Microsoft excel training

PIDAM UNIVERSITYINTERMEDIATE MICROSOFT

EXCEL TRAINING

12th, 13th, 9th & 20th March, 2015

Training facilitator:

Said Abdi Hassan

PIDAM University hall

Agenda Day 1Session 1Introduction to the parts of excel windowSession 2 Working with conditional formattingSession 3 Using the Paste Special FeatureSession 4 Text to column

Agenda

Day 2Session 1 Removing duplicatesSession 2Filtering Your Table Session 3Subtotals and groupingSession 4Freezing Panes

Agenda Day 3Navigating Your Large WorkbookSession 1Referencing Cells with Names Session 2 Cell References: Relative and Absolute Session 3 Correcting Circular References Session 4 Creating Charts

Agenda

Session 1Protecting Your Files and WorksheetsDay 4Session 2 Printing OptionsSession 3 Working with Basic Excel FunctionsSession 4 Functions: ConcatenateSession 5 Lookup functions (Hloopup & Vlookup)

Day 1

Session 1Working 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 formattingTo 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 3Paste 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 4Text to column

Text to columnSelect 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 1Removing 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.