Excel 3

MS1
By: Madiha Khadim
10/12/2018

INTRODUCTION TO
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MS2
MS-EXCEL
 Excel is a computer program used to create electronic
spreadsheets.
Within excel user can organize data ,create chart and
perform calculations.
Excel is a convenient program because it allow user to create
large spreadsheets, reference information, and it allows for
better storage of information.
Excels operates like other Microsoft(MS) office programs and
has many of the same functions and shortcuts of other MS
programs.

OVERVIEWOF EXCEL
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MS
 Microsoft excel consists of workbooks.
Within each workbook, there is an infinite
number of worksheets.
Each worksheet contains Columns and
Rows.
Where a column and a row intersect is called
a cell. For e.g. cell D5 is located where
column D and row 5 meet.
The tabs at the bottom of the screen represent
different worksheets within a workbook.
You can use the scrolling buttons on the left
to bring other worksheets into view.
3

Office Button Contains
• NEW-TO OPEN NEW WORKBOOK. (CTRL+N)
• OPEN-TO OPEN EXISTING DOCUMENT (CTRL+O)
• SAVE-TO SAVE A DOCUMENT. (CTRL+S)
• SAVE AS-TO SAVE COPY DOCUMENT. (F12)
• PRINT-TO PRINT A DOCUMENT. (CTRL+P)
• CLOSE-TO CLOSEA DOCUMENT (CTRL+W).
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TABS:THERE ARE SEVEN TABS ACROSS THE
TOPOF THE EXCELWINDOW.
GROUPS: GROUPS ARE SETS OF
RELATED COMMANDS,DISPLAYED
ON TABS.
COMMANDS: A COMMAND IS A BUTTON,A
MENU OR A BOX WHERE YOU ENTER
INFORMATION.
1
2
3
THE THREE PARTS
OF THE RIBBONARER I B B O N S
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MS
TABS
GROUPS
COMMANDS
5

WORKING WITH CELLS
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MS
TO COPY AND PASTE CONTENTS:
Select the cell or cells you wish to copy.
Click the Copy command in the Clipboard group on the Home tab. Select
the cell or cells where you want to paste the information. Click the Paste
command.
The copied information will now appear in the new cells.
6

WORKING WITH CELLS
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MS
To Cut and Paste Cell Contents:
Select the cell or cells you wish to cut.
Click the Cut command in the Clipboard group on the Home tab.
Select the cell or cells where you want to paste the information.
Click the Paste command.
The cut information will be removed and now appear in the new cells.

FORMATTING TEXT
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MS
TO FORMAT TEXT IN BOLD,
ITALICS OR UNDERLINE:
Left-click a cell to select it or drag
your cursor over the text in the
formula bar to select it.
Click the Bold, Italics or underline
command.
TO CHANGE THE FONT STYLE:
Select the cell or cells you want to
format.
Left-click the drop-down arrow next to the
Font Style box on the Home tab.
Select a font style from the list.

FORMATTING TEXT
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MS
TO CHANGE THE FONT SIZE:
format.
Left-click the drop-down arrow next to
the Font Size box on the Home tab. Select
a font size from the list.
TOADD ABORDER:
format.
Click the drop-down arrow next to the
Borders command on the Home tab. A
menu will appear with border options.

FORMATTING TEXT
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MS
Select the cell or cells you want to format.
Left-click the drop-down arrow next to
the Text Color command. A color palette
will appear.
Select a color from the palette.
TO CHANGE THE TEXT COLOUR: TO ADD A FILLCOLOUR:
format.
Click the Fill command. Acolor
palette will appear.
Select a color from the palette.

CONDITIONAL FORMATTING
• TOAPPLYCONDITIONALFORMATTING:
• Select the cells you would like to format.
• Select the Home tab.
• Locate the Styles group.
• Click the Conditional Formatting command. A menuwill
appear with your formatting options.
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TO REMOVE CONDITIONAL FORMATTING:
Click the Conditional Formatting command.
Select Clear Rules.
Choose to clear rules from the entire worksheet or the
selected cells.

CONDITIONAL FORMATTING
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TO MANAGE CONDITIONAL FORMATTING:
Click the Conditional Formatting command.
Select Manage Rules from the menu. The
Conditional Formatting Rules Manager dialog
box will appear. From here you can edit a rule,
delete a rule, or change the order of rules.
TO APPLY NEW FORMATTING:
Click the Conditional Formatting
command. Select New Rules from
the menu. There are different
rules, you can apply these rules to
differentiate particular cell.

TOINSERT ROWS & COLOUMS
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MS
TO INSERT ROWS:
Select the row below where you want the new row to appear.
Click the Insert command in the Cells group on the Home tab. The row will
appear.
To Insert Columns:
Select the column to the right of where you want the column to appear.
Click the Insert command in the Cells group on the Home tab. The column
will appear.
NOTE:
1. The new row always
appears above the
selected row.
2. The new column always
appears to the left of
the selected column.

EDITING- FILL
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MS
 IN THE LOWER RIGHT HAND CORNER OF THE ACTIVE
CELL IS EXCEL’S “FILL HANDLE”.WHEN YOU HOLD
YOUR MOUSE OVER THE TOP OF IT, YOUR CURSOR WILL
TURN TO ACROSSHAIR.
 IF YOU HAVE JUST ONE CELL SELECTED, IF YOU CLICK
AND DRAG TO FILL DOWN A COLUMN OR ACROSS A
ROW, IT WILL COPY THAT NUMBER OR TEXT TO EACH
OF THE OTHER CELLS.
 IF YOU HAVE TWO CELLS SELECTED, EXCEL WILL FILL
IN A SERIES. IT WILL COMPLETE THE PATTERN.FOR
EXAMPLE,IF YOU PUT 4 AND 8 IN TWO CELLS SELECT
THEM,CLICK AND DRAG THE FILL HANDLE ,EXCELWILL
CONTINUE THE PATTERN WITH 12,16,20.ETC.
 EXCEL CAN ALSO AUTO- FILL SERIES OFDATES, TIMES,
DAYS OF THE WEEK, MONTHS.

SORTING
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TO SORT IN ALPHABETICALORDER:
Select a cell in the column you want to
sort (In this example, we choose a cell in
column Q).
Click the Sort & Filter command in the
Editing group on the Home tab.
Select Sort A to Z. Now the informationin
the Category column is organized in
alphabetical order.
TO SORT FROM SMALLEST TO LARGEST:
Select a cell in the column you want to
sort (In this example, we choose a cell in
column Q).
Click the Sort & Filter command in the
Editing group on the Home tab.
Select From Smallest to Largest. Now the
information is organized from the smallest
to largest amount.

CELL REFERENCING
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A RELATIVE
CELL
REFERENCE AS
(A1) IS BASED
ON THE
RELATIVE
POSITION OF
THE CELL. IF
THE POSITION
OF THE CELL
THAT
CONTAINS THE
REFERENCE
CHANGES, THE
REFERENCE
ITSELF IS
CHANGED.
IN CELL (C1) SUM FUNCTION IS USED.
THEN FUNCTION FROM CELL (C1) IS COPY TO CELL(D3).
WHEN THE POSITION OF THE CELL IS CHANGED FROM
(C1) TO (D3),THEN THE REFERENCE IS ALSO CHANGED
FROM (A1,B1) TO (B3,C3).

CELL REFERENCING
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MS
AN ABSOLUTE
CELL
REFERENCE AS
($A$1) ALWAYS
REFERS TO A
CELL IN A
SPECIFIC
LOCATION. IF
THE POSITION
OF THE CELL
THAT CONTAINS
THE FORMULA
CHANGES, THE
ABSOLUTE
REFERENCE
REMAINS THE
THEN FUNCTION FROM CELL (C1) IS COPY TO CELL (D3).
WHEN THE POSITION OF THE CELL IS CHANGED FROM (C1)
TO (D3),THEN THE ABSOLUTE REFERENCE REMAINS THE
SAME(A1,B1).$ IS USED FOR CONSTANT ROW OR COLUMN.
SAME.

CELL REFERENCING
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MS
THEN FUNCTION FROM CELL (C1) IS COPY TO CELL (D3).
WHEN THE POSITION OF THE CELL IS CHANGED FROM
(C1) TO (D3),THEN ROW REFERENCE IS CHANGED(FROM 1
TO 3) BUT COLUMN REFERENCE REMAINS SAME(A,B).
A MIXED
REFERENCE HAS
EITHER AN
ABSOLUTE
COLUMN AND
RELATIVE ROW OR
ABSOLUTE ROW
AND RELATIVE
COLUMN. AN
ABSOLUTE
COLUMN
REFERENCE TAKES
THE FORM $A1,
$B1.AN ABSOLUTE
ROW REFERENCE
TAKES THE FORM
A$1, B$1.

FUNCTIONS
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SYNTAX OF DATEDIF
=DATEDIF(START_DATE,END_DATE,”INTERVAL”)
START DATE-
Date from which u want to
calculate difference.
END DATE-
Date up to which u want to
INTERVAL-
Form in which u want to
This says that I
am 19 years 6
months & 18
days old
=
=
=
=
=
=
“ D ” - DAY S
“ M ” - M O NTH S
“Y” - YEAR S
“YM ” - M O NTH S O V E R YEAR
“ M D ” - DAY S OV E R M O NTH
20

FUNCTIONS
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SYNTAX OF SUMIF
=SUMIF(RANGE,CRITERIA,SUM_RANGE)
RANGE-
Range of cells on which conditions
are applied.
CRITERIA-
Condition that defines which cell
or cells will be added.
SUM RANGE-
Actual cells to sum.
NOTE:-
If sum range is not used then range
is used for sum.
WITHOUT
SUM_RANGE
=
=

FUNCTIONS
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MS
SYNTAX OF IF
=IF(LOGICAL TEXT, VALUE IF TRUE, VALUE IF FALSE)
LOGICALTEXT-
Any value or expression that can
be evaluated to TRUE or FALSE.
VALUE IF TRUE-
Value that is returned if logical
text is TRUE.
VALUE IF FALSE-
Value that is returned if logical
text is FALSE.
B DIFFERENT CONDITIONS ARE USED
ON THIS, IN COLUMN C DIFFERENT
RESULTS ARE SHOWN.
=
=
=
=
=
=
=
IN COLUMN
AND BASED

COUNT FUNCTIONS
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SYNTAX OF FUNCTIONS
1. COUNT
=COUNT(VALUE1,VALUE2,…)
2. COUNTA
=COUNTA(VALUE1,VALUE2,…)
3. COUNTBLANK
=COUNTBLANK(RANGE)
4. COUNTIF
=COUNTIF(RANGE,CRITERIA)
COUNT CELLS
THAT ARE
BLANK.
3. 4.
COUNT NO. OF
CELLS THAT
MEET GIVEN
CONDITION.
=
=
=
=
1.
COUNT ONLY
CELLS THAT
CONTAINS
NUMBER.
2.
COUNT CELLS
THAT ARE NOT
EMPTY.

TEXT FUNCTIONS
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SYNTAX OF FUNCTIONS
1. LOWER FUNCTION
=LOWER(TEXT)
2. UPPER FUNCTION
=UPPER(TEXT)
3. PROPER FUNCTION
=PROPER(TEXT)
TO CONVERT
TEXT FROM
CAPITAL TO
SMALL.
TO
CAPITALISED
EACH WORD
OF TEXT.
TO CONVERT
TEXT FROM
SMALL TO
CAPITAL.
1. 2. 3.

TEXT FUNCTIONS
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MS
=LEFT(An ,3) =RIGHT(An ,3) =MID(An ,2,3)
SYNTAX OF FUNCTIONS
1. LEFT FUNCTION
=LEFT(TEXT,NUM_CHARS)
2. RIGHT FUNCTION
=RIGHT(TEXT,NUM_CHARS)
3. MID FUNCTION
=MID(TEXT,STARTNUM,NUM_CHAR)
RETURN SPECIFIED
NO. OF
CHARACTER FROM
START OF TEXT.
RETURN SPECIFIED
NO. OF CHRACTER
FROM END OF
TEXT.
RETURN
CHARACTER FROM
MIDDLE OF
TEXT,GIVEN A
STARTING
POSITION.
1. 2. 3.

OTHER FUNCTIONS
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MS
=
=
NOW RETURNS CURRENT DATE AND TIME.
TODAY RETURNS CURRENT DATE ONLY.
MOD RETURNS THE REMAINDER AFTER ANO.
IS DIVIDED BY ADIVISOR.
LEN RETURNS THE NO. OF CHARACTERS IN A
TEXT STRING.
SUM ADD ALL THE NUMBERS.
USES OF FUNCTIONS
=
=
=

SHOW ARROW THAT INDICATE WHAT
CELLS AFFECT THE VALUE OF THE
CURRENTLY SELECTED CELL.
IN THIS EXAMPLE CELLS A1 & A3
AFFECT THE VALUE OF CELL C2 &
CELLS A1 & A4 AFFECT THE VALUE
OF CELL C6.
SHOW ARROW THAT INDICATE WHAT
CELLS ARE AFFECTED BY THE VALUE
OF THE CURRENTLY SELECTED CELL.
IN THIS EXAMPLE CELL C2 & C6 ARE
AFFECTED BY THE VALUE OF CELL A2
& CELL C6 IS ALSO AFFECTED BY THE
CELL A4.
TRACE PRECEDENTS
TRACE DEPENDENTS
FUNCTIONAUDITING
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MS

SHORTCUT KEYS
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PARTICULARS













EDIT THE ACTIVE CELL
CREATE A CHART
INSERT CELL COMMENT
FUNCTION DIALOGUE BOX
INSERT A NEW WORKSHEET
NAME MANAGER DIALOGUE BOX
VISUAL BASIC EDITOR
MACRO DIALOGUE BOX
HIDE THE SELECTED COLUMNS
UNHIDE THE COLUMNS
HIDE THE SELECTED ROWS
UNHIDE THE ROWS
SELECT ALL CELLS WITH COMMENT
KEYS
F2
F11
SHIFT + F2
SHIFT + F3
SHIFT + F11
CTRL + F3
ALT + F11
ALT + F8
CTRL + 0
CTRL + SHIFT + 0
CTRL + 9
CTRL + SHIFT + 9
CTRL + SHIFT + O

SHORTCUT KEYS
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MS
PARTICULARS













DOWN FILL
RIGHT FILL
ENTER SUM FUNCTION IN CELL
EURO SYMBOL
CENT SYMBOL
POUND SYMBOL
YEN SYMBOL
ENTER NEW LINE IN ACTIVE CELL
CURRENT DATE
CURRENT TIME
SHOW FORMULA
SELECT ENTIRE COLUMN
SELECT ENTIRE ROW
KEYS
CTRL + D
CTRL + R
ALT + =
ALT + 0128
ALT + 0162
ALT + 0163
ALT + 0165
ALT + ENTER
CTRL + ;
CTRL + SHIFT + ;
CTRL + `
CTRL + SPACEBAR
SHIFT + SPACEBAR

SHORTCUT KEYS
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MS
PARTICULARS









APPLIES NUMBER FORMAT
APPLIES CURRENCY FORMAT
APPLIES PERCENTAGE FORMAT
APPLIES EXPONENTIAL FORMAT
APPLIES GENERAL NO. FORMAT
APPLIES TIME FORMAT
APPLIES DATE FORMAT
APPLIES OUTLINE BORDER
REMOVE OUTLINE BORDER
KEYS
CTRL + SHIFT + !
CTRL + SHIFT + $
CTRL + SHIFT + %
CTRL + SHIFT + ^
CTRL + SHIFT + ~
CTRL + SHIFT + @
CTRL + SHIFT + #
CTRL + SHIFT + &
CTRL + SHIFT + _

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