formatting style from the drop-down
menu.
 The formatting will be applied to the selected
cells.
Shortcut for conditional formatting
 Shortcut for conditional formatting:
 Alt+H+L+N.
Working with conditional formatting
 To use preset conditional formatting:
 Select the cells you want to add formatting to.
 In the Home tab, click the Conditional
Formatting command. A drop-down menu will
appear.
 Select Data Bars, Color Scales, or Icon Sets.
Then select the desired preset.
 The conditional formatting will be applied to the
selected cells.
Working with conditional formatting
To remove conditional formatting rules:
 Select the cells that have conditional formatting.
 In the Home tab, click the Conditional Formatting
command. A drop-down menu will appear.
 Select Clear Rules.
 A menu will appear. You can choose to clear rules
from the Selected Cells, Entire Sheet, This Table,
or This PivotTable.
 You can edit or delete individual rules by clicking
the Conditional Formatting command and selecting
Manage Rules. This is especially useful if you have
applied multiple rules to the cells.
Session 3
Paste special feature
Paste special feature
 Microsoft Excel normally copies all the information in
the range of cells you select when you paste the
data. Use Excel's Paste Special command to specify
other options, such as pasting only the cell contents
(without the formatting) or only the formatting
(without the cell contents).
 To paste particular parts of a cell selection, click the
Paste button arrow on the Ribbon's Home tab. Then,
click Paste Special on its drop-down menu to open
the Paste Special dialog box.
Paste Special options
 Formulas
 Values
 Formats
 Comments
 Validation
 All using Source theme
 All except borders
 Column widths
 Formulas and number formats
 Values and number formats
Paste Special options
 None
 Add
 Subtract
 Multiply
 Divide
 Skip blanks
 Transpose
 Paste Link
Shortcut for paste special
 Shortcut for paste special:
 CTRL+ALT+V displays the Paste Special dialog box.
Session 4
Text to column
Text to column
Select the cells that you would like to convert.
 On the Data tab, click Text to Columns in the Data
Tools group.
 Choose the format of your current data. Select
Delimited if the text contains a character such as a
comma, tab, space or semi-colon to separate the
various fields. Otherwise select Fixed Width if there
are a certain number of spaces between each field.
A preview of your selected data appears below. Click
Next.
 Select type of character that separates the various
fields. You can select as many as are applicable. If
you would like to include your own characters that
aren’t listed, select the Other checkbox and enter the
specific character in the field provided.
Shortcut for text to column
 Shortcut for text to column
 Alt+d+e
Day 2
Session 1
Removing duplicates
Removing duplicates
 Supposing you have the following range which contains some
duplicate rows, to remove duplicate rows from a worksheet in
Excel, you can according to following steps:
 Select the range you want to remove duplicate rows. If you
want to delete all duplicate rows in the worksheet, just hold
down Ctrl + A key to select the entire sheet.
 On Data tab, click Remove Duplicates in the Data Tools
group.
 In the Remove Duplicates dialog box, leave all the
checkboxes checked under Columns list box, and if your
data contains headers, please check My data has headers
option.
 Then click OK, a prompt box will pop out to tell you the
removing result, and all identical rows are removed except
for the first identical row.
Session 2
Filtering Your Table
To filter data
 In order for filtering to work correctly, your worksheet should
include a header row, which is used to identify the name of
each column.
 Select the Data tab, then click the Filter command.
 A drop-down arrow will appear in the header cell for each
column.
 Click the drop-down arrow for the column you wish to filter.
 The Filter menu will appear.
 Uncheck the box next to Select All to quickly deselect all
data.
 Check the boxes next to the data you wish to filter, then click
OK.
 The data will be filtered, temporarily hiding any content that
doesn't match the criteria.
 Filtering options can also be accessed from the Sort & Filter
command on the Home tab.
To apply multiple filters
 Filters are cumulative, which means you can apply
multiple filters to help narrow down your results.
 Click the drop-down arrow for the column you wish
to filter.
 The Filter menu will appear.
 Check or uncheck the boxes depending on the data
you wish to filter, then click OK.
 The new filter will be applied.
To clear a filter
 After applying a filter, you may want to remove, or
clear, it from your worksheet so you'll be able to filter
content in different ways.
 Click the drop-down arrow for the filter you wish to
clear.
 The Filter menu will appear.
 Choose Clear Filter From [COLUMN NAME] from
the Filter menu.
 The filter will be cleared from the column. The
previously hidden data will be displayed.
 To remove all filters from your worksheet, click the
Filter command on the Data tab.
Advanced filtering
 If you need to filter for something specific,
basic filtering may not give you enough
options.
 Fortunately, Excel includes many
advanced filtering tools, including
 search,
 text, .
 date, and
 number filtering, which can narrow your
results to help find exactly what you need.
Session 3
Subtotals and grouping
Grouping
To group rows or columns:
 Select the rows or columns you wish to group.
 Select the Data tab on the Ribbon, then click the
Group command.
 The selected rows or columns will be grouped.
To ungroup data, select the grouped rows or columns,
then click the Ungroup command.
To hide and show groups:
 To hide a group, click the Hide Detail button .
 The group will be hidden. To show a hidden group,
click the Show Detail button .
Creating subtotals
 The Subtotal command allows you to automatically
create groups and use common functions like SUM,
COUNT, and AVERAGE to help summarize your
data. For example, the Subtotal command could help
to calculate the cost of office supplies by type from a
large inventory order. The Subtotal command will
create a hierarchy of groups, known as an outline,
to help organize your worksheet.
Session 4
Freezing Panes
Freezing Panes
 Freeze panes to lock specific rows or
columns
 On the worksheet, do one of the following:
 To lock rows, select the row below the row or rows that
you want to keep visible when you scroll.
 To lock columns, select the column to the right of the
column or columns that you want to keep visible when
you scroll.
 To lock both rows and columns, click the cell below and
to the right of the rows and columns that you want to
keep visible when you scroll.
Freezing Panes
 On the View tab, in the Window group, click the
arrow below Freeze Panes.
 Do one of the following:
 To lock one row only, click Freeze Top Row.
 To lock one column only, click Freeze First
Column.
 To lock more than one row or column, or to lock
both rows and columns at the same time, click
Freeze Panes.

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Microsoft excel training

  • 1. PIDAM UNIVERSITY INTERMEDIATE MICROSOFT EXCEL TRAINING 12th, 13th, 9th & 20th March, 2015 Training facilitator: Said Abdi Hassan PIDAM University hall
  • 2. Agenda Day 1 Session 1 Introduction to the parts of excel window Session 2  Working with conditional formatting Session 3  Using the Paste Special Feature Session 4  Text to column
  • 3. Agenda Day 2 Session 1  Removing duplicates Session 2 Filtering Your Table Session 3 Subtotals and grouping Session 4 Freezing Panes
  • 4. Agenda Day 3 Navigating Your Large Workbook Session 1 Referencing Cells with Names Session 2  Cell References: Relative and Absolute Session 3  Correcting Circular References Session 4  Creating Charts
  • 5. Agenda Session 1 Protecting Your Files and Worksheets Day 4 Session 2  Printing Options Session 3  Working with Basic Excel Functions Session 4  Functions: Concatenate Session 5  Lookup functions (Hloopup & Vlookup)
  • 6. Day 1 Session 1 Working with conditional formatting
  • 7. What is Microsoft Excel?  Software developed and manufactured by Microsoft Corporation that allows users to organize, format, and calculate data with formulas using a spreadsheet system broken up by rows and columns. Microsoft Excel usually comes bundled with Microsoft Office and is compatible with other applications offered in the suite of products.
  • 8.
  • 9. Session 2 Working with conditional formatting
  • 10. Working with conditional formatting  Let's say you have a spreadsheet with thousands of rows of data. It would be extremely difficult to see patterns and trends just from examining the raw data. Excel gives us several tools that will make this task easier. One of these tools is called conditional formatting. With conditional formatting, you can apply formatting to one or more cells based on the value of the cell. You can highlight interesting or unusual cell values, and visualize the data using formatting such as colors, icons, and data bars.
  • 11. Working with conditional formatting  To create a conditional formatting rule:  Select the cells you want to add formatting to.  In the Home tab, click the Conditional Formatting command. A drop-down menu will appear.  Select Highlight Cells Rules or Top/Bottom Rules.  Select a formatting style from the drop-down menu.  The formatting will be applied to the selected cells.
  • 12. Shortcut for conditional formatting  Shortcut for conditional formatting:  Alt+H+L+N.
  • 13. Working with conditional formatting  To use preset conditional formatting:  Select the cells you want to add formatting to.  In the Home tab, click the Conditional Formatting command. A drop-down menu will appear.  Select Data Bars, Color Scales, or Icon Sets. Then select the desired preset.  The conditional formatting will be applied to the selected cells.
  • 14. Working with conditional formatting To remove conditional formatting rules:  Select the cells that have conditional formatting.  In the Home tab, click the Conditional Formatting command. A drop-down menu will appear.  Select Clear Rules.  A menu will appear. You can choose to clear rules from the Selected Cells, Entire Sheet, This Table, or This PivotTable.  You can edit or delete individual rules by clicking the Conditional Formatting command and selecting Manage Rules. This is especially useful if you have applied multiple rules to the cells.
  • 16. Paste special feature  Microsoft Excel normally copies all the information in the range of cells you select when you paste the data. Use Excel's Paste Special command to specify other options, such as pasting only the cell contents (without the formatting) or only the formatting (without the cell contents).  To paste particular parts of a cell selection, click the Paste button arrow on the Ribbon's Home tab. Then, click Paste Special on its drop-down menu to open the Paste Special dialog box.
  • 17. Paste Special options  Formulas  Values  Formats  Comments  Validation  All using Source theme  All except borders  Column widths  Formulas and number formats  Values and number formats
  • 18. Paste Special options  None  Add  Subtract  Multiply  Divide  Skip blanks  Transpose  Paste Link
  • 19. Shortcut for paste special  Shortcut for paste special:  CTRL+ALT+V displays the Paste Special dialog box.
  • 21. Text to column Select the cells that you would like to convert.  On the Data tab, click Text to Columns in the Data Tools group.  Choose the format of your current data. Select Delimited if the text contains a character such as a comma, tab, space or semi-colon to separate the various fields. Otherwise select Fixed Width if there are a certain number of spaces between each field. A preview of your selected data appears below. Click Next.  Select type of character that separates the various fields. You can select as many as are applicable. If you would like to include your own characters that aren’t listed, select the Other checkbox and enter the specific character in the field provided.
  • 22. Shortcut for text to column  Shortcut for text to column  Alt+d+e
  • 24. Removing duplicates  Supposing you have the following range which contains some duplicate rows, to remove duplicate rows from a worksheet in Excel, you can according to following steps:  Select the range you want to remove duplicate rows. If you want to delete all duplicate rows in the worksheet, just hold down Ctrl + A key to select the entire sheet.  On Data tab, click Remove Duplicates in the Data Tools group.  In the Remove Duplicates dialog box, leave all the checkboxes checked under Columns list box, and if your data contains headers, please check My data has headers option.  Then click OK, a prompt box will pop out to tell you the removing result, and all identical rows are removed except for the first identical row.
  • 26. To filter data  In order for filtering to work correctly, your worksheet should include a header row, which is used to identify the name of each column.  Select the Data tab, then click the Filter command.  A drop-down arrow will appear in the header cell for each column.  Click the drop-down arrow for the column you wish to filter.  The Filter menu will appear.  Uncheck the box next to Select All to quickly deselect all data.  Check the boxes next to the data you wish to filter, then click OK.  The data will be filtered, temporarily hiding any content that doesn't match the criteria.  Filtering options can also be accessed from the Sort & Filter command on the Home tab.
  • 27. To apply multiple filters  Filters are cumulative, which means you can apply multiple filters to help narrow down your results.  Click the drop-down arrow for the column you wish to filter.  The Filter menu will appear.  Check or uncheck the boxes depending on the data you wish to filter, then click OK.  The new filter will be applied.
  • 28. To clear a filter  After applying a filter, you may want to remove, or clear, it from your worksheet so you'll be able to filter content in different ways.  Click the drop-down arrow for the filter you wish to clear.  The Filter menu will appear.  Choose Clear Filter From [COLUMN NAME] from the Filter menu.  The filter will be cleared from the column. The previously hidden data will be displayed.  To remove all filters from your worksheet, click the Filter command on the Data tab.
  • 29. Advanced filtering  If you need to filter for something specific, basic filtering may not give you enough options.  Fortunately, Excel includes many advanced filtering tools, including  search,  text, .  date, and  number filtering, which can narrow your results to help find exactly what you need.
  • 31. Grouping To group rows or columns:  Select the rows or columns you wish to group.  Select the Data tab on the Ribbon, then click the Group command.  The selected rows or columns will be grouped. To ungroup data, select the grouped rows or columns, then click the Ungroup command. To hide and show groups:  To hide a group, click the Hide Detail button .  The group will be hidden. To show a hidden group, click the Show Detail button .
  • 32. Creating subtotals  The Subtotal command allows you to automatically create groups and use common functions like SUM, COUNT, and AVERAGE to help summarize your data. For example, the Subtotal command could help to calculate the cost of office supplies by type from a large inventory order. The Subtotal command will create a hierarchy of groups, known as an outline, to help organize your worksheet.
  • 34. Freezing Panes  Freeze panes to lock specific rows or columns  On the worksheet, do one of the following:  To lock rows, select the row below the row or rows that you want to keep visible when you scroll.  To lock columns, select the column to the right of the column or columns that you want to keep visible when you scroll.  To lock both rows and columns, click the cell below and to the right of the rows and columns that you want to keep visible when you scroll.
  • 35. Freezing Panes  On the View tab, in the Window group, click the arrow below Freeze Panes.  Do one of the following:  To lock one row only, click Freeze Top Row.  To lock one column only, click Freeze First Column.  To lock more than one row or column, or to lock both rows and columns at the same time, click Freeze Panes.