MBA 1D

MS-EXCEL

ARUNJEET SINGH

Introduction to Microsoft Excel

Excel 2007 is a spreadsheet application developed by Microsoft. A cell in Excel is simply an individual container for data (like a box or pigeonhole). An array of cells is called a sheet or worksheet. Technically, a worksheet is a single document inside a workbook, but the terms workbook, worksheet and spreadsheet are often used interchangeably. A spreadsheet or worksheet holds information presented in tabular row and column format, whereas a workbook is a Microsoft Office document that contains one or more worksheets. Each new workbook created in Excel has 3 worksheets by default and you can make each of them active by clicking on its tab at the bottom left. Microsoft Excel 2007 has a completely redesigned user interface. The standard menus along the top have been removed and replaced with a series of toolbars Microsoft calls The Ribbon. These tool bars are changed using tabs at the top and try to automatically adjust themselves to the content you are working with. If you select an image it will automatically switch to the picture tools. The new layout seems to offer easier access to most of the features of Excel allowing for more complex documents to be created quicker. Microsoft 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.

Fig2.1
1 CHANDIGARH BUSINESS SCHOOL

MBA 1D Starting MS Excel

MS-EXCEL

ARUNJEET SINGH

Microsoft Office Excel 2007 provides several methods for starting and exiting the program. You can open Excel by using the Start menu or a desktop shortcut.

Starting Excel 2007 from the Start menu

To start Excel 2007, choose Start All Programs TYPE MICROSOFT EXCELCLICK ON Microsoft Office Excel 2007. A new, blank workbook appears, ready for user to enter data.

Fig2.2

2 CHANDIGARH BUSINESS SCHOOL

MBA 1D

MS-EXCEL

ARUNJEET SINGH

Entering Text and Numbers

The Microsoft Excel Window
Microsoft Excel is an electronic spreadsheet. We can use it to organize our data into rows and columns. We can also use it to perform mathematical calculations quickly. This tutorial teaches Microsoft Excel basics. Although knowledge of how to navigate in a Windows environment is helpful, this tutorial was created for the computer novice. This lesson will introduce we to the Excel window. We use the window to interact with Excel. To begin this lesson, start Microsoft Excel 2007. The Microsoft Excel window appears and our screen looks similar to the one shown here.

Fig2.3

3 CHANDIGARH BUSINESS SCHOOL

MBA 1D
The Microsoft Office Button

MS-EXCEL

ARUNJEET SINGH

In the upper-left corner of the Excel 2007 window is the Microsoft Office button. When we click the button, a menu appears. We can use the menu to create a new file, open an existing file, save a file, and perform many other tasks.

Fig 2.4

The Quick Access Toolbar

Next to the Microsoft Office button is the Quick Access toolbar. The Quick Access toolbar gives we with access to commands we frequently use. By default, Save, Undo, and Redo appear on the Quick Access toolbar. We can use Save to save our file, Undo to roll back an action we have taken, and Redo to reapply an action we have rolled back.

Fig2.5 The Title Bar

Next to the Quick Access toolbar is the Title bar. On the Title bar, Microsoft Excel displays the name of the workbook we are currently using. At the top of the Excel window, we should see "Microsoft Excel - Book1" or a similar name.

Fig2.6

The Ribbon

Fig2.7 We use commands to tell Microsoft Excel what to do. In Microsoft Excel 2007, we use the Ribbon to issue commands. The Ribbon is located near the top of the Excel window, below the Quick Access toolbar. At the top of the Ribbon are several tabs; clicking a tab displays several related command groups. Within each group are related command buttons. We click buttons to

4 CHANDIGARH BUSINESS SCHOOL

MBA 1D

MS-EXCEL

ARUNJEET SINGH

issue commands or to access menus and dialog boxes. We may also find a dialog box launcher in the bottom-right corner of a group. When we click the dialog box launcher, a dialog box makes additional commands available.

The Home Tab

Fig2.8

The home tab the basic formatting tools found in Excel 2007. We will find seven sections, Clipboard, Font, Alignment, Number, Styles, Cells and Editing. Clicking the down arrow beside any of the icons here will drop down more options for that tool. Each section also contains an arrow in the bottom right corner which will open a window containing the options found in that section.

Clipboard
The Clipboard allows we to cut, copy, paste and copy formatting from one place to another.

Fig2.9

Font
The font section of the ribbon provides a section to handle the basic text formatting. Items such as bold, underline, strikethrough, highlight and font type can be changed here. Some items from this section and some items from the number section are also available by right clicking a cell. This saves having to move we cursor all the way to the top of the screen for some common formatting items.

Fig 2.10

5 CHANDIGARH BUSINESS SCHOOL

MBA 1D

MS-EXCEL

ARUNJEET SINGH

Alignment
The alignment section provides icons to justify, Vertical alignment, indents, text wrap, merge cells and centre text and text orientation.

Fig 2.11

Number
The number section provides the options for formatting numbers. We can choose the type of number, like date, currency, percentage, fraction or general. We can also increase or decrease the number of decimal places shown.

Fig2.12

Styles
The styles section allows we to quickly change the formatting of a section of cells by choosing one of the predefined styles. We can choose different types of conditional formatting, table formatting or cell styles. These are used to change the visual appearance of a section to quickly show what is being displayed in an area.

Fig2.13

6 CHANDIGARH BUSINESS SCHOOL

MBA 1D
Cells

MS-EXCEL

ARUNJEET SINGH

This section allows we to insert of delete cells, rows, columns, or sheets. We can also format the height or width of columns and rows, hide or unhide elements, organize or protect cells and sheets. There are a lot of features in this section under the format option.

Fig 2.14

Editing
The editing section gives we options for inserting functions, filling formulas across cells, clearing formatting and formulas, sorting and finding. Again, there are a large number of options in this area. These options are also included in the image to left.

Fig 2.15

Fig 2.16

Insert Tab
The insert tab has five sections for inserting most types of objects. The sections are tables, illustrations, charts, links, text and symbols.

Fig2.17
7 CHANDIGARH BUSINESS SCHOOL

MBA 1D

MS-EXCEL

ARUNJEET SINGH

Tables
The tables section has an option for pivot tables and charts and tables. We can select an area and turn it into a formatted table or pivot table with these options. Once we have created we table there is another tab which becomes available to work with the table design. This tab is

shown below.

Fig2.18 Table Design

Fig2.19

Illustrations
The Illustrations section allows us to insert pictures, clipart, shapes, and Smart Art. After inserting or selecting a picture we are provided with a new toolbar along the top shown here.

Fig 2.20

Fig2.21 This toolbar gives we the ability to change the brightness, contrast, shape, position, text wrapping and other options for the picture. Clicking off the picture or on one of the other tabs will take us back to the standard toolbars. The Shapes option of the Illustrations section allows us to insert lines, arrows, boxes, basic flowchart shapes and a number of others. The Smart Art

8 CHANDIGARH BUSINESS SCHOOL

MBA 1D

MS-EXCEL

ARUNJEET SINGH

option provides features like org charts, flow charts, illustrated lists and processes. The Chart option is similar to Excel 2003 but it offers more options for we charts.

Charts
The charts section provides drop down menus to insert different types of column, line, pie, bar, area, scatter and other types of charts. Once we create a chart we will get three additional tabs to work with our chart. They are shown below.

Fig 2.22

Chart Design Tab

Fig 2.23

Chart Layout Tab

Fig 2.24

Chart Format Tab

Fig 2.25
9 CHANDIGARH BUSINESS SCHOOL

MBA 1D
Links

MS-EXCEL

ARUNJEET SINGH

The links section provides options for inserting hyperlinks to we spreadsheet.

Fig2.26

Text
Options in the text section include text box, header and footer, WordArt and a number of predefined text blocks like a signature line and symbols. There is a lot of option in here to setup on our own or we can use Excels predefined options.

Fig 2.27

1. Page Layout Tab

Fig 2.28

The page layout tab has five sections, Themes, Page Setup, Scale to Fit, Sheet Options, and Arrange.

Themes
The themes section provides a quick way to format our document. By choosing a theme we will have a set colour scheme, font combinations, and effects. We can choose one of the provided themes, modify any provided theme or create our own. We can also go online in this section and browse Microsoft.com for additional themes. Be aware that changing our theme after creating a document may require we to reformat some items as themes also include some lawet options.

Fig 2.29
10 CHANDIGARH BUSINESS SCHOOL

MBA 1D
Page Setup

MS-EXCEL

ARUNJEET SINGH

Page setup provides us with the tools to change margins, size, orientation, columns, breaks, backgrounds and add print titles to the document.

Fig 2.30

Scale To Fit
This section allows us to scale to fit our document onto a certain number of pages or to scale it to a certain percentage of its current size.

Fig 2.31

Sheet Options
This section gives us checkboxes to view or print headings and gridlines.

Fig 2.32

Arrange
The arrange section is also found in the image toolbar when an image is selected. Here we can change an images position, the alignment, grouping and rotation or the image.

Fig 2.33

11 CHANDIGARH BUSINESS SCHOOL

MBA 1D 2. Formulas Tab

MS-EXCEL

ARUNJEET SINGH

The formulas tab contains four sections, function library, defined names, formula auditing and calculation.

Fig 2.34

Function Library
This section gives we access to the large number of predefined Excel functions. There are Auto Sum functions, financial, logical, text, date and time, lookup and reference, math and trig, and additional functions. It also provides a section for recently used functions so we can get back to the ones that we use the most quickly.

Fig 2.35

Defined Names
The defined names section allows us to create names or variables to be referenced in other areas. This would be like assigning taxrate to cell b2 so in a formula we can easily see what we wee referencing when we look at a formula months after creating it. The formula =A10*taxrate means more later than =a10*b2

Fig 2.36

Formula Auditing
This section provides tools to manage formulas to ensure that they are correct. We can use the tools here to find out what cells we formula depends on, what cells depend on the current cell, and show the formula in a cell instead of the resulting value. There is also a tool for error checking which will look for common errors in formulas.

Fig 2.37
12 CHANDIGARH BUSINESS SCHOOL

MBA 1D
Calculation

MS-EXCEL

ARUNJEET SINGH

Here we can turn on or off automatic calculation from formulas. If we turn off automatic calculations we can use this area to calculate the current cell or the whole sheet.

Fig 2.38

3. Data Tab
The data tab contains five sections; get external data, connections, sort and filter, data tools, and outline.

Fig 2.39

Get External Data

This is a single drop down item which allows us to refresh data from an external source. We can pull in data from Access, the Internet, text files or from other external sources.

Fig 2.40

Connections
Here is where we manage any connections to outside sources. The setup done here is what allows we to pull data from the external sources listed above.

Fig 2.41

13 CHANDIGARH BUSINESS SCHOOL

MBA 1D

MS-EXCEL

ARUNJEET SINGH

Sort & Filter

Here we can sort or filter our data based on criteria we specify. We can use simple alphabetical sorting or create more complex filters to manipulate our data.

Fug 2.42

Data Tools
With the data tools section we can take text and turn it into columns, remove duplicates, check our data to make sure it is valid based on different criteria. Are they all whole numbers? Are they all properly formatted dates? We can also consolidate data or do What if analysis where we can check us data against different scenarios.

Fig 2.43

Outline
The final section in the data tab provides tools to group or ungroup rows or columns and obtain subtotals for grouped items.

Fig 2.44

4. Review Tab
The review tab offers three sections which include proofing, comments, and changes.

Fig 2.45
14 CHANDIGARH BUSINESS SCHOOL

MBA 1D
Proofing

MS-EXCEL

ARUNJEET SINGH

The proofing section provides the standard spelling and grammar check, a thesaurus, and research tools that include MSN search and Microsoft Encarta encyclopedia. We will also find translation tools to help with single words or the whole document. The translation of the entire document is done by an online service called Word lingo.

Fig 2.46

Comments
The comments section allows we to add comments to a document for easier collaboration. We can cycle through the comments to find out what notes we left for we self or others and we can delete a comment that was made when it is no longer relevant.

Fig 2.47

Changes
The changes section allows we to protect a sheet or the entire workbook, we can also share a workbook. Some of the sharing features are only available to users on a Windows domain. This authenticates the users against the domain for access so this will not work for many people.

Fig 2.48

15 CHANDIGARH BUSINESS SCHOOL

MBA 1D 5. View Tab

MS-EXCEL

ARUNJEET SINGH

The view tab offers five sections which include workbook views, show/hide, zoom, window and macros.

Fig 2.48

Workbook Views
The workbook views section switches we display between normal view, page lawet, full screen and page break preview. The page lawet will show we what will be on each page and provide a way to add headers and footers to each page. The page break preview will show we a scaled version of we spreadsheet with dotted lines showing where the page breaks will be. There is also a way to work with custom views here.

Fig 2.49

Show/Hide
The show/hide section will toggle certain tools on or off the screen including rulers, gridlines, message bar, formula bar and headings. The rulers will show along the top and left side of the screen. Gridlines will show the grids around each cell. They will be visible on screen but dont print.

Fig 2.50

16 CHANDIGARH BUSINESS SCHOOL

MBA 1D

MS-EXCEL

ARUNJEET SINGH

Zoom
The zoom section provides tools to zoom into or out of the document. We can choose we own zoom factor or use the predefined zoom factor of 100% or we can select a section and zoom so it fills we screen.

Fig 2.51

Window
The window section allows we to create a new window, arrange we windows one on top of the other or split we window so the same document is viewed in two screens one on top of the other. We can also hid and unhide a window. Once we have arranged we windows the way we like them we can save the workspace so we can open to this setup when we need to work on these items again. This is very handy for setups where we need to work on multiple documents at once and we have to do this a lot. We can also choose which window to work on through the switch windows drop down menu.

Fig 2.52

Macros
The macros section provides the tools required to work with and create basic macros. We can view existing macros or record we own. Choose record macro from the drop down and then perform the functions we do often, like change the page lawet, and style of the document. Once we have done those tasks then stop recording. We will be able to use that macro over again to shorten the steps we need to take every time we need to perform that set of tasks.

Fig 2.53
17 CHANDIGARH BUSINESS SCHOOL

MBA 1D
The Formula Bar

MS-EXCEL

ARUNJEET SINGH

Fig 2.54 If the Formula bar is turned on, the cell address of the cell we are in displays in the Name box which is located on the left side of the Formula bar. Cell entries display on the right side of the Formula bar. If we do not see the Formula bar in our window, perform the following steps: 1. Choose the View tab. 2. Click Formula Bar in the Show/Hide group. The Formula bar appears. Note: The current cell address displays on the left side of the Formula bar.

Worksheets

Fig 2.55

18 CHANDIGARH BUSINESS SCHOOL

MBA 1D

MS-EXCEL

ARUNJEET SINGH

Microsoft Excel consists of worksheets. Each worksheet contains columns and rows. The columns are lettered A to Z and then continuing with AA, AB, AC and so on; the rows are numbered 1 to 1,048,576. The number of columns and rows we can have in a worksheet is limited by our computer memory and our system resources. The combination of a column coordinate and a row coordinate make up a cell address. For example, the cell located in the upper-left corner of the worksheet is cell A1, meaning column A, and row 1. Cell E10 is located under column E on row 10. We enter our data into the cells on the worksheet.

The Name Box

We can also use the Name box to go to a specific cell. Just type the cell we want to go to in the Name box and then press Enter

Fig 2.56 1. Type B10 in the Name box. 2. Press Enter. Excel moves to cell B10.

19 CHANDIGARH BUSINESS SCHOOL

MBA 1D

MS-EXCEL

ARUNJEET SINGH

3. Wrap Text
When we type text that is too long to fit in the cell, the text overlaps the next cell. If we do not want it to overlap the next cell, we can wrap the text.

Fig 2.57

1. Move to cell A2. 2. Type Text too long to fit. 3. Press Enter.

Fig 2.58

4. Return to cell A2. 5. Choose the Home tab.

20 CHANDIGARH BUSINESS SCHOOL

MBA 1D
6. Click the Wrap Text button

MS-EXCEL

ARUNJEET SINGH

. Excel wraps the text in the cell.

Exiting Excel 2007

When were ready to quit Excel, we have several choices for shutting down the program:

Click the Office button followed by the Exit Excel button. Press Alt+ the letters FX or Alt+ the F4 function key. Click the Close button in the upper-right corner of the Excel 2007 program window (the X).

Fig 2.59 If we try to exit Excel after working on a workbook and we havent saved our latest changes, the program displays an alert box asking whether we want to save our changes. To save our changes before exiting, click the Yes button. If we dont want to save our changes, click No.

Fig 2.60

21 CHANDIGARH BUSINESS SCHOOL