Published On: Sat, Dec 15th, 2012

Microsoft Excel Tutorial

Microsoft Excel Tutorial

Microsoft Excel Tutorial

This is complete guide and tutorial for Microsoft Excel.

Starting Excel:

  1. Click the start button in the Task bar
  2. Move your pointer to Programs
  3. Then click MS-Office 2003
  4. And then click on Microsoft Office Excel 2003

The Excel Window

Many items you see on the Excel 2003 screen are standard in most other Microsoft software programs like Word, PowerPoint and previous versions of Excel. Some elements are specific to this version of Excel.

Workbook

Also called a spreadsheet, the Workbook is a unique file created by Excel.

Title bar

The Title bar displays both the name of the application and the name of the spreadsheet.

Menu bar

The Menu bar displays all the menus available for use in Excel 2003. The contents of any menu can be displayed by clicking on the menu name with the left mouse button.

Toolbar

Some commands in the menus have pictures or icons associated with them. These pictures may also appear as shortcuts in the Toolbar.

Column Headings

Each Excel spreadsheet contains 256 columns. Each column is named by a letter or combination of letters.

Row Headings

Each spreadsheet contains 65,536 rows. Each row is named by a number.

Name Box

Shows the address of the current selection or active cell.

Formula Bar

Displays information entered-or being entered as you type-in the current or active cell. The contents of a cell can also be edited in the Formula bar.

Cell

A cell is an intersection of a column and row. Each cell has a unique cell address. In the picture above, the cell address of the selected cell is B3. The heavy border around the selected cell is called the cell pointer.

Navigation Buttons and Sheet Tabs

Navigation buttons allow you to move to another worksheet in an Excel workbook. Used to display the first, previous, next or last worksheets in the workbook.

Sheet tabs separate a workbook into specific worksheets. A Workbook defaults to three worksheets. A Workbook must contain at least one worksheet.

Over view of Excel: Excel is an electronic spreadsheet. As with a paper spreadsheet, you can use Excel to organize your data into rows and columns and to perform mathematical calculations.

  1. Each worksheet contains columns and rows.
  2. The columns are lettered A to Z and then continuing with AA, AB, AC and so on; the rows are numbered 1 to 65,536.
  3.  The combination of column and row coordinates make up a cell address. For example, the cell located in the upper left corner of the worksheet is cell A1, meaning column A, row 1. Cell E10 is located under column E on row 10.

Creating a new work Sheet:   It is create a new work sheet at the Sheets tabs.

  1. First place the cursor on the sheet tab where we want to insert.
  2. And right click on the tab.
  3. Then a pop up menu appears.
  4. Select Insert option from the pop up menu.
  5. Then an Insert dialog box will appear.
  6. Select Work Sheet icon from the dialog box.
  7. Then click on OK button.
  8. Then a Sheet will be added with the name of Sheet4.
  9. We can rename the Sheet also, By using the Rename option in pop up menu.
  10. Choose Delete option to delete the work sheet.

Selecting Cells :If you wish to perform a function on a group of cells, you must first select those cells by highlighting them. To highlight cells A1 to E1:

  1. Place the cursor in cell A1.
  2. Press the F8 key.
  3. Click in cell E7. Cells A1 to E7 should now be highlighted.
  4. OR Select with Shift arrow keys.
  5. Or Select cells by dragging with mouse.

Navigating with mouse and Key board:  Navigate with the mouse is use the left click to move into the cells.

  1. Press the down arrow key several times. Note that the cursor moves downward one cell at a time.
  2. Press the up arrow key several times. Note that the cursor moves upward one cell at a time.
  3. Press the left arrow key several times. Note that the cursor moves to the left.
  4. Press the right arrow key several times. Note that the cursor moves to the right.
  5. Move to cell A1. Press the Tab key several times. Note that the cursor moves to the right one cell at a time.
  6. Hold down the Shift key and then press Tab. Note that the cursor moves to the left one cell at a time.
  7. Press the Page Up key. Note that the cursor moves up one page.
  8. Press the Page Down key. Note that the cursor moves down one page.

Entering Text:

  1. Place the cursor in cell A1.
  2. Type John in the cell.
  3. Press Enter. The name “John” should appear in cell A1.

Editing a Cell

After you enter data into a cell, you can edit it by pressing F2 while you are in the cell you wish to edit.

  1. Move the cursor to cell A1.
  2. Press F2. Note that the word Ready on the Status bar changes to Edit.
  3. Change “John” to “Jones.”
  4. Use the backspace key to delete the “n” and the “h.”
  5. Type Jones.
  6. Press Enter.

To type the notes in a cell then to go to the next line in the same cell, Press Altkey + enter.

Spelling checking:   It is used to check the spelling of the word that we have written in the cell.

  1. Select the text in the cell to check the spelling.
  2. Go to the Tools menu Select spelling and grammar option.
  3. Then a Dialog box will appears that specifies the suggestions of the selected word
  4. Choose the correct spelling from the list.
  5. Click on OK button.

Undo: is used to reverse the very last action performed by us. It is obtained in the Edit menu. Or we can select this from the Standard tool bar. The short cut key for this option is Ctrl + z.

Redo: is used to reverse the last undo action performed by us. It is obtained in the Edit menu. Or we can select this from the Standard tool bar. The short cut key for this option is Ctrl + y.

Referencing cells:  Is used to give reference for a cell by using GO TO dialog box.

  1. Place the cursor on any of the cell.
  2. Then Press F5.
  3. A Go To dialog box will appears.
  4. Type B1 in the Reference field. And Press Enter.
  5. Excel moves to the cell B1.

Formatting Numbers : Formatting numbers means If a number is having decimal point. We choose only some specified number of digits after the decimal point. Then use the formatting numbers option. To format the numbers use format menu in the menu bar.

  1. First, select the cells that is to be formatted.
  2. select the Format menu.
  3. Click on the Cells option.
  4. Then a format cells dialog box will appear.
  5. Select the Number tab.
  6. Choose the Number in the Category box.
  7. Type 2 in the Decimal Places field. This will cause the number to display with two decimal places.
  8. Place a checkmark in the Use 1000 Separator box. This will cause thousands to be separated with a comma.
  9. Click on OK to close the dialog box.
  10. Then the selected cells will be formatted.

Entering formulas:

Formulas provide the easiest way of manipulating numbers and functions available in worksheets systems in Excel. Formulas are entered in the work sheet cell and must begin with an equal sign “=”. The formulas then include the address of the cells whose values will be manipulated with appropriate operands placed in between. After the  formula is typed into the cell, the calculation executes immediately. The formula is visible in the formula bar.

Creating formulas:

  1. Enter the data in the sheet.
  2. Click the cell that we want to enter the formula.
  3. Type = And then type the formula
  4. Or we can get the formula from the function button  on the standard toolbar.
  5. A dialog box will appear.
  6. Select the formula you want.

Editing formulas: The formulas can be edited in the similar way as you have editing text or number entries.

  1. We can edit the formula by pressing F2 key, and make changes directly.
  2. Type the changes in the formula bar.
  3. OR Double click on the cell to edit the formula.

Protecting and UN protecting work sheets:

Protection of documents and cells can help prevent unintended changes to your worksheet. Excel offers the option of protecting the entire document, individual objects, structure of a window, and/or specific cells. With excel we can add a password to the file. Use locking cells to protect the cells.

Locking cells:

  1. Select the cells to be locked
  2. Select format menu and click on Cells option.
  3. Then a Format cells dialog box will appears.
  4. Select the protection tab.
  5. Check the Locked button.
  6. Then click on OK button.
  7. If the work sheet is protected then the cell will be locked.
  8. To protect the work sheet Select the Tools menu à Protection option.
  9. Give the password to protect sheet.

 

REARRANGING WORKSHEETS

Moving cells:  To move cells from one place to another place Use Cut and Paste from the Edit menu.

  1. Select the cells that we want to be move.
  2. Select the Edit menu and click on the Cut option.
  3. Then the data in the selected cells will be deleted.
  4. Place the cursor where we want to move the data.
  5. Then Choose the Paste option from the Edit menu.
  6. Then the cut text will be placed.
  7. We can also use these options by using keyboard.
  8. Short cut key for Cut is ctrl+x, and for paste is ctrl+v

Copying cells: Is to use to copy the data in the cells.

  1. Select the cells to copy.

2.      Select Edit menu. And choose copy option

  1. Place the cursor where we want to copy the data.

4.      Then Choose the Paste option from the Edit menu

5.      Short cut key for Cut is ctrl+c.

Sorting cell data: Sort option is used to give the selected data into either in the ascending or in descending order.

1.      We can sort the data, whether it is numbers or Strings.

2.      Select the data in the cells

3.      Select Data menu from the menu bar.

4.      Then click on sort option.

5.      A dialog box will appear.

6.      Select the options in the dialog box.

7.      Then click on ok button.

Inserting Rows and Columns:

To insert a Row:

1.      Place the cursor where we want to insert the row.

2.      Select Insert menu and click on Rows option.

3.      We get a blank row getting inserted at the cursor position.

4.      Or right click on the selected cell

5.      Then choose the Insert option in it.

6.      A insert dialog box will appear.

7.      Select one option from the dialog box. That is depending on where we want to insert.

8.      Then click on ok button.

9.      Then a row will be inserted.

To insert a Column:

1.      Place the cursor where we want to insert the Column.

2.      Select Insert menu and click on Columns option.

3.      We get a blank Column getting inserted at the cursor position.

4.      Or right click on the selected cell

5.      Then choose the Insert option in it.

6.      An insert dialog box will appear.

7.      Select Entire column option from the dialog box. That is depending on where we want to insert.

8.      Then click on ok button.

9.      Then a Column will be inserted.

To insert a Cell:

1.      Pace the cursor where we want to insert the row.

2.      Select Insert menu and click on cells option.

3.      An insert dialog box will appear.

4.      Select one option from the dialog box. Either Shift cells down or right.

5.      Then click on ok button.

6.      Then a Cell will be inserted.

To Delete a Row or Column:

1.      Select the row or column or cell that we want to delete.

2.      Select Edit menu on the menu bar.

3.      Click on Delete option.

4.      Then a Delete dialog box will appear.

5.      Select any option from the dialog box.

6.      Then click on ok button.

To clear parts of a work sheet:

1.      Select the cells that are to be deleted.

2.      Select Edit menu from the menu bar

3.      Then click on clear option.

4.      Then the selected data will be deleted.

Changing Column Width:

1.      Select the Column heading whose width you want increase. For example select Column B.

2.      Click on the format menu and select the column option in it.

3.      In the sub menu click Width.

4.      A dialog box will appear.

5.      Type the column width in the given text box.

6.      Then click on ok button.

Changing Row Height:

1.    Select the row heading whose height you want increase. For example select Row3.

2.   Click on the format menu and select the row option in it.

3.  In the sub menu click Height.

 4. A dialog box will appear.

5. Type the Row height in the given text box.

6. Then click on ok button.

Change the Font, Font Size, and Font Color

A font is a set of characters represented in a single typeface. Each character within a font is created by using the same basic style. Excel provides many different fonts from which you can choose. The size of a font is measured in points. There are 72 points to an inch. The number of points assigned to a font is based on the distance from the top to the bottom of its longest character. You can change the Font, Font Size, and Font Color of the data you enter into Excel.

Change the Font

  1. Select cells to change the font.
  2. Click on the font style box.
  3. Click the down arrow next to the Font box. A list of fonts appears. As you scroll down the list of fonts, Excel provides a preview of the font in the cell you selected.
  4. Find and click Times New Roman in the Font box.
  5. Times New Roman is your default font click another font. Excel changes the font in the selected cells.

Change the Font Size:

  1. Select cell data.
  2. Choose the font size box.
  3. Click the down arrow next to the Font Size box. A list of font sizes appears. As you scroll up or down the list of font sizes, Excel provides a preview of the font size in the cell you selected.
  4. Click 26. Excel changes the font size in cell to 26.

Change the Font Color:

  1. Select cell data to change the color.
  2. Choose the  button on the formatting tool bar.
  3. Click the down arrow next to the Font Color button.
  4. Click on the color white. Your font color changes to white.

Adding border to the cell:

  1. First select the cells to give the border.
  2. Click on the format menu.
  3. Select the Cells option on it.
  4. A format dialog box will appear.
  5. Click on the Border tab in the dialog box.
  6. Choose the appropriate border from it.
  7. Then click on ok button.
  8. We can apply colors for this borders also, by selected color option from the dialog box.

Hiding rows and columns:

  1. Select the row or column.
  2. Then place the cursor at the heading and right click on it.
  3. Choose the hide option.
  4. Then the data of the row will be hided.

Types of functions: There are different types of functions used in Ms-Excel.

·         Mathematical

·         Statistical

·         Text

·         Date and Time

·         Logical

Mathematical functions:

1)      Sum: Add all the numbers in the given range.                                               =SUM(A1:A10)

2)      Product: Multiplies all the numbers in the given range.                                             =PRODUCT(A1,A2)

3)      Mod: returns the remainder after a number divided by a divisor.                              =MOD(NUMBER,DIVISOR)

4)      Abs: Returns absolute value of a number. That is a number without sign.                =ABS(Number)

5)      Fact: Returns the factorial of a given number.                                                           =FACT(Number)

6)      Sqrt: Returns the square root of a given number.                                                      =SQRT(NUMBER)

Statistical functions:

1)      Average: Its returns Average of its arguments.                                                         =AVERAGE(A3:A7)

2)      Max: It returns the maximum of the given numbers.                                     =MAX(A1:A6)

3)      Min: It returns the minimum of the given numbers.                                                   =MIN(A1:A6)

4)      Count: Counts the number of cells.                                                                           =COUNT(A1:A6)

Text functions:

1)      Concatenate: Joins several text strings into one text string                                       =Concatenate (text1, text2…)           OR                                                                  =Concatenate (A1, A2, A3, A4, A5) Then press enter.

2)      Len: Returns the number of characters in a text string. Characters include spaces, commas and special characters etc.                                                                         =Len(text)

3)      Upper: Converts text to Upper case                                                                          =Upper(text)

4)      Lower: Convert text to Lower case.                                                                          =Lower(text)

5)      Exact: Compares two text strings and returns True if they exactly the same, False otherwise.                                                                                                                    =EXACT (text1, text2)

6)      Rept: Repeats text a given number of times.                                                                         =Rept (text, number of times)

7)      Left: Left returns the first character or characters in a text string, based on the number of characters.                                                                                                                                    =Left (text, number of characters)

8)      Right: Right returns the last character or characters in a text string, based on the number of characters.                                                                                                                               =Right (text, number of characters)

9)      Mid: Returns a specific number of characters from a text string, starting at the position you specify, based on the number of characters you specify.                                                         =Mid (text, start_num, number of characters)

10)  Trim: Removes all UN used spaces from the text.                                                                            =Trim (text)

Date & Time functions:

1)      Today: Returns the current date in the month-date-year format.                              =Today()                                                                                                                     Type the above syntax in the cell and press enter. Note the current date appearing in cell . Here 8 is the month 9 is the date and 2009 is the year.

2)      Now: Returns the current date and time. In the format of month/date/year Hours: minutes                        =Now()

3)      Weekday: Returns the day of the week corresponding to a date. The day is given as an integer, ranging from 1(Sunday) to 7(Saturday), by default.                          =Weekday(date)

4)      Day: Returns the day of the date, represented by a serial number. The day is given as an integer ranging from 1-31.

5)      Month: Returns the month of the date, represented by a serial number. The day is given as an integer ranging from 1(January)-12(December)

6)      Year: Returns the year of the date, represented by a serial number. The day is given as an integer ranging from 1900-9999.

=Year(Cell address)

Logical functions:

1)      And: Returns True if all its arguments are True, Returns false one or more argument is false.                                                                                                         =And(logical1,logical2,…)

2)      Or: Returns True if any argument is True, Returns false if all arguments are false.                                                                                                   =Or(logical1,logical2,…)

3)      Not: Reverses the value of its argument                                                                     =Not(logical)

4)      True: Returns the logical value True                                                                          =True()

5)      False: Returns the logical value False                                                                         =False()

6)      If: Returns one value if a condition evaluates true and another value if it evaluates false.                                                                                                   =If(logical, value if true, value if false)                                                          EX: =If(B4>30, ‘Pass’, ‘Fail’)  it returns Pass if value of B4 is >30, otherwise it returns Fail.

Functions using function wizard: All the functions are can also applied by using the function wizard. It is appeared in the Insert menu. We get all the Types of functions in the Paste function dialog box. To use the function from the function wizard do the following steps.

There are different types of functions used in Ms-Excel.

·         Mathematical

·         Statistical

·         Text

·         Date and Time

·         Logical

1.      Place the cursor where we want to paste the function.

2.      Select the insert menu from the menu bar.

3.      Click the Function option from it.

4.      Then we will get a paste function dialog box.

5.      We have all the types of functions in the dialog box.

6.      Select the type of the function. We will get different functions in the Function name.

7.      Then click on ok button.

8.      Again we will get the appropriate function dialog box.

9.      Type the range of the cells in the sum dialog box.

10.  Then click on ok button.

11.  We get the sum of the cells from B2 to E2 in the F2 cell.

12.  Not only sum we can do all the standard formulas or functions by using function wizard.

Working with charts:  Is used to create chart for the worksheet may contain a lot of numbers. This option is include in the Insert menu. The components of the chart are Chart area, Plot area, X-axis, Y-axis, Data series, Title, Legend, Gridlines.

Chart areaà The area that encloses all the other chart components like plot area, X-axis, Y-axis etc.

Plot areaà The area that holds the chart.

X-axis Is the horizontal line at the bottom of the chart, which includes various categories.

Y-axis Is the Vertical line to the left of the chart, which includes value of each data point.

Data series Related data points that are plotted in the chart. Each data series in the chart has a unique color or pattern that is represented in the chart.

Title That represents the title of the chart.

Legend A box that identifies the patterns or colors that are assigned to the data series.

Grid lines Lines that you add to the chart that make it easier to view and evaluate data.

To create a chart:

1.      Select the data from the work sheet.

2.      Select the insert menu and then click on Chart option.

STEP-1

3.      Then a chart dialog box will appear.

4.      The box displays the standard types of charts.

5.      We can also made custom made charts.

6.      Click on the column option in the chart type.

7.      We can observe sub-types in the right side of the box.

8.      Select the one of the sub-type.

9.      Click on the Next button to proceed to the next step of creation

STEP-2

10.  Then Data Range and Series dialog box will appear.

11.  It displays the range address that we selected for the chart, i.e series by rows and columns.

12.  Click on the next button of the dialog box.

STEP-3

13.  In this dialog box we can Give Title to the chart, select grid lines and Legend of the chart.

14.  Type the name of the title, X-axis, Y-axis.

15.  Grid lines are displayed as lines in the graph, depending on the selected option.

STEP-4

16.  Select the option fro placing the chart in the current worksheet or in the new sheet.

17.  Then click on Finish button.

18.  The chart will be displayed for the given data.

Excel chart types:

Column, Bar, Line, Pie, XY (Scatter), Area, Surface, Bubble, Cylinder, Cone, Pyramid.

Chart types                                                                Description

1. Column                   Shows the categories horizontally, values vertically.

2. Bar                          Shows the categories vertically and values horizontally.

3. Line                         Shows trends and projections

4. Pie                           compares the proportional parts of the item against the parts of the whole.

5. XY (Scatter)           Shows relation ship of several values in a series.

6. Surface                    Locates optimum combination between two series

7. Bubble                     Is a type of xy chart. The size of the data marker indicates the value of the third variable.

Resizing the chart:

1.      Select the chart to change the size.

2.      Place the cursor on the corner of the selected chart.

3.      Then we can observe that an arrow mark will appear.

4.      Hold the left click and move chart to change the size.

5.      Then the chart will be resized.

6.      To change the place of the chart at any where in the work sheet.

7.      Then select and move the chart to where we want.

Macro: Macros are used to record the data in the cells. Recording data by using Record a new macro option, Use the recorded data by running the saved macro. This is obtained in the Tools menu.

1.      Select the Tools menu, Click on the option Macro.

2.      In Macro, we have to select Record a new macro option.

3.      Then we will get a macro dialog box.

4.      Enter the name of the macro.

5.      And Select the Store macro in option; it may be ‘This work book’, ’New work book’, ’Personal macro workbook’.

6.      We can create a shot cut key also.

7.      Then click on ok button.

8.      From here onwards recording starts.

9.      After recording select stop recording from Tools menu.

10.  Then our recorded macro will be saved in Toolsà Macroà Macros.

11.  If we want to run the recorded macro then select Macros from Macro option in the tools menu.

12.  Then it will display the list of macros that are saved.

13.  Select the macro from the list, and click on the Run button.

Working with Graphics:  To work with graphics means Inserting Pictures, Images etc. We can insert pictures or images in many ways. That is from the Clipart, from file, Scanners, Cameras, auto shapes, word art, chart, new drawing .This option is appear in the insert menu.

Clipart:

1.      Select Insert menu from the menu bar.

2.      Click on the picture optionà clipart

3.      Then a dialog box with various objects will appear.

4.      Choose the desired object from the dialog box. And double click on it.

5.      Then the selected object will be placed in the excel sheet.

From file:

1.      Choose insertàpictureàfrom file

2.      A open dialog box will appear.

3.      Select the file that contains graphics.

4.      Or select the directory and select the file.

5.      Choose the insert button to insert the selected graphic in the document.

Using Drawing features: To draw a picture in the document drawing toolbar is necessary. This tool bar will appear in the view menu.

1.      Select the viewàtoolbaràdrawing

2.      Then drawing tool bar will appear.

3.      Choose the require button from the toolbar.

4.      Use the mouse to create shapes.

5.      For example to choose a rectangle , Choose the option from the toolbar then click and drag by using the mouse on the screen.

6.      To insert text in the drawing choose the text box button from the toolbar

7.      Drag the text box to desired shape or size.

8.      Place the cursor in the textbox

9.      Type the text by using the keyboard.

10.  The size of the textbox will automatically changes according to the length of the text.

Look up tables:Returns a value either from a one-row or one-column range or from an array. The LOOKUP function has two syntax forms: vector and array. The vector form of LOOKUP looks in a one-row or one-column range (known as a vector) for a value and returns a value from the same position in a second one-row or one-column range. The array form of LOOKUP looks in the first row or column of an array for the specified value and returns a value from the same position in the last row or column of the array.

Vector form:

Syntax: LOOKUP (lookup_value, lookup_vector, result_vector)

Lookup value   is a value that LOOKUP searches for in the first vector. Lookup value can be a number, text, a logical value, or a name or reference that refers to a value.

Lookup vector   is a range that contains only one row or one column. The values in lookup vector can be text, numbers, or logical values.

Ex:

In the preceding worksheet:

LOOKUP(4.19,A2:A7,B2:B7) equals “orange”

LOOKUP(5.00,A2:A7,B2:B7) equals “orange”

Array form: Array   is a range of cells that contains text, numbers, or logical values that you want to compare with lookup value.

Syntax: LOOKUP (lookup_value, array)

Ex: LOOKUP ("C", {"a","b","c","d"; 1,2,3,4}) equals 3

Inserting Page break:

  1. Place the cursor where we want to insert a page break.
  2. Select the Insert menu and click on the Page Break option.
  3. Then a page break will be inserted in the selected row wise and column wise.
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