05. PRACTICAL GUIDE TO MICROSOFT EXCEL.pptx

08/04/2025 1
PRACTICAL GUIDE TO MICROSOFT EXCEL
PST 5 HIM
© MS Excel 2010 as directed
by PST 5 Curriculum

08/04/2025 2
a) Theory part of excel

08/04/2025 3
What is Microsoft Excel?
• Excel/ spreadsheet - Microsoft Excel is an
electronic spreadsheet with numbered rows and
columns for storing, organizing and
manipulating data and is made by Microsoft for
Mac and Windows users.
• The nice thing about using a computer and
spreadsheet is that you can experiment with
numbers without having calculator and to RE-
DO all the calculations.

08/04/2025 4
(Cont.’......)
• Other brands of spreadsheet are
– VisiCalc
– SuperCalc
– Lotus 123
– Symphony
– Quattro
– Google sheet
– Qloud
– Smart sheet
– ZK spreadsheet
– Etc

08/04/2025 5
(Cont.’......)
Remember that:
– Spreadsheet is a software program but not database
– In pharmaceutical documents ledger sheet is
equivalent to spreadsheet

Difference between Workbook and
worksheet
• Worksheet
– Single spreadsheet that
contains cells organized
by rows and columns.
• Workbook
– A workbook is an Excel
file that contains one or
more worksheets.
– A new Excel workbook
will contain three
worksheets.
08/04/2025 6

08/04/2025 7
Uses of spreadsheet
• Analyzing data,
• Managing record data,
• Perform statistical calculations
• Building charts and forms, and budgeting.

08/04/2025 8
Advantages of excel
– Calculation can be done automatically
– More flexibility
– Does not need a calculator
– Tables and cells are provided automatically, no
need of drawing
– Updates are easy.
– To manipulate numbers in a spreadsheet does not
need brainstorming, hence it is painless

08/04/2025 9
Basics of a Spreadsheet
• Spreadsheets are made up of
– Columns
– Rows
– and their intersections are called cells

08/04/2025 10
What is a COLUMN ?
• In a spreadsheet the
COLUMN is defined as
the vertical space that is
going up and down the
window. Letters are
used to designate each
COLUMN'S location.
• COLUMN labeled D is
highlighted.

08/04/2025 11
What is a row?
• In a spreadsheet the
ROW is defined as the
horizontal space that is
going across the
window. Numbers are
used to designate each
ROW'S location.
• ROW labeled 4 is
highlighted.

08/04/2025 12
What is a CELL ?
• A CELL is the space
where a row and column
intersect. Each CELL is
assigned a name
according to its
COLUMN letter and
ROW number.
• In the above diagram
the CELL labeled C2 is
highlighted.

08/04/2025 13
Three types of information can be typed into
a spreadsheet cell
• In each cell there may be the following data types:
– Labels -- (text with no numerical value)
– Number data (constant values)
– Formulas (mathematical equation used to calculate)
Data Types Examples Descriptions
LABEL
Name or Wage or
Days
anything that is just
text
CONSTANT 5 or 3.75 or -7.4 any number
FORMULA =5+3 or = 8*5+3 math equation

08/04/2025 14
Labels
 Text entries
 Identify values in columns and rows
 Labels do not have a value associated with them
 Sometimes called ‘headers’
 Type an apostrophe (‘) before a number to treat the number like a label.
◦ Examples:
 ‘2007
 ‘402-6900

08/04/2025 16
Number data
(Constants values)
• Constants are FIXED
number data
• Constants may refer to
dollars, percentages, or
number of items (in this
case number of hours
worked within a certain
pay period).

08/04/2025 17
Formulas
 Are math equations Used to perform calculations
 Begin with = sign
 Type the cell address that contain the values you
want to calculate
◦ Examples of formulas:
 =A5+A6+A7+A8
 The values in cells A5, A6, A7 and A8 are added together

08/04/2025 18
b) Practical part of excel

08/04/2025 19
Electronic data filling by excel
• Electronic data filling – is the
process of transferring data from
hardcopies into softcopies by
means of designed program or
software
• The process of filling
pharmaceutical data electronically
involves two important approaches
– 1. By using special designed software
system
– 2. By means of spreadsheet:
commonly Microsoft excel
• In this practical session study, we
will fill data only by using
spreadsheet only!!!!

08/04/2025 20
Data analysis practice
• The practical questions mostly asked in data
analysis are more based on five (05) areas
– 1. Generating tables in excel – you will be asked
in two formats
• Be given explanations, and then from those
explanations you generate a table to represent those
information
• You will be provided a drawn table in hardcopy paper
and then you will be asked to copy the table as it is

08/04/2025 21
Data analysis practice
(Cont.’.....)
– 2. Generate charts: from given informational data, you
will be asked to create Different charts such as pie chart,
column graph, line graph etc
– 3. Graphs and histogram: from given informational
data, you will be asked to create graphs and histograms
– 4. Generate trends from given data: e.g. In here you will
be asked to Bold, format date, colour adding rows etc
– 5. Solve problems: in here you will be asked to use excel
formula to solve problems associated with question

22
Worksheets
• Excel’s main
screen is called a
“worksheet”.
• Each worksheet is
comprised of many
boxes, called
“cells”.
08/04/2025

08/04/2025 24
How to open excel
• Three ways are used;-
– 1. Click start menu  select program select
Microsoft office  select excel
– 2. If excel is already in starting menu, click start
menu  select Microsoft excel
– 3. If there is shortcut in desktop, double click the
shortcut

08/04/2025 25
Selecting a Cell
• “Select” a cell
by clicking on it
once (don’t
double click).
• You can move
from cell to cell
with the arrow
keys or by
pressing the
“Enter” key.

26
Modifying Cell content
• To modify the contents
of a cell double click
on the cell.
• Then use the right, left
arrow keys and the
Insert and Delete keys
to modify the data.
• When you are done:
– Press the Enter key
or
– Click on the check box.
Double click to
change “hi there” to
“hello there”
08/04/2025

Move to a New Worksheet
• Click Sheet2 in the
lower-left corner of the
screen. Excel moves to
Sheet2.
08/04/2025 27

Naming a Worksheet
• Right click on the tab of sheet1
• Select Rename from the menu that appears
• Type From 1A
• Press the Enter Key on the Keyboard.
(See on next slide)
08/04/2025 28

Naming a Worksheet
08/04/2025 29

08/04/2025 30
Inserting borders in excel
Follow these steps to add cell
borders:
• 1. Select the cells you want to
format.
• 2. Go to home tab
• 3. Click the down arrow beside
the Borders button in the Font
group on the Home tab. A drop-
down menu appears, with all the
border options you can apply to
the cell selection. ...
• 4. Click the type of line you want
to apply to the selected cells.

08/04/2025 31
Bold, Italicize, and Underline
a) Bold with the Ribbon
1. Type the word you want to
bold e.g. ‘‘Bold’’ in cell A1.
2. Click the check mark
located on the Formula bar.
3. Choose the Home tab.
4. Click the Bold button .
Excel bolds the contents of
the cell.
5. Click the Bold button again
if you wish to remove the
bold.

08/04/2025 32
b) Italicize with the Ribbon
italicize e.g. ‘‘Italic’’ in cell
B1.
2. Click the check mark located
on the Formula bar.
4. Click the Italic button . Excel
italicizes the contents of the
cell.
5. Click the Italic button again if
you wish to remove the italic

08/04/2025 33
c) Underline with the Ribbon
underline e.g. Underline
2. Click the check mark located
on the Formula bar.
4. Click the Underline button .
Excel underlines the contents
of the cell.
5. Click the Underline
button again if you wish to
remove the underline

08/04/2025 34
Sort data in alphabetical order
1. Select a cell in the column
you want to sort by. ...
2. Select the Data tab, then
locate the Sort and Filter
group.
3. Click the ascending
command to Sort A to Z or
the descending command to
Sort Z to A. ...
4. The data in the spreadsheet
will be organized
alphabetically.

08/04/2025 35
Change the Width of a Column or the Height of a Row

36
Make a column wider
• To make Column B wider,
point the cursor to the
column separator between
columns B and column C.
• The cursor changes to a
“Double headed arrow”.
• Now, click the left mouse
button and without letting
go of the button, drag the
separator to the right to
make the column wider (or
to the left to make the column
narrower).
Column is now wider
Drag column
separator to the
right
08/04/2025

37
Getting the Exact Width
• To get the “exact” width,
double click on the
separator instead of
dragging it.
Column is now EXACTLY the correct width
Double click here
08/04/2025

38
Resizing a Row
• Make a row
taller or
shorter by
dragging
the
separator
between the
rows.
• Click and
drag here to
resize row
5.
Row is now
taller
08/04/2025

08/04/2025 39
Adding Rows and columns
• There are several ways to add rows or columns
to a spreadsheet:
– Excel 2010 and later: As shown here, select Insert
on the Home tab and then Insert Sheet Rows or
Insert Sheet Columns:
(SEE NEXT SLIDE)

08/04/2025 41
(Cont.....)
• 2nd
method: In any version of Excel, you can
also insert rows and columns by way of the
worksheet frame. As shown below select one
or more rows or columns, right-click on the
selection, then choose Insert
(SEE NEXT SLIDE)

08/04/2025 43
Decimal places
• Go to number tab in home tab and select
whether
– To increase decimal places or
– To decrease decimal places
– Or divide numbers in portion of three (,)

08/04/2025 44
Wrap text in a cell
• Make all content visible
within a cell by
displaying it on multiple
lines
1. Move to cell that you
want to wrap your text
e.g. cell A2.
2. Type Text too long to
fit.
3. Press Enter

08/04/2025 45
Wrap text in a cell
(Cont.’…..)
4. Return to cell A2.
6. Click the Wrap Text
button . Excel wraps the
text in the cell

08/04/2025 46
MERGE and CENTRE
• Go to cell e.g. B2.
• Type Sample Worksheet.
• Click the check mark on the
Formula bar.
• Select cells B2 to E2.
• Choose the Home tab.
• Click the Merge and Center
button in the Alignment
group. Excel merges cells
B2, C2, D2, and E2 and
then centers the content

08/04/2025 47
Basic Formatting
(e.g. bold, colors, fonts, etc)

08/04/2025 48
How to insert new fonts in excel
1. Select cells you want
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 the desire
font you want

08/04/2025 49
Change the Font Size
1. Select cell you want. E.g. B2
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 the size you want e.g.
Click 26. Excel changes the
font size in cell B2 to 26.

08/04/2025 50
Change the Font Color
• 1. Select cells that you
want to change the
background color.
• 2, Choose the Home tab.
• 3. Click the down arrow
next to the Fill Color
button .
• 4. Click the color you
want. Excel places that
color background in the
cells you selected.

08/04/2025 51
DATA SUMMARIZING TOOLS

08/04/2025 52
Tools of summarizing data in excel
• Four important tools are needed
– 1. Charts – widely and common used
– 2. Graphs
– 3. Tables
– 4. Histogram
• We will learn how to draw each other but stick
mostly in charts

08/04/2025 53
Types of excel charts
• Column chart – compare values across categories
• Line charts – display trends over time
• Pie chart – display contribution of each value of a
total
• Area charts – emphasizes differences between
several sets of data over a period of time.
• Scatter chart(XY chart) – compares pair of value
• Other charts – stock, surface, bubble, radar etc.

08/04/2025 54
How charts are useful in excel
1. Visualization:
– Excel charts allows creation of visualization of data set
– This aid understand and communication
2. Direct emphasizing
– Directly emphasizing the key findings of the data
– Highlights the real key conclusion of data
3. Aggregating data
– Worksheet charts enable you to condense or summarize
large amount of data within a small worksheet

08/04/2025 55
How charts are useful
(Cont.’....)
4. Expose patterns and trends
– Charts helps you to the patterns and trend that
may be obscured within worksheet cell
5. Expose outlying data
– Scatter and line charts can help you spot outliers
or data items that seem out of place or unrelated
to the rest of the data.

08/04/2025 56
How to draw line chart)
• 1. Click on the Row of
data you wish to include in
the line chart.
• 2. Click on the Insert tab
in the Office Ribbon.
• 3. Click on the Line button
in the Charts group.
• 4. Click on the Line
Chart type you wish to
use.

08/04/2025 57
Example (ii): How to insert
column graph
1. Select cells A3 to D6. You must
select all the cells containing the
data you want in your chart.
You should also include the data
labels.
2. Choose the Insert tab.
3. Click the Column button in the
Charts group. A list of column
chart sub-types types appears.
4. Click the Clustered Column
chart sub-type. Excel creates a
Clustered Column chart and the
Chart Tools context tabs appear.

08/04/2025 58
Apply a Chart Layout
1. Click your chart. The
Chart Tools become
available.
2. Choose the Design tab.
3. Click the Quick Layout
button in the Chart
Layout group. A list of
chart layouts appears.
4. Click Layout 5. Excel
applies the layout to your
chart.

08/04/2025 59
Add Labels
• You use labels to give
your chart a title or to
label your axes.
• To insert data label,
select the chart and
navigate to Chart Tool
layout tab,
• From Axis Title options,
select data labels

08/04/2025 60
Add axis title
• To insert Chart Axis
title, select the chart and
navigate to Chart Tool
layout tab,
• Under Labels group,
from Axis Title options,
select desired Axis Title
Position

08/04/2025 61
Switch Data
• If you want to change
what displays in your
chart, you can switch from
row data to column data
and vice versa.
– Click your chart. The Chart
Tools become available.
– Choose the Design tab.
– Click the Switch
Row/Column button in the
Data group. Excel changes
the data in your chart.

08/04/2025 62
Change the Style of a Chart
Chart Tools become
available.
3. Click the More
button in the Chart
Styles group. The chart
styles appear.

08/04/2025 63
Change the Style of a Chart
4. Click your Style. Excel
applies the style to
your chart.

08/04/2025 64
Change the Size and Position of a Chart
• Use the handles to
adjust the size of your
chart.
• Click an unused portion
of the chart and drag to
position the chart beside
the data.

08/04/2025 65
Move a Chart to a Chart Sheet
• By default, when you create a chart, Excel
embeds the chart in the active worksheet.
However, you can move a chart to another
worksheet or to a chart sheet. A chart sheet is a
sheet dedicated to a particular chart. By default
Excel names each chart sheet sequentially,
starting with Chart1. You can change the
name.

08/04/2025 66
Chart Tools become
available.
3. Click the Move Chart
button in the Location
group. The Move
Chart dialog box
appears.

08/04/2025 67
4. Click the New Sheet
radio button.
5. Type Toy Sales to name
the chart sheet. Excel
creates a chart sheet
named Toy Sales and
places your chart on it.

08/04/2025 68
Change the Chart Type
Take example to the following
1. Click your chart. The Chart
Tools become available.
3. Click Change Chart Type in
the Type group. The Chart
Type dialog box appears.
4. Click Bar.
5. Click Clustered Horizontal
Cylinder.
6. Click OK. Excel changes
your chart type.

08/04/2025 69
How to create a pivot table in excel
• Pivot tables are one of Excel's most powerful
features. A pivot table allows you to extract the
significance from a large, detailed data set.

08/04/2025 70
Pivot table
(Cont.’......)
Example: For better
understanding, we will
use an excel worksheet
filled with simple
sample data, with four
columns; Software,
Sales, Platform and
Month as shown in
screenshot below.

08/04/2025 71
Pivot table
(Cont.’......)
• To start out with making
pivot table, make sure
that all rows and
columns are selected
and record (row) must
not be obscure or
elusive and must be
making sense.
• Navigate to Insert tab,
click PivotTable.

08/04/2025 72
Pivot table
(Cont.’......)
• You will reach Create Pivot
Table dialog box.
• Excel fills in data range
from first to last selected
columns and rows.
• You can also specify any
external data source to be
used.
• Finally choose worksheet to
save the pivot table report.
Click OK to proceed further.

08/04/2025 73
Pivot table
(Cont.’......)
• Pivot table will appear.
• Now we will populate this table
with data fields which is being
present at the right side of the
Excel window.
• Excel 2010 has changed the way
you insert pivot table when
compared with Excel 2007 where
dragging and dropping did the
trick.
• Just enable the field’s checkboxes
seen at the right side of the window
and Excel will automatically start
populating pivot table report.

08/04/2025 74
Pivot table
(Cont.’......)
• We start off with
enabling Platform field,
and then other fields.
• Excel start filling cells
in a sequence you want
to populate.
• The Platform field will
come first in the Pivot
Table as shown in
screen shot.

08/04/2025 75
Pivot table
(Cont.’......)
• For more filtering
options, click on Row
Labels drop-down
button, you will see
different options
available to filter down
and summarize it in
more better way.

08/04/2025 76
Pivot table
(Cont.’......)
• For creating chart of
pivot table, go to Insert
tab, click Column select
an appropriate chart
type. In this example we
will create a simple 3-D
Column chart.

08/04/2025 77
Pivot table
(Cont.’......)
• Excel will create chart
out of your data. Now
resize it for a better
view. Chart content can
be changed by using the
options at the bottom-
left of its area.

08/04/2025 78
Pivot table
(Cont.’......)
• For Instance: If we want
to view software apps
developed only in .NET
platform, simply
click Platform button,
and select .NET from
the its options and then
Click Ok

08/04/2025 79
Pivot table
(Cont.’......)
• Pivot Table and Chart
will only show software
and month in
which .NET platform is
used for development.

08/04/2025 80
Copy a chart to a PowerPoint presentation
• 1. In Excel, select the embedded chart or chart sheet that
you want to copy to a PowerPoint presentation.
• 2. On the Home tab, in the Clipboard group,
click Copy .
• 3. Keyboard shortcut You can also press CTRL+C.
• 4. Click in the PowerPoint presentation where you want
to paste the copied chart.
• 5. On the Home tab, in the Clipboard group, click Paste.
• 6. Keyboard shortcut You can also press CTRL+V.

08/04/2025 81
• 7. Click Paste Options next to the chart, and then do one
of the following:
To paste the chart with a link to its source data, click Chart
(linked to Excel data).
To paste the chart and to include access to the entire workbook
in the presentation, click Excel Chart (entire workbook).
To paste the chart as a static picture, click Paste as Picture.
To paste the chart in its original format, click Keep Source
Formatting.
To paste the chart and format it by using the document theme
that is applied to the presentation, click Use Destination Theme.

08/04/2025 82
Drawing histogram in excel
Example: This example
teaches you how to
create
a histogram in Excel.
1. First, enter the bin
numbers (upper levels)
in the range C3:C7.

08/04/2025 83
Histogram
(cont.’....)
2. On the Data tab, in the
Analysis group,
click Data Analysis.
3. Select Histogram and
click OK.

08/04/2025 84
Histogram
(cont.’....)
• 4. Select the range
A2:A19.
• 5. Click in the Bin Range
box and select the range
C3:C7.
• 6. Click the Output
Range option button,
click in the Output Range
box and select cell F3.
• 7. Check Chart Output

08/04/2025 85
Histogram
(cont.’....)
8. Click OK.

08/04/2025 86
Histogram
(cont.’....)
9. Click the legend on the right
side and press Delete.
10. Properly label your bins.
11. To remove the space between
the bars, right click a bar, click
Format Data Series and
change the Gap Width to 0%.
12. To add borders, right click a
bar, click Format Data Series,
click the Fill & Line icon,
click Border and select a color.

08/04/2025 87
End of charts and graphs

08/04/2025 88
Headers and footers in Excel
1. Choose the Insert tab.
2. Click the Header &
Footer button in the Text
group. Your worksheet
changes to Page Layout
view and the Design
context tab appears. Note
that your cursor is
located in the center
section of the header
area.

08/04/2025 89
3. Click the right side of the header
area.
4. Click Page Number in the Header
& Footer Elements group. When
you print your document, Excel
will place the page number in the
upper-right corner.
5. Click the left side of the Header
area.
6. Type your name. When you print
your document, Excel will place
your name in the upper-left corner.
7. Click the Go To Footer button.
Excel moves to the footer area.

08/04/2025 90
8. Click the Footer button.
A menu appears.
9. Click the path to your
document. Excel will
place the path to your
document at the bottom
of every printed page.

08/04/2025 91
To insert column and row
• Select the cells, rows, or
columns where you
want the new, blank
cells to appear.
• Click the drop-down
arrow attached to the
Insert button in the Cells
group of the Home tab.
• Click Insert Cells on the
drop-down menu.

08/04/2025 92
To delete column and row
• Select the cells, rows, or
columns you want to
delete.
• Click the drop-down
button attached to the
Delete button in the
Cells group of the
Home tab.
• Click Delete Cells on
the drop-down menu.

08/04/2025 93
Copying and cut cells
• Select the cell or range of
cells that contains the data
that you want to move or
copy. ...
• On the Home tab, in the
Clipboard group, do one of
the following: ...
• Right-click the upper-left
cell of the paste area, and
then click Insert Cut Cells
or Insert Copied Cells.

08/04/2025 94
How to control cell cursor in Excel
• The cell cursor in Excel moves downwards by
default when 'Enter' is pressed while holding
the holder key
(hold Alt + enter)

96
How Excel Stores Dates
• Dates are stored in Excel as the number of days since Dec 31,
1899 for that date. (ex. Jan 1, 1900 is stored as the number 1).
• To see this, type a date in a cell and then press Ctrl-` to see the
“formulas view”.
• Example
– Values View
– Formulas View
Dates become
numbers in
“formulas
view”
08/04/2025

08/04/2025 97
Times and Dates in the same Cell
• A cell can contain both a date and a time.
• The value of both the date and the time is stored internally as a single decimal number.
• The whole number portion represents the DATE and is the number of days since Dec. 31, 1899
• The decimal part represents the TIME and is the fraction of the day that has elapsed.
• Examples:
– Jan 1, 1900 at 12AM is 1.0 (i.e. 1 day since Dec 31, 1899 and 0 percent of the day elapsed so far)
– Jan 1, 1900 at 12PM is 1.5 (i.e. 0.5 of the day elapsed)
– Jan 2, 1900 at 12PM is 2.5 (i.e. 2 days since Dec. 31, 1899)
– Feb 1, 1900 at 1:05 PM is 32.5451388888889 (i.e. 32 days since Dec 31, 1899 and 0.5451388888889 of the
day elapsed by 1:05 PM. This makes sense as it is a little past noon so a little more than half of the day
elapsed.

08/04/2025 98
Times and Dates - Example
• Values View
• Formulas View

08/04/2025 99
Date Arithmetic
• You can do arithmetic with dates.
• Add and subtract days by adding and subtracting whole numbers.
• Add and subtract times by adding and subtracting fractional
values.
• Examples
=A1+7 (one week after the date in A1)
=A1-5*7 (5 weeks before the date in A1)
=A1- (1/24) (one hour before the time specified in A1)
=A1+ (3/24) (three hours after the time specified in A1)
=A1+2.5 (two and a half days after the time specified in A1)
=A1-A2+1 (the # of days between the date in A1 and the date in A2)

100
Formatting cells with Dates and Times
• Right click on the cell and
choose “Format Cells”
• From the “Category” list in the
“Number” tab either
– Choose “Date”, “Time” or
“Custom” and choose an
appropriate looking format
OR
– If you choose “General” or
“Number”, the internal number
for the Date/Time will be
displayed in the spreadsheet even
in the “values” view.
08/04/2025

08/04/2025 101
Align Cell Entries
• When you type text into a
cell, by default your entry
aligns with the left side of the
cell.
• When you type numbers into
a cell, by default your entry
aligns with the right side of
the cell.
• You can change the cell
alignment. You can center,
left-align, or right-align any
cell entry.

08/04/2025 102
Classification of alignment
• Horizontal alignment
– Has right.
– Left and
– Centre alignment
• Vertical alignment
– Lower
– Middle and
– Upper
• Orientation alignment
– Clockwise rotation
– Vertical rotation
– Counter clockwise
– Etc

08/04/2025 103
Horizontal alignment

08/04/2025 104
Center alignment
• Select cells e.g. A1 to
D1.
• Click the Center
button in the Alignment
group. Excel centers
each cell's content.

08/04/2025 105
Left-alignment
D1.
• Click the Align Text
Left button in the
Alignment group. Excel
left-aligns each cell's
content.

08/04/2025 106
Right-alignment
D1.
• Click the Align Text
Right button. Excel
right-aligns the cell's
content.
• Click anywhere on your
worksheet to clear the
highlighting

08/04/2025 107
Vertical alignment

08/04/2025 108
Vertical – align
• Top Align: Aligns the
data vertically along the
top edge of the cell.
• Middle Align: Centers
the data vertically in the
cell.
• Bottom Align: This is
the default option; it
aligns the data along the
bottom edge of the cell.

08/04/2025 109
Orientation alignment
1. Type the text into a cell
2. Select the cell
3. On the home tab of the
ribbon, rxlook for the
alignment group. There
you will find a button
with an ‘a’ and a ‘b’ and
an arrow all on an angle.
That’s the Orientation
menu. Click on the little
drop down arrow beside it

08/04/2025 110
Orientation alignment
(Cont.’…)
4. Select one of the quick
options to angle your
text

08/04/2025 111
Format Numbers
want to format its
number e.g. B8.
2. Type your number e.g.
1234567.
• Click the check mark on
the Formula bar.

08/04/2025 112
Format Numbers
(Cont.’…)
5. Click the down arrow
next to the Number
Format box. A menu
appears.
6. Click Number. Excel
adds two decimal places
to the number you typed

08/04/2025 113
Format Numbers
(Cont.’…)
7. Click the Comma Style button .
Excel separates thousands with
a comma.
8. Click the Accounting Number
Format button . Excel adds a
dollar sign to your number.
9. Click twice on the Increase
Decimal button to change the
number format to four decimal
places.
10. Click the Decrease Decimal
button if you wish to decrease
the number of decimal places.

08/04/2025 114
Change a decimal to a percent.
want to format to %
e.g. B9.
2. Type 0.35 (note the
decimal point).
3. Click the check mark
on the formula bar

08/04/2025 115
Change a decimal to a percent.
5. Click the Percent Style
button (%) . Excel turns
the decimal to a percent.

Saving spreadsheet
Filename
Specifies file type
Location for file
(drive and path) Move up
one level Create
new folder
Click
to save
Whenever you want to save a document after Clicking Save As a Save As Dialog
Box appear
08/04/2025 116

08/04/2025 118
Common Errors in formulas
• The following are some errors that may appear in a spreadsheet (there are others too).
– #######
• Cell is too narrow to display the results of the formula. To fix this simply make the column wider and
the “real” value will be displayed instead of the ###### signs. Note that even when the ###### signs
are being displayed, Excel still uses the “real” value to calculate formulas that reference this cell.
– #NAME?
• You used a cell reference in the formula that is not formed correctly (e.g. =BB+10 instead of
=B3+10)
– #VALUE!
• Usually the result of trying to do math with a textual value. Example: =A1*3 where A1 contains the
word “hello”
– #DIV/0!
• Trying to divide by zero. Example: =3/A1 where A1 contains 0 (zero)
– Circular Reference
• Using a formula that contains a reference to the cell that the formula “lives in”. Example: putting the
formula =A1+1 in cell A1 or putting the formula =SUM(A1:B2) in any of the cells A1, B1, A2, B2

08/04/2025 119
Arithmetic Operations
• Symbols that direct Excel to perform
mathematical calculations
Arithmetic
Operator
Definition Example
of usage
Meaning
+ Addition =B3+C3 Add the value in B3 and the value
in C3
- Subtract =F12-22 Subtract 22 from the contents of
cell F12
* Multiplication =A3*B3 Multiply the value in cell A3 by
the value in cell B3
/ Division =C3/C6 Divide the contents of cell C3 by
the contents of cell C6
^ Exponentiation =C12^6 Raise the value in cell C12 to the
sixth power

08/04/2025 120
Addition – exercise
1. Type Add in cell A1.
2. Press Enter. Excel moves down one
cell.
3. Type 1 in cell A2.
cell.
5. Type 1 in cell A3.
cell.
7. Type =A2+A3 in cell A4.
8. Click the check mark on the Formula
bar. Excel adds cell A1 to cell A2
and displays the result in cell A4.
The formula displays on the Formula
bar

08/04/2025 121
Subtraction – exercise
1. Press F5. The Go To
dialog box appears.
2. Type B1 in the
Reference field.
3. Press Enter. Excel
moves to cell B1

08/04/2025 122
Subtraction – exercise
4. Type Subtract.
cell.
6. Type 6 in cell B2.
cell.
8. Type 3 in cell B3.
cell.
10. Type =B2-B3 in cell B4.
11. Click the check mark on the Formula
bar. Excel subtracts cell B3 from cell
B2 and the result displays in cell B4.
The formula displays on the Formula
bar.

08/04/2025 123
Complex formulas
• You can use several operations in one function
• You can group those operations with parentheses
• Examples
=3*2+1
=c1*(a1+b1)
=(100*a2-10)+(200*b3-20)+30
=(3+2*(50/b3+3)/7)*(3+b7)

08/04/2025 124
Order of operations
• When using several operations in one formula,
Excel follows the order of operations for math.
– first: all parentheses - innermost first
– second: exponents (^)
– third: all multiplication (*) and division (/). Do
these starting with the leftmost * or /
and work to the right.
– fourth: all addition (+) and subtraction (-). Do
these starting with the leftmost + or -
and work to the right.

08/04/2025 125
(Cont.’…..)
• The sentence "Please excuse my dear aunt Sally" is a
popular mneumonic to remember the order of operations:
Menumonic Meaning
– Please parentheses
– Excuseexponents
– My Dear mulitplication and division
(going left to right)
– Aunt Sally addition and subtraction
(going left to right)

08/04/2025 126
Order of operations
• The value of
3 + 2 * 5
is
13
NOT 25!

08/04/2025 127
Cntrl-`
• To see the formulas in the worksheet
– Press the Cntrl key at the same time as you press
the ` key (i.e. Cntrl-`)
– Press Cntrl-` again to see the values

08/04/2025 129
FUNCTION
• A function is a preset formula in Excel that is
intended to carry out specific calculations in
the cell.

08/04/2025 130
The SUM function
• Examples
Function Result
=SUM(1,2,3,4,5) 15
=SUM(a1,b1,c1) a1+b1+c1
=SUM(9,a1,b2,5,c1) 9+a1+b2+5+c1

08/04/2025 131
Terminology
SUM(1,2,3,4,5)
– The name of the function is "SUM"
– The parameters or arguments to this function are
1,2,3,4 and 5
– The entire thing, i.e. SUM(1,2,3,4,5), is a function call
– The value of this function call is 15.
Another way to say this is that this function call
returns 15.

08/04/2025 132
Function calls with multiple parameters
• You can include multiple ranges and cells as parameters
• Example: the following function call has 3 parameters.
There are two ranges (a1:b2 and c4:c7), one number (100)
and one cell reference (d3)
=SUM(a1:b2,100,c4:c7,d3)
Is the same as:
=SUM(a1,a2,b1,b2,100,c4,c5,c6,c7,d3)

08/04/2025 133
Combining Functions and other values in a single
formula

08/04/2025 134
Functions and other values
• You can combine functions, cell references
and literal values to make a complex Excel
formula
• Examples
=3 + b23 * SUM(d20:g20)
=SUM(a1,100) * AVERAGE(d10:j10)
=100 / ( AVERAGE(b2,c2,d30) + AVERAGE(f1:f20) )

08/04/2025 135
Absolute and Relative Cell References
• By default, when you copy a formula that contains a
cell reference, excel will automatically adjust the cell
reference.
• You can stop Excel from automatically adjusting the
cell reference by using one or more dollar signs ($) in
the cell reference. These are called absolute cell
references.
• A cell reference without a dollar sign is a relative cell
reference.

08/04/2025 136
Examples
• The following all refer to the same cell
d9
$d$9
$d9
d$9
• The only difference between these cell
references relates to what happens when you
copy a formula that contains the cell reference.

08/04/2025 137
Relative Cell Reference
• d9 This is a "relative cell reference".
– Changing the column: If I copy this cell reference to
another cell:
• the "d" will increment one letter for every cell that I move
over to the right.
• The "d" will decrement one letter for every cell that I move
over to the left
– Changing the row: If I copy this cell reference to another
cell:
• the "9" will increment by one for every cell that I move down.
• The "9" will decrement by one for every cell that I move up

08/04/2025 138
Absolute cell reference
• $d$9 This is an absolute cell reference.
– If I copy a formula with this cell reference, the cell
reference will NOT change AT ALL.

08/04/2025 139
Mixed References
• $d9 and d$9 These are "Mixed" cell references:
• $d9
– The "d" will stay the same when you copy the cell, but
the "9" will change.
• d$9
– The "d" will change when you copy the cell, but the
"9" will stay the same.

08/04/2025 140
Concatenate function
• It is used to join two or
more words or text
strings together
Example
1. Type these cities in
excel as seen here
• You are asked to
concatenate each city
with their
corresponding streats

08/04/2025 141
(Cont.’…)
2. Type = concatenate
then in text 1 click your
given streets and in text
2 click cities

08/04/2025 142
(Cont.’…)
3. Once you click Ok you
will see that the words
are not concerted,
Now in order to make the
concated, do the
following;-

08/04/2025 143
(Cont.’…)
4. Go back to your
formula bar, In front of
Coma that separate one
text to another put
quotation mark, 
then coma,  then
quotation mark again
 then coma again
After there click enter

08/04/2025 144
(Cont.’…)
5. Then drug for all others

08/04/2025 145
LOWER ( <textValue> )
UPPER ( <textValue> )
• LOWER converts text to lower case.
• UPPER converts text to upper case.
• Example:
Formula View
Values View

08/04/2025 146
LEN ( <textValue> )
• LEN returns a numeric value equal to the
number of character in a text value (i.e. the
“length” of the text value).
• Spaces ARE included in the length.
• Example
Formula View
Values View

08/04/2025 147
Average of multiple trials
• Go to the cell you want
to insert the formula
Insert = sign,
then type
“AVARAGE”
• In brackets select all the
cells you want to find
the average by holding
the control key
• Click enter at the end

08/04/2025 148
Maximum/ highest number
Insert = sign, then type
“MAX”
the max by holding the
control key

08/04/2025 149
Minimum number
“MIN”
the min by holding the
control key

08/04/2025 150
Median
Insert = sign,
then type “MEDIAN”
the median by holding
the control key

08/04/2025 151
Mode
Insert = sign,
then type “MODE”
the mode by holding the
control key

08/04/2025 152
Variance
Insert = sign,
then type “VAR”
the variance by holding
the control key

08/04/2025 153
Standard deviation
• Select variance cell
• Insert ^.5
• Enter
Or
• Go to the cell you want to insert
the formula
“STDEVA”
• In brackets select all the cells you
want to find the standard
deviation by holding the control
key

08/04/2025 154
Count the Numbers in a Series of Numbers
Perform the following example
1. Move to cell A9.
2. Type Count.
3. Press the right arrow key to move
to cell B9.
5. Click the down arrow next to the
AutoSum button .
6. Click Count Numbers. Excel
places the count function in cell
C9 and takes a guess at which
cells you want to count. The guess
is incorrect, so you must select the
proper cells.

08/04/2025 155
Count the Numbers in a Series of Numbers
7. Select B1 to B3.
8. Press Enter. The number
of items in the series,
which is 3, appears.

08/04/2025 156
How to work with excel confidence intervals
• You should have your confidence coefficient
• Find significance level
– =1-confidence coefficient cell
• Find margin of error
– =CONFIDENCE(significance level cell, standard deviation, sample size cell)
– Click enter
• Find point estimate
– =sample mean cell
• Lowe limit
– =point estimate – margin of error
• Upper limit
– point estimate + margin of error

08/04/2025 157
Total count (frequency)
• For number data
– Insert =COUNT(type your range e.g. C3:C15)
• For text data
– Insert =COUNTA(insert range C3:C15)

08/04/2025 158
Quartiles, IQR
• Go to the cell you want to insert the formula
• Insert = sign, then type “QUARTILE”
• Insert arrays of all the cells you and type of
quartile
• Click enter
IQR
• Q3-Q1

08/04/2025 159
Upper and lower limit if QR is given
• Lower fences = Q1-1.5*IQR
• Upper fences = Q3+1.5*IQR
FREQUENCY
• =Count(c3:c17)

08/04/2025 160
LOGICAL FUNCTIONS

08/04/2025 161
Logical operators
• In Excel the following "operators" are used
Operator Meaning
> greater than
< less than
>= greater than or equal to
<= less than or equal to
= equal to
<> not equal to
• Examples
3 > 2 true
3 < 2 false

08/04/2025 162
The IF function
• The IF function is a logical function used for making
decisions based on some condition(s)
• Conditions have to result in Boolean values.
(relational expressions, true/false)

08/04/2025 163
Example
=If(E4>=350, “A”, IF(E4>=300, “B”, “C”))
Write a formula in cell F4:
If Blue has at least 350
points he gets an “A” , if he
has less than 350 points but
at least 300 points he gets a
“B”, otherwise he gets a “C”
1st
logical test Value-if-True Value-if-False is a nested If

08/04/2025 165
AND/ORFUNCTION
• Checks whether all
arguments are true, and
returns true if all
arguments are true
• Check on the example
on practical exercise
No 11 provided with
this lecture

08/04/2025 166
How to count (Tally) in excel
• Use the followings
– Count
– Counta
– Count if
– Count blank

08/04/2025 167
COUNT
• The Count function is usually
used to count the number of
cells that contain numbers or
dates ONLY (excluding
blanks) from within a range of
cells. For example,
• The formula,
=COUNT(B1:B3), will add up
the number of cells between B1
and B3 that contain numbers.
• So, if only 3 of those cells have
numbers in them, the Count is
3.

08/04/2025 168
COUNTA
• Counta, aka count all, will
count just about anything,
including numbers, dates, text
or a mix of those (excluding
blanks).
• It doesn't differentiate between
those types of content, it simply
counts how many cells are in a
range.
• For example, the formula,
=COUNTA(B1:B6) will add up
the number of cells that aren't
blank.

08/04/2025 169
COUNTIF
• Count if look for specific
values within those cells
(excluding blanks).
• For example, The formula
• =COUNTIF(C2:C15,"Rog
er Federer") counts how
many times Roger Federer's
name is on the list:
Note 1: For text data remember
to put quotation mark for
each text you need to count

08/04/2025 170
(Cont.’……)
• Note 2: If you are using
countif for numbers
remember to put coma
in front of reference
cells

08/04/2025 171
(Cont.’……)
Note 3: for Wild characters
• Suppose, you have a list of
tasks assigned to different
persons, and you want to
know the number of tasks
assigned to Danny Brown.
Because Danny's name is
written in several different
ways, we enter "*Brown*"
as the search
criteria =COUNTIF(D2:D10
, "*Brown*")

08/04/2025 172
(Cont.’……)
• Note 4: for more countif
options visit
• https://www.ablebits.co
m/office-addins-blog/20
14/07/02/excel-countif-
examples/

08/04/2025 173
COUNTBLANK
• The Countblank
function can tally up
how many blanks you
have. For example,
=COUNTBLANK(A1:
A7) will tell you how
many cells in that range
are empty.

08/04/2025 174
FORMATTING A CELL AS TEXT

08/04/2025 175
Another Option – using an
Apostrophe (‘)

08/04/2025 176
Force a Cell to Display as Text by Using an
Apostrophe (')
• Another way to display leading zeroes in a number is to
type an apostrophe as the first character in the cell.
• When you press Enter, the apostrophe is NOT displayed in
the cell (it is displayed in the formula bar).
• The apostrophe tells Excel that the contents of the cell
should be treated as text.
• The apostrophe is similar to the = sign.
– The = sign tells Excel that the cell contains a formula.
– The apostrophe (‘) tells Excel that the cell contains a text value.

08/04/2025 177
Results of Using an Apostrophe
• Type an apostrophe
followed by the SSN.
• Before pressing Enter
you can see the
apostrophe.
• After pressing Enter you
can’t see the apostrophe
anymore and leading
zeroes remain.
However, Excel will
warn you that a number
is formatted as text via
the green triangle. (see
earlier slides)

08/04/2025 178
Ignoring numbers in calculations

08/04/2025 179
Ignoring numbers in calculations
• Typing an apostrophe (‘) as the first character
in a cell with a number has the additional
effect of causing the number to be ignored in
calculations.
• NOTE: This does not happen when you format
the cell that contains a number to display as
text.

08/04/2025 180
Ignoring numbers in calculations.
• By default, all numbers are included in numeric
calculations.
• However, you can force a cell that contains a number
to be treated as text and not be included in
calculations with numeric functions (ex. SUM,
AVERAGE, etc.) by placing an apostrophe
as the first character in the cell

08/04/2025 181
Example
Formula to
add up all
numbers in
column D
(Same
Spreadsheet)
The Year is
incorrectly
included in
the sum.
formula view (press Cntrl-`)
values view (press Cntrl-`)

08/04/2025 182
Example - continued
To fix the problem you can add
an apostrophe (') before the data
for the year (no space necessary
after the apostrophe).
NOTE: When you stop editing
the cell, the apostrophe will
NOT be visible in the
spreadsheet. However, it will
be visible in the formula bar.
This will force
the number to
be treated as
text (see next
slide).

08/04/2025 183
Example - finished
The apostrophe in not visible in
the spreadsheet (unless you're
editing the cell).
The number for the year is
now treated as text and is
not included in the sum.
The apostrophe IS
visible in the formula
bar.

08/04/2025 184
HEALTH FINANCE BASICS IN
EXCEL

08/04/2025 185
Calculations to study
• Future value and Simple interest
• Compound interest
• Present value e.g. loan amount
• Annuities in Excel
• Deposit calculations
– Finding actual deposit for a given value of item when deposit
rate is given
• Balance credit
• Loan payment
Monthly installment/ payment

08/04/2025 186
Future value
• Sum to which today's investment will grow by
a specific future date, when compounded at a
given interest rate e.g. simple interest is a good
example of future value,
• You are investing money now, waiting for a
certain period you will obtain an interest
within a given interest rate

08/04/2025 187
Simple interest in excel
• In order to calculate you need to use the future value
(FV) function;
• Steps
i. Insert equal sign and write “FV”
ii. Write the rate, in simple interest there is no rate, it doesn’t
increase at all, simply type 0
iii. Write the number of period (nper), that your capital was
deposited e.g. 3 years write nper 3, incase of month convert
into years e.g. 6 months = 0.5 YRS
iv. Enter your payment, (pmt)
i. To get payment, pmt = take principle given times interest e.g if principle is 100
and interest is 5% then payment is 5

08/04/2025 188
Cont.’ with simple interest
• V. enter present value, [pv]: it is the principle or the
original amount that you first invested e.g. 100 Tsh etc
• vi. Hit enter: do not put end bracket just hit enter to
display the results
• Note:
– Display of red color indicate that present value is counted
as negative number
– If present value is negative number, do not put negative sign
within the number, just put the negative value in front of
equal sign and the red font will disappear

08/04/2025 189
Example (i)
• The profit rate of a Balando insurance is 5%
for a period of 1 year, Me and you
pharmaceutical limited, invested 2,000,000
dollars for that period of 1 year in order to run
their supplying service effectively. Open
Microsoft excel, use formula to calculate
simple interest that will be gained for the
period of 5 years

08/04/2025 190
Compound interest of an investment
Take data as
• Principal = 100 dollars
• Interest = 5.00%
• Period = ten(10) years
• Use the following formula, Pn = PV*(1+R)^N
WHERE AS
Pn = value at the end of so many period (compound interest)
PV = Present or beginning value
R = Interest rate
N = Number of periods

08/04/2025 191
Cont.’…..
You need to memorize the above formula
because an excel does not provide a function
to calculate compound interest

08/04/2025 192
Present value
• Present value is the total amount that the series of future
payment is worth now
• Example: what will be the loan to take now so as to cover a
series of paying 20,000/- per month for 3 years and 5%
interest rate?
– Future payment here is: 20,000/- per month
– Present value is the loan that you are going to take
Thus
PV (e.g. loan to take) = rate (e.g. 5%/12), nper (e.g. number of
period is 3yrs = 36months, in PV function number of periods must
be in months ), pmt (payment in here is 20, 000), [fv] and [type]
are optional you can leave them

08/04/2025 193
Example (i)
• Julius is about to take a loan amount that he has to borrow
in order to make a uniform payment of 50,000 for each
12months every year, for five years. The interest rate is
4%. Find the loan amount that he has to take
GIVENS
 Interest rate = 4%, in excel function this must be written as
(4%/12)
 Number of periods = 5 years, in PV function number of
periods must be in months (12 × 5 = 60months)
 Payment (pmt) = 50, 000
Formula: PV=

08/04/2025 194
Future value for Annuities in Excel
• Annuity (kiinua mgongo)– fixed amount of money
paid to someone each year, for very long time or for
the rest of their life e.g. you will be paid 10, 000 for 30
years next
• Use the following data to calculate future value for
annuities of 15 years
– Interest is 5%, number of period is those 15 years, the
amount of annuity paid in the account each year was
300,000, the beginning value before you started to deposit
your money was 0 amount, deposit was at the beginning of
each year

08/04/2025 195
Cont’………..
• For the [type]
• If you was depositing your money at the end
of each year type 0, if you was depositing your
money at the beginning of year type . If you
leave blank by default it will count that you
was depositing at the end of each year.
• Formula
=FV(rate, nper, pmt, [pv], [type])

08/04/2025 196
DEPOSIT CALCULATIONS
– Finding actual deposit for a given value of item when
deposit rate is given
– E.g.
If a deposit rate for buying a car is 25 % each year, and
the price of a car is 9,000,000 Tsh, what actual
deposit of money is required each for the first month?
Installment is within 24 months
to solve this use the following formula
ACTUAL DEPOSIT = (deposit rate) × Actual price cell

08/04/2025 197
To know the balance if specific time is given
• Balance = item value – deposit
• E.g. balance after first deposit = item
value – first deposit
• Use the previous example to perform
these

08/04/2025 198
Monthly installment
Manually:
• Balance/ number of periods (N)

08/04/2025 199
Question
• A chemist shop sells medicines to customers
on credit. This credit terms request the
customer to make a deposit of 25%. The
balance after total deposit is paid in monthly
installment over 24 months without interest.
The shop customers & medicine credit values
are
(See next slide)

08/04/2025 200
(Cont.’….)
Name Medicine value Deposit Balance Monthly installement
Muhimbili pharma 95000.00
KCMC pharma 65000.00
Mawenzi pharma 92000.00
Mwananyamala 95000.00
Aghakhan pharma 75000.00
Ocean road pharma 67900.00
Kibosho Hosp.
pharma 94200.00

08/04/2025 201
Questions
• 1. design a spreadsheet of data above
• 2. Make all title bold and shed the cell back ground for the
title in light grey color and save it as credit chart
• 3. use the formula to calculate and fill in the value of
deposit, balance, and monthly installment
• 4. Sort the sheet in ascending alphabetically order of
names
• 5. Insert boarders to all entries and save it as credit balance
• 6. On a new sheet create a fully labeled column graph, bar
graph and pie chart and save as credit balance graph

08/04/2025 202
Cont.’………..
• 7. Show formula you have used for deposit,
balance and monthly installment in a new
sheet and save it formulas
• 8. Explain step by step how to transfer the
graph drawn to Microsoft PowerPoint
presentation

05. PRACTICAL GUIDE TO MICROSOFT EXCEL.pptx

More Related Content

Similar to 05. PRACTICAL GUIDE TO MICROSOFT EXCEL.pptx (20)

Recently uploaded (20)

05. PRACTICAL GUIDE TO MICROSOFT EXCEL.pptx

Editor's Notes