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MS Excel - Basics
Introduction
Basics
Microsoft Excel is a list-based application. That is, it is used to create and manage lists of information. To effectively handle list-related assignments, this environment provides many more features than simply deal with lists.
It is basically a spreadsheet formed solely of columns and rows. Each cell has its unique address Short cut Start
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Excel
MS Excel - Interface
Basics
Basics
All the Menus can be accessed without using the mouse by pressing the Alt button and then pressing the underlined letter from the tool bar F for File, E for Edit, etc.
Shortcuts
Save: Cut: Paste: Selective/Controlled Select: Collective Select: Ctrl+S Ctrl+X Ctrl+V Ctrl+<mouse left click> Ctrl+Shift+<arrow keys>
Note:
Collective select will not select all the cells if any of the cell in the middle of the data is blank
Columns
There are 256 Columns, with a standard width of 8.43 Setting Width Manually Select the ColumnFormatColumnWidth Auto Width Select the ColumnFormatColumnAutoFit Selection Hiding/Un-hiding
Basics
Rows
There are 65536, with a standard width of 12.75 Setting Width Manually Select the ColumnFormatRowHeight Auto Width Select the ColumnFormatRowAutoFit Hiding/Un-hiding
Cell Address
Basics
Cell Address comes really handy when implementing formulae Every cell address is unique, it is easier for the user to look for data if he knows the cell address
Workbook
A list created on sheet is called a worksheet.
Basics
To always start with less or more worksheets, one can change its default settings in the Options dialog box accessible from the Tools menu.
Basics
Changing Sequence
Removing Worksheet
Basics
Auto filling: The cells can be auto filled if the data is in a sequence, same or in some kind of series.e.g. 1,1,1,1,1,1; 1, 2, 3,4; Sunday, Monday, etc.
Note: This auto-filling can be done both row-wise and column-wise. For auto-filling keep the mouse pointer to the bottom right corner of the cell a plus (+) sign will appear then drag the same vertically or horizontally as per requirement.
Basics
Find: This is used to find a specific data, shortcut is Ctrl+F, enter the data in the text box and press enter
Spell Check: Checks the spellings through out the data population ToolsSpelling (Shortcut is F7) Sorting/Filters
Intermediate Excel
Formatting
Intermediate
Auto Format: This formats the selected cells according to some pre-loaded format types.
Continued
Conditional Formatting
It is used to format the cell(s) by providing a logical condition
Intermediate
Cell Merging
Intermediate
Microsoft Excel allows the user to combine various cells in a group. This is referred to as merging cells. To merge cells, select them and, on the Formatting toolbar, click the Merge and Center button.
Alignment
Cell Borders
Intermediate
Cell borders provide a distinguished border to a cell which by default has a grey, not so prominent border
In the next few slides we will learn more about cell borders
Cell Borders-Continued
Intermediate
Cell Borders-Colors
Intermediate
Intermediate
Intermediate
Intermediate
Print Options
Intermediate
Operational
Boolean: is one that can be expressed in only one of two values, e.g., True/False; 0/1 Integer: natural number that displays without a decimal place Byte: is a small integer that ranges from 0 to 255 Date: Examples of dates are 28/06/1998, 10-8-82, January 10, 1865 Time: Examples of time values are 10:42 AM and 18:06
Introduction to Functions
Operational
Functions- Continued
Operational
Auto Calculate: the Auto Calculate pane allows the user to get a quick result of the most used functions in Microsoft Excel
Logical Operators
Equality
Operational
Operational
Inequality
Operational
Less Than
Operational
Operational
Greater Than
Operational
Nested If
Execute ElseStatement
Charts in Excel
Charts are used to analyse data graphically Charts represent what is there in ones mind, what conclusion one wishes to deduct Also what message he wishes to convey
Operational
Types of Charts
Operational
Operational
Bar Charts: These charts are useful when the user wishes to analyze the difference in
Line Charts: These charts express a trend over a time period. It is used to is used to analyse ups and downs of a tendency in a range of values
Pie Charts: The Pie chart is used to show percentage and/or fraction values. You should choose it whenever your analysis involves values that altogether evaluate to a
Bar Charts
Student Amar Rahul Amit John Meera Anu 1st Term 2nd Term Final Term 56 75 60 80 75 79 50 45 80 35 45 90 15 20 30 78 68 89
Operational
Progress
100
Percentage
80 60 40 20 0 Amar Rahul Amit John Meera Anu Students Series1 Series2 Series3
Line Charts
January February March April May June July August September October November December Air Conditioner 100 80 120 160 200 250 300 220 190 60 100 85
Operational
Air Conditioner
Pie Charts
Operational
Complex Charts
Operational
Advanced Excel
Advance
Since Advanced Excel is a very vast topic we will be discussing only a few things which are useful in our daily work: 1. 2. 3. 4. 5. Vlookup If Count if Max Min
Vlookup
Advance
Vlookup is the most useful formula that is covered in MS Excel. I have noticed that any person dealing with data/analysis can speed up his work using this formula. Its most magical power is of sifting through loads of data for something specific in just some simple steps
Syntax:
Vlookup(value, table_array, index_number, not_exact_match) value is the value to search for in the first column of the table_array. table_array is two or more columns of data that is sorted in ascending order. index_number is the column number in table_array from which the matching value must be returned. The first column is 1. not_exact_match determines if you are looking for an exact match based on value. Enter FALSE to find an exact match. Enter TRUE to find an approximate match, which means that if an exact match if not found, then the VLookup function will look for the next largest value that is less than value.
Exercise:
If
Advance
If function returns one value if a specified condition evaluates to TRUE, or another value if it evaluates to FALSE
Syntax:
If(condition, value_if_true, value_if_false) condition is the value that you want to test. value_if_true is the value that is returned if condition evaluates to TRUE. value_if_false is the value that is return if condition evaluates to FALSE.
Exercise:
Count If
Advance
the CountIf function counts the number of cells in a range, that meets a given criteria
Syntax:
CountIf( range, criteria ) range is the range of cells that you want to count based on the criteria. criteria is used to determine which cells to count.
Exercise:
Max
the Max function returns the largest value from the numbers provided.
Advance
Syntax:
Max( number1, number2, ... number_n ) number1, number2, ... number_n are numeric values - they can be numbers, named ranges, arrays, or references to numbers. There can be up to 30 values entered
Min
the Min function returns the smallest value from the numbers provided
Syntax:
Max( number1, number2, ... number_n ) number1, number2, ... number_n are numeric values - they can be numbers, named ranges, arrays, or references to numbers. There can be up to 30 values entered.
Link regarding MS Excel Formulae is as follows, it covers almost all the formulae
http://www.techonthenet.com/excel/formulas For Further research on MS Excel use the following links:-
www.mrexcel.com
www.microsoft.com/excel http://spreadsheets.about.com/od/excel101thebasics/