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Getting Familiar with Main Screen Parts
ActiveCellFormulaBarCellName
SelectAllButton
Row
Column
SheetTab ZoomCursor
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Types of Data Three Main Types
Labels Values Date/Time
, ,identifying columns of data.
Labels can contain letters and numbers.
By default, labels are left aligned in a cell.
A Value contains numbers and can be used in calculations. Bydefault, values are right aligned in a cell.
Date/Time data is a date or the time entered into a cell. Sometimes dates are combined with numbers and are also considered to be values
instead of a separate type of data. B default, date/time data is ri ht ali ned in a cell.
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Entering Data
Speeding up Data Entry
Use the mouse for smaller data sets
Click on the cell where you want the data to go. Type your data into the cell.
Press the ENTER/ TAB/ ARROW key
Using AutoComplete to Enter Data
When entering labels down a column, if you begin typing text that has,
previous entry in the cell. If you want to reenter the same text, press the Enter key and Excel enters the text for
you.
If you are entering a different label, continue typing and the AutoComplete box will goaway.
Limitations of AutoComplete It only works for data being entered in columns - it will not work if `you are entering
text across a row
It only works for columns of continuous data.MicrosoftExcel2007 AdvanceCourse@DABS
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Editing Cells in Excel
Change Complete Cell Contents Click on the cell, type over the existing entry, and press the ENTER key on the
Change Part of the Cell ContentsMethod 1
.
Click on the data in the formula bar.
Delete the part to be changed and type in the new data.
Press the ENTER key.
Method 2
Double click on the cell.
Edit the part of the cell you want to change.
Press the ENTER key.
Method 3
Press F2 on the active cell.
Move the cursor using Left/ Right Arrow key and Edit the part of the cell you want tochange.
Press the ENTER key.MicrosoftExcel2007 AdvanceCourse@DABS
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Moving around the Spreadsheet Home key: moves the active cell highlight to column A without changing rows.
Ctrl + Home keys: moves the active cell highlight to cell A1.
Ctrl + End keys: moves the active cell highlight to the last cell of the spreadsheet
containing data.
spreadsheet without changing columns
Ctrl + Up Arrow keys: moves the active cell highlight to the first row of the
spreadsheet without changing columns.
Ctrl + Page Down keys: moves the active cell highlight to the next sheet of the
.
Ctrl + Page Up keys: moves the active cell highlight to the previous sheet of the
spreadsheet
Tab: Moving to right direction
Shift-Tab: Moving backwards/ left directionMicrosoftExcel2007 AdvanceCourse@DABS
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Selecting Entire Row/ Column
Selecting Entire Row : Shift + Space
Selecting Entire Column : Ctrl + Space
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Inserting Rows and Columns
.
Insert Additional Row
Alt-I-R
You can right click on Row heading and Use Insert Option
Insert Additional Column
- -
You can right click on Row heading and Use Insert Option
Insert/ Rename/ Move Worksheet
Insert / Copy Worksheet
Using Right Click on the worksheet title
Rename Worksheet
Double Click on the worksheet title to rename
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Percent, Comma, Date, Currency
Bold, Font Type, Font Colour, Underline Cell Formatting
Colour, Border
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Use Appropriate Titles
Avoid using Large Row/ Column Headings
Use Appropriate Font Size
Recommended 10/11/12
Ali n Text
Horizontal: Left/ Center
Wrap Text if required
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Repeats last command within the worksheet
rows/ columns
Copying formatting (color, font size, numberformat, etc.) of particular cell or last formatted cellto other cells
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Number Formatting
Use Comma Separators
Use Decimals ( max. up to 2 places) in case of Financial Analysis
Outline the array of data with Slightly Thicker Border
Maintain consistent Row Hei ht and Column Widths to
the extent possible
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Used to ut remarks for articular cell
Shortcut Key - Shift F2
the toolbar
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labels or column headings/ labels
one needs to scroll up/ down or left/ right for
checkin the heads
Accessible through View option in the
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other user from changing particular cells or
Accessible through Review option in the
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Useful for selecting data sets (or row) based onpart cu ar cr ter a
Filtering as per column entries
e ect ata a ong w t co umn ea ngs
Text Filter/ Number Filter
Multiplication, etc.) on filtered content
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columns Especially useful for separating text content so as to
further apply filtering or other tools
e.g.: Data set of different mobile models
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Bar/ Column Charts, Line Charts
Pie Chart Distribution
Scatter Chart
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Data Labels in Center or Outside End depending on
Space available in Chart
Legend at the Bottom of Chart
Choose Data Label Font Color based on Chart Style
E.g.: White color font if the Pie color is dark blue
Choose Appropriate Scale for the Axis Do we always need Y-axis in Column chart?
Do we need gridlines ?
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Using the Excel chart in PowerPoint/ Word
Use border for the chart
Chart title can also be written in a separate box above the graph
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Technique to format cells based on one or more rules
sua y exp ore an ana yze a a co ec e n an exce
worksheet, detect critical issues, and identify trends,atterns and exce tions
Formatting rules
Based on cell values ase on ex con en s
Top/ bottom ranked values, above/ below average values
Unique/ duplicate values
Based on formula
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Data Bars Colour Scales
Icon Sets
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Use of references while linking cells
Types
Cell reference will not change no matter where you put the formula($A$1)
Relative references
Cell reference will change both by row and column (A1) Mixed references
To change reference by rows and keep column constant ($A1)
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For changing reference type
Go to cell where the formula or link is done Double-click that particular cell OR Press F2
or Go to Formula Bar
ress or c ang ng re erence
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Logical Functions
Returns only two values TRUE or FALSE
LogicalFunction
Format TRUE FALSE
IF=IF(logical_test, value_if_true,
value_if_false)Depending ontest Depending ontest
AND= og ca , og ca ,
logical3,.)
a argumen s
areTrue
oneormore
argumentisFalse
=OR(logical1,logical2,If anyargumentis
Ifallarguments
logical3,.)rue
areFalse
NOT =NOT(lo ical)ChangesTrue to ChangesFalseto
a se rue
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Mathematical Functionsunc on orma se
AVERAGE =Average(n1,n2,n3) Returnstheaveragevalues ofnumber
selected
, , ..
EVEN =Even(number) Returns immediately
next
even
numberODD =Odd(number) Returns immediatelynextoddnumber
POWER =Power num er,power Returnst eresu to agivennum erraise to
agivenpower
PRODUCT =Product(n1,n2,n3) Returnsmultiplicationofvalues
=
RANDBETWEEN =Randbetween(bottom,top) Returnsarandomnumberbetweentwogiven
integers
ROUND =Round(number,numberofdigits) Roundsanumberupordown,toagivennumberofdigits
SIGN =Sign(number) Returns 1or 1forpositiveandnegativesign
SUMPRODUCT =Sumproduct(array1,array2,..) Returnsthesumoftheproductsof
correspondingvaluesintwoormoresupplied
arrays MicrosoftExcel2007 AdvanceCourse@DABS
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Functions Format Use
DAYS360 =DAYS360(start_date,end_date)Calculatesthenumberofdaysbetween2dates,basedona360
NOW =NOW() Returnsthecurrentdate&time
Returnsatime,fromausersupplied= , ,
hour,minuteandsecond
TODAY =TODAY() Returnstoday'sdate
YEARFRAC =YEARFRAC(start date,end date) Calculates
the
fraction
of
the
year
representedbythenumberofwhole
daysbetweentwodates
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Text Functions
CHAR =CHAR(number)Returnsthecharacterthatcorrespondstoa
suppliednumericvalue
CODE =CODE(text)
ofasuppliedstring/ text
CONCATENATE=CONCATENATE(text1, text2,
text3..)Joinstogethertwoormoretextstrings
EXACT =EXACT(text1, text2)
Testsiftwosuppliedtextstringsareexactlythe
sameandifso,returnsTRUE;Otherwise,returns
FALSE (casesensitive)
LOWER =LOWER(Text)onvertsa c aracters nasupp e textstr ngto
lowercase
PROPER =PROPER(Text)Convertsallcharactersinasuppliedtextstringto
propercase
REPT =REPT(Text,Number oftimes) Returnsastringconsistingofasuppliedtext
string,repeatedaspecifiednumberoftimes
=Removesduplicatespaces,andspacesatthestart
andendofatextstring
UPPER =UPPER(Text)
Convertsallcharactersinasuppliedtextstringto
uppercaseMicrosoftExcel2007 AdvanceCourse@DABS
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TRANSPOSESelectcells>>Enter Function
Transpose(array ofcells) infirstPerformsatranspose
transformationonaran eofcellsce >> tr + t+ nter
INDEX
=Index (Array,Row_Num,
Col_Num)
or
Index
(Range,
Returnsareferencetoacell for
requested
rows
and
columns
within
_ , _ , _
VLOOKUP=Vlookup(lookup value,table
arra columnindexnumber False
Looksupasuppliedvalueinthe
firstcolumnofatable,andreturns
thecorres ondin valuefrom
anothercolumn
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-
Name the list b selectin its ran e andwriting its name in the name box
Select the cell in which you want the drop
Click the "Data Validation" button".
value" and choose "List". Click inside the "Source" text field, and write
=[the name you gave to the list] Click OK
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-
Scenario Mana er
Goal Seek Goal Seek is used when you know what answer you want, but
on now e exac gure o npu or a answer
First it needs some sort of formula to work with
e.g.: calculating total years for which money should be depositedin order to get X amount of return, as shown below
Title Value
n a epos e moun
Interest Rate 5%
Number ofYears 3?4?5?
Amountexpecte 100
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-
how different input values affect the results of
Amount N=1 N=2 N=3 N=4
R=5%
R=7%
R=10%
R=12%
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GOOD LUCK.
THANK YOU.