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    Excel Information

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    Excel Information

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    4 views12 pages

    Excel Information

    Uploaded by

    zionkelonjamai

    Copyright:

    © All Rights Reserved
    Download as DOCX, PDF, TXT or read online from Scribd
    Download as docx, pdf, or txt
    of 12

    Information Technology

    Introduction to Microsoft Excel

    Topics:
     Identifying the Elements in a workbook
     Arithmetic Calculations

    What is Microsoft Excel?


    Microsoft Excel is a spreadsheet program used to record and analyze numerical and statistical
    data. Microsoft Excel provides multiple features to perform various operations like calculations,
    pivot tables, graph tools, macro programming, etc. It is compatible with multiple OS like
    Windows, macOS, Android and iOS.

    A Excel spreadsheet can be understood as a collection of columns and rows that form a table.
    Alphabetical letters are usually assigned to columns, and numbers are usually assigned to rows.
    The point where a column and a row meet is called a cell. The address of a cell is given by the
    letter representing the column and the number representing a row.

    Why Should I Learn Microsoft Excel?


    We all deal with numbers in one way or the other. We all have daily expenses which we pay for
    from the monthly income that we earn. For one to spend wisely, they will need to know their
    income vs. expenditure. Microsoft Excel comes in handy when we want to record, analyze and
    store such numeric data. Let's illustrate this using the following image.
    How to Open Microsoft Excel?
    Running Excel is not different from running any other Windows program. If you are running
    Windows with a GUI like (Windows XP, Vista, and 7) follow the following steps.

     Click on start menu


     Point to all programs
     Point to Microsoft Excel
     Click on Microsoft Excel

    Alternatively, you can also open it from the start menu if it has been added there. You can also
    open it from the desktop shortcut if you have created one.

    Understanding the Ribbon


    The ribbon provides shortcuts to commands in Excel. A command is an action that the user
    performs. An example of a command is creating a new document, printing a documenting, etc.
    The image below shows the ribbon used in Excel 2013.
    Ribbon components explained

    Ribbon start button - it is used to access commands i.e. creating new documents, saving
    existing work, printing, accessing the options for customizing Excel, etc.

    Ribbon tabs – the tabs are used to group similar commands together. The home tab is used for
    basic commands such as formatting the data to make it more presentable, sorting and finding
    specific data within the spreadsheet.

    Ribbon bar – the bars are used to group similar commands together. As an example, the
    Alignment ribbon bar is used to group all the commands that are used to align data together.

    Understanding the worksheet (Rows and Columns, Sheets, Workbooks)


    A worksheet is a collection of rows and columns. When a row and a column meet, they form a
    cell. Cells are used to record data. Each cell is uniquely identified using a cell address. Columns
    are usually labelled with letters while rows are usually numbers.

    A workbook is a collection of worksheets. By default, a workbook has three cells in Excel.


    You can delete or add more sheets to suit your requirements. By default, the sheets are named
    Sheet1, Sheet2 and so on and so forth. You can rename the sheet names to more meaningful
    names i.e. Daily Expenses, Monthly Budget, etc.

    Customization Microsoft Excel Environment


    Personally I like the black colour, so my excel theme looks blackish. Your favourite colour could
    be blue, and you too can make your theme colour look blue-like. If you are not a programmer,
    you may not want to include ribbon tabs i.e. developer. All this is made possible via
    customizations. In this sub-section, we are going to look at;

     Customization the ribbon


     Setting the colour theme
     Settings for formulas
     Proofing settings
     Save settings

    Customization of ribbon
    The above image shows the default ribbon in Excel 2013. Let's start with customization the
    ribbon, suppose you do not wish to see some of the tabs on the ribbon, or you would like to add
    some tabs that are missing such as the developer tab. You can use the options window to achieve
    this.

     Click on the ribbon start button


     Select options from the drop down menu. You should be able to see an Excel Options
    dialog window
     Select the customize ribbon option from the left-hand side panel as shown below

     On your right-hand side, remove the check marks from the tabs that you do not wish to
    see on the ribbon. For this example, we have removed Page Layout, Review, and View
    tab.
     Click on the "OK" button when you are done.

    Your ribbon will look as follows


    Important Excel shortcuts
    Ctrl + P used to open the print dialogue window

    Ctrl + N creates a new workbook

    Ctrl + S saves the current workbook

    Ctrl + C copy contents of current select

    Ctrl + V paste data from the clipboard

    SHIFT + F3 displays the function insert dialog window

    SHIFT + F11 Creates a new worksheet

    F2 Check formula and cell range covered

    Best Practices when working with Microsoft Excel

    1. Save workbooks with backward compatibility in mind. If you are not using the latest
    features in higher versions of Excel, you should save your files in 2003 *.xls format for
    backwards compatibility
    2. Use description names for columns and worksheets in a workbook
    3. Avoid working with complex formulas with many variables. Try to break them down
    into small managed results that you can use to build on
    4. Use built-in functions whenever you can instead of writing your own formulas

    Types of operators. There are four different types of calculation


    operators: arithmetic, comparison, text concatenation, and reference.

     Arithmetic operators
    To perform basic mathematical operations, such as addition, subtraction, multiplication,
    or division; combine numbers; and produce numeric results, use the following arithmetic
    operators.

    Arithmetic operator Meaning Example


    + (plus sign) Addition =3+3
    – (minus sign) Subtraction =3–3
    Negation =-3
    * (asterisk) Multiplication =3*3
    / (forward slash) Division =3/3
    % (percent sign) Percent 30%
    ^ (caret) Exponentiation =3^3

     Comparison operators

    You can compare two values with the following operators. When two values are
    compared by using these operators, the result is a logical value—either TRUE or FALSE.

    Comparison operator Meaning Example


    = (equal sign) Equal to =A1=B1
    > (greater than sign) Greater than =A1>B1
    < (less than sign) Less than =A1<B1
    >= (greater than or equal to sign) Greater than or equal to =A1>=B
    1
    <= (less than or equal to sign) Less than or equal to =A1<=B
    1
    <> (not equal to sign) Not equal to =A1<>B
    1

     Text concatenation operator

    Use the ampersand (&) to concatenate (join) one or more text strings to produce a single
    piece of text.

    Text operator Meaning Example


    & Connects, or ="North"&"wind" results in
    (ampersand) concatenates, two values "Northwind".
    to produce one Where A1 holds "Last name"
    continuous text value and B1 holds "First name",
    =A1&", "&B1 results in "Last
    Text operator Meaning Example
    name, First name".

     Reference operators

    Combine ranges of cells for calculations with the following operators.

    Reference Meaning Example


    operator
    : (colon) Range operator, which produces one B5:B15
    reference to all the cells between two
    references, including the two
    references.
    , (comma) Union operator, which combines =SUM(B5:B15,D5:D1
    multiple references into one reference 5)
    (space) Intersection operator, which produces B7:D7 C6:C8
    one reference to cells common to the
    two references

    How to Add, Subtract, Multiply, Divide in Excel

    Open Excel. You will get a window similar to the one shown below. The outlook of Excel will
    depend on your version.
     Enter the data in your worksheet as shown in the image above.
     We will now perform the calculations using the respective arithmetic operators. When
    performing calculations in Excel, you should always start with the equal (=) sign.
     Let's start with the one for addition. Write the following formula in E2 Excel (Result
    column)
     =C2+D2

    HERE,

     "=" tells Excel to evaluate whatever follows after the equal sign
     "C2" is the cell address of the first number given by C representing the column letter and
    2 representing the row number
     "D2" is the cell address of the second number given by D representing the column letter
    and 2 representing the row number

    Press enter key on the keyboard when done. You should get 16 as the result.

    Formatting data in Microsoft Excel

    We all love beautiful things don't we? Formatting in Excel helps us achieve exactly that. We can
    make our spreadsheets more presentable. We will use the data in the arithmetic operations table.
    We will make the column names;

     Bold
     Align serial numbers to the left
     Enclose the data in boxes.

    Make column names bold

     Highlight the cells that have the column names by dragging them.
     Click on the bold button represented by B command.
     Your workbook should now appear as follows
    Align data to the left

     We will align the serial numbers to the left


     Highlight all the data in the S/N column
     Click on align left as shown below

    Enclose data in boxes

    Highlight all the columns and rows with data

    On the font ribbon bar, click on borders command as shown below.


    You will get the following drop down menu

    Select the option "All Borders".


    Your data should now look as follows

    Setting the print area and printing (Print View) & Page Layout

    The print area is the part of the worksheet that you would like to print out on paper. The quick
    and easy way of doing it is by using the following shortcut commands

    Ctrl + P

    You will get the following print preview.


    Press Esc button to exit print preview mode

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