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Table of Contents
Introduction................................................................................... 3
Structure of Excel Window ............................................................. 3
Content and Referencing ................................................................ 5
Formatting, Sorting and Filtering .................................................... 9
Charts .......................................................................................... 16
Printing a Worksheet ................................................................... 19
References ................................................................................... 22
Quick Access
MS Office
Toolbar Ribbon
Button
The MS Office Button contains the main file related functions: New, Open, Save, Save As, Print,
Close etc.
The Quick Access Toolbar contains shortcuts to Save, Undo and Redo. It can be customized to
include the shortcuts that you wish, like Quick Print, Print Preview, Undo, Redo etc.
Each Ribbon tab displays a set of tools. The above picture shows the Ribbon tools for Home Tab.
The Name Box and Formula Bar are just under the ribbon. Name box shows the name of the active
cell, you can change it as per your choice. The formula Bar displays what is active inside the active
cell; it could be data, or a formula.
The three most important elements of Excel are the cell, the sheet and the workbook. Cell is the
basic block where you enter data. When a new Excel document is opened, we have three
worksheets available by default. These sheets can have different settings and formatting. We can
add more new sheets or delete and rename the existing sheets, in a file if required, by right-click on
the worksheet tab.
Cells
Sheet
The workbook is the file containing one or more sheets. It is stored with .xlsx extension after its
name. For quick navigation within an Excel spreadsheet, use the chart below.
Keystroke Action
Arrows Moves the active cell up, down, left, or right one cell
Page Down Moves the active cell down one full screen
Text content should be used for data labels, names or other information.
Numeric content for either numeric or financial information.
Formula as content. Each formula starts with an = sign. Formulae can be written directly into
the cell using arithmetical functions such as: +, -, *, or /. There are also standard built-in
formulas available by choosing the Formulas ribbon tab and clicking on Insert Function.
Specific formulas are discussed in later modules.
Formula Tab
Referencing
The reference is both the name and the address of a cell. There are three basic type of referencing:
Relative (A3). Relative references change as you change the location of the cell containing
the reference.
Absolute ($A$3). Absolute references will keep the reference to the cell unchanged, even if
you change the location of the cell containing the reference.
Mixed ($A3 or A$3). Mixed references keep the reference to the column intact (if $ is in
front of the letter) or the reference to the row intact (if $ is in front of the number).
References to cells in another sheet can be made by putting the name of sheet followed by an ! in
front of the reference, for example, Sales!A3, where Sales is the name of other worksheet.
As noted above, there are three basic types of reference: relative, absolute and mixed. When
copying and pasting data these reference are treated in different ways.
Relative references change as you change the location of the cell containing the reference.
In the example below, if we copy and paste cell B6 into cell C6 to get the corresponding total
for the 2008 budget year Excel automatically updates the formula because it recognizes that
the references inside the formula are relative references.
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Relative Automatically
References updated
formula
Absolute references keep the reference to the cell unchanged, even if the location of the
cell containing the reference is changed. In the example below, the formula with absolute
references is copied and pasted in different cell, but it displays the same results.
Formula
Absolute
remains
References
unchanged
Mixed references keep the reference to the column unchanged (if $ is in front of the letter)
or the reference to the row unchanged (if $ is in front of the number). As seen in the
example below, if cell B6 contained the formula = $B4+$B5+$B6, copying this formula in cell
C7, wont change it. But, if cell B7 is copied to B8, the formula will change to =$B5+$B6+$B7.
Similarly, to make the row as absolute reference the formula should be =B$5+B$6+B$7.
Row
Reference
Changes
Paste Special
Paste Special allows us to make changes to data as we are copying and pasting it. The command is in
the Home ribbon, or alternatively, right click on the target cell also shows the Paste Special option in
the shortcut menu.
Copy a Formula. This will copy and paste the underlying formula (updating references where
appropriate).
Copy Values. Copies and pastes the value, or result of a formula, seen in a cell.
Transpose data. In the example below the table is horizontal; however, you may want to change this
format. For example, for presentation purposes you may prefer to have a vertical table instead. First
select the data and copy. Choose a new cell where you would like the data to be placed and select
Transpose under the Paste options.
Copy a format. This option allows us to format one cell and then copy and paste the format, but not
the content to other cells. In the example below cell B6 has been formatted, including the font type,
size and colour, background colour and borders. To copy this format to cell C6, first select and copy
B6. Then select cell C6, choose the Paste Special option and a dialogue box will appear. Select
Format and press OK. Note that the cell, we are copying the formatting into, must have content.
Copy the content but not the format. If you want to copy the content of cell B6 to C6 without the
fancy formatting, first select B6 and copy. Select cell C6. If you want to copy the original formula
(which will be update references appropriately), select Formulas, or to copy the value that you see
select Values, and click OK.
Basic Entries
In Excel, any set of characters containing a letter, symbol, number, hyphen (as in a telephone
number), or a space is considered text. Text is used to place titles on the worksheet, such as
worksheet titles, column titles, and row titles. To enter text in a worksheet, you click the cell in
which you want the text place and then type the text you want entered.
Dates are treated as separate from text in Excel because Excel includes several special functions and
commands to work with dates. To enter a date, separate the parts of the date with a slash or
hyphen. For example, the date April 1, 2013 can be entered as either 4/1/2013 or 1-Apr-2013.
You can also enter the date as April 1, 2013, in which case Excel might automatically convert the
text to 1-Apr-2013. You can change the format used by Excel to display dates by changing the
cells format.
Values are numbers that represent a quantity of some type: the number of students in a class,
exam scores, financial information, etc. Values can be numbers such as 378 and 24.462, or negative
numbers such as -324.54. Values can also be expressed as currency ($24.25) or percent (7.5%). As
Text to Columns
If you copy data from another program and paste it into Microsoft Excel, Excel may condense several
columns of data to a single column. You can use the Text to Columns command on the Data menu to
put each record in a separate column. The range that you convert may contain many rows, but you
can only convert one column of data at a time.
In the example below we have the data in cells B2 to B5 that is in text separated by comma. We
need the in different cells.
Select the range B2:B5.
On the Data menu, click Text to Columns.
In Step 1 of the Convert Text to Columns Wizard, make sure that the Delimited option is
selected, and then click Next.
In Step 2 of the Convert Text To Columns Wizard, click to select the Comma check box under
Delimiters, and then click Next.
In Step 3 of the Convert Text to Columns Wizard, type B1 in the Destination box, and then
click Finish.
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This example illustrates data with commas as the delimiter. This is only one of several delimiters that
you may see in your data. For example, if you have Names in a column of data, consisting of first and
last name in a single cell separated by a Space, the Space character can be used as a delimiter to
separate the first and last names into adjacent cells instead of the same cell.
Sorting
This tool allows you to sort the results according to the data values. For example, with a listing of
test scores, we can sort the student according to the results they received on the first test. Values of
the variable Test #1 Score are in column B, so this column will be the reference column for the
sorting. Select a cell in your data.
Go to the Data ribbon and click on the Sort icon.
The Sort function can be applied to any variable (any column). If a variable had no numerical values,
but some text values, the sorting could be done in alphabetical order.
Filtering
The Filter tool helps us isolate the records with specific characteristics. For example, if we wish to
see the student numbers who have scored above 85 in Test#2.
Select any cell that contains data. Then click on the Data ribbon and select Filter
Once Filter is selected, each column will have an arrow button appear. If you click on the
arrow button for Test #2 Score a dialogue box will appear. Here you can filter for individual
scores or choose Number Filters for more options.
Select Greater Than Or Equal To
The class list is now filtered to show only those students who received an A or better on Test #2. To
again see all the respondents in the column click on the arrow in cell C1 and select Clear filter from
Charts
Charts are an important part to being able to create a visual for spreadsheet data. In order to create
a chart within Excel the data that is going to be used for it needs to be entered already into the
spreadsheet document. Once the data is entered into Excel it becomes easy to make a variety of
charts. Click on the Insert ribbon and you will find different chart options.
Select the data you want to chart, including the column headings. Click on the category of chart and
then the specific chart type you would like to use.
Your chart will then have a horizontal axis title, which you can rename.
Printing a Worksheet
You can use the options in Page Layout Ribbon to control how a worksheet is placed on a page.
You can adjust the size of the margins (the spaces between the page content and the edges of the
page), centre the worksheet text between the top and bottom margins (horizontally) or between the
right and left margins (vertically), change the page orientation (determines if the page is wider than
it is tall or taller than it is wide), and enter a header or footer. You can open the Page Setup dialog
box by clicking on Page Layout Ribbon and then selecting Print Titles.
By default, Excel places a 1-inch margin about and below the report and a inch to the left and
right. Excel also aligns column A in a worksheet at the left margin and row 1 at the top margin.
Depending on how many columns and row there are in the worksheet, you might want to increase
or decrease the page margins or centre the worksheet between the left and right margins or
between the top and bottom margins. If you are having trouble fitting all your columns on one
sheet, adjusting the margins may help. All of this is found under the Margins tab in the Page Setup
window.
A third tab available in the Page Setup dialog box is the Header/Footer tab. A header is text printed
in the top margin of every worksheet page. Footer is text printed at the bottom of every page.
Headers and footers can add important information to your printouts. For example, you can create a
header that displays your name and the date the report was created. If the report covers multiple
pages, you can use a footer to display the page number and the total number of pages.
http://www.uvic.ca/hsd/publicadmin/assets/docs/aboutUs/linksofinterest/excel/exc
elIndex.pdf, University of Victoria
http://people.usd.edu/~aschwein/Stats/Tutorials/Excel%20Tutorial.pdf, University
of South Dakota
http://www.microsoft.com/mac/how-to/excel
http://www.exceltip.com/