COMPUTER FOR EXECUTIVES

Microsoft Excel

Excel is a computerized spreadsheet, which is an important business tool that helps you report and analyze information. Excel applications are designed to ease the management of numbers and calculations. Various menu commands and buttons make it easy to arrange and format columns of numbers and to calculate totals, averages, percentages, budgets, and complex financial and scientific formulas. Excel stores spreadsheets in documents called workbooks. or The basic document for Excel is called Workbook. Its filename uses the extension xls, from Excel spreadsheet.

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Microsoft Excel

(Contd)

A workbook usually contains several worksheets or sheets. All sorts of calculations can be made in the Excel spreadsheet, it is much more flexible than a paper spreadsheet. Spreadsheet A single sheet of data. One or more worksheets make a workbook. Think of them as pieces of paper that are stacked on top of each other to form the workbook. The Excel window has some basic components, such as an Active cell, Column headings, a Formula bar, a Name box, the mouse pointer, Row headings, Sheet tabs, a Task Pane, Tab scrolling buttons and Toolbars.

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A Sample Excel Worksheet

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Identify Excel Components

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Descriptions Of Excel Components

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Descriptions Of Excel Components

(Contd)

The maximum number of worksheets in a workbook depends on your computer's memory. The default workbook can have up to 255 worksheets. Workspace The area below the toolbars that holds your documents The default workbook is named Book1. It contains three worksheets, named Sheet1, Sheet2, Sheet3. Columns Named with letters in the following pattern: A, B, C,Z, AA, AB, AC,AZ, BA, BB, BC,BZ, CA,IA, IB,IV, which is the last possible column. Rows Named with numbers from 1 to 65,536. column XFD (16384) and row 1048576 on Excel 2007
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Navigate between worksheets

To move to other Worksheets, you can: Click their tab with the mouse Use the Ctrl key with the Page Up and Page Down keys to move sequentially up or down through the worksheets

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Developing a Worksheet

Determine the worksheets purpose. Enter the data and formulas. Test the worksheet and make any necessary edits / corrections. Document the worksheet and improve appearance. Save and print the complete worksheet.

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Entering Data into a Worksheet

To enter data, first make the cell in which you want to enter the data active by clicking it. Enter the data (text, formulas, dates, etc.) into the active cell. Use the Alt+Enter key combination to enter text on multiple lines within the same cell. Use TAB key, arrow keys, or ENTER key to navigate among the cells.

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Types of Data

Text Text is also referred to as Labels because it is often used to identify the information entered in columns or rows. Text entries include any letters, numbers and symbols on the keyboard, and up to 32,000 characters may be entered as text in a single cell. Entries containing a mix of letters and numbers are always treated as text, which has a value of 0 (zero) if used in a calculation. If text is wider than the column it is entered into it will overflow onto the adjacent cell if it is blank, otherwise the text will appear truncated. Changing the column width may affect how much of the entry can be seen. A formatting option allows text to word wrap onto multiple lines within the width of a column, with a corresponding increase in the height of the row.
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Types of Data

(Contd)

Values Values are usually number entries and used in calculations on the sheet. Numbers can be formatted to appear in different ways, for example with or without currency symbols, with as many decimal places as required. Numbers that contain too many digits for the width of the column are displayed as hash symbols (####). The number displays correctly when the column is wide enough. Numbers can be formatted to display in any required manner by using the formatting commands.

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Types of Data

(Contd)

Dates Dates are values that can be used in calculations to create new dates or calculate time intervals. Excel counts dates as the number of days from January 1st 1900, and stores the date as a number. For example, 1st May 2000 is stored as 36647. Dates can be displayed in a variety of more familiar looking styles depending on how they are formatted. The table below gives you some examples of different date formats.

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Types of Data

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Formula Formula are the instructions that perform calculations on the sheet. Formulae may be very simple or extremely complex and the result may be a number, a date or a message. A formula begins with an equal sign (=) followed by one or more values to calculate. The values can be entered directly into the formula, but it is more effective to enter the values onto the sheet and refer to those cells in the formula. Formulae can include arithmetic functions, specialized functions such as averaging or totaling, or be used to transfer data around the sheet.

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Entering Formulas

A formula is a mathematical expression that calculates a value. In Excel, formulas always begin with an equal sign (=). A formula can consist of one or more arithmetic operators. The order of precedence is a set of predefined rules that Excel follows to calculate a formula.

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Order of Precedence Rules

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Resize Worksheet Rows And Columns

There are a number of methods for altering row height and column width using the mouse or menus: Click the dividing line on the column or row, and drag the dividing line to change the width of the column or height of the row Double-click the border of a column heading, and the column will increase in width to match the length of the longest entry in the column Widths are expressed either in terms of the number of characters or the number of screen pixels.

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Identify Cell Ranges

A group of worksheet cells is known as a cell range, or range. Working with ranges in a worksheet makes working with the data easier. Ranges can be adjacent or nonadjacent. An adjacent range is a single, rectangular block of cells Select an adjacent range by clicking on a cell and dragging to an opposite corner of a rectangle of cells A nonadjacent range is comprised of two or more adjacent ranges that are not contiguous to each other To select a nonadjacent range, begin by selecting an adjacent range, then press and hold down the Ctrl key as you select other adjacent ranges

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Select And Move Worksheet Cells

To select a large area of cells, select the first cell in the range, press and hold the Shift key, and then click the last cell in the range. Once you have selected a range of cells, you may move the cells within the worksheet by clicking and dragging the selection from its current location to its new one. By pressing and holding the Ctrl key as you drag, Excel will leave the original selection in its place and paste a copy of the selection in the new location. To move between workbooks, use the Alt key while dragging the selection.

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Adjacent And Nonadjacent Ranges

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Range selection techniques

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Moving Selected Cell Ranges

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Insert worksheet rows and columns

You can insert one or many additional rows or columns within a worksheet with just a few steps using the mouse or menu options. You can insert individual cells within a row or column and then choose how to displace the existing cells. You can click the Insert menu and then select row or column, or right click on a row or column heading or a selection of cells and then choose Insert from the shortcut menu.

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Delete Worksheet Rows And Columns

To delete and clear cells, rows, or columns, you can use the Edit menu, or right click on a heading or a selection of cells and choose Delete from the shortcut menu. Clearing, as opposed to deleting, does not alter the structure of the worksheet or shift uncleared data cells. What can be confusing about this process is that you can use the Delete key to clear cells, but it does not remove them from the worksheet as you might expect.

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Insert, Move, And Rename Worksheets

Worksheets are much like pages within a book; you peruse through them like you flip the pages of a book. There are several ways to move, copy and work with worksheets. Right click on the sheet tab and choose Move or Copy. Select a new position in the workbook for the worksheet or click the Create a copy checkbox and Excel will paste a copy of that worksheet in the workbook. The same shortcut menu for the sheet tab also gives you the option to insert, delete or rename a worksheet.

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The Print dialog box

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Reference Cell

A reference identifies a cell or a range of cells on a worksheet and tells Microsoft Excel where to look for the values or data you want to use in a formula. With references, you can use data contained in different parts of a worksheet in one formula or use the value from one cell in several formulas. You can also refer to cells on other sheets in the same workbook, and to other workbooks. References to cells in other workbooks are called links. The A1 reference style By default, Excel uses the A1 reference style, which refers to columns with letters (A through IV, for a total of 256 columns) and refers to rows with numbers (1 through 65536). These letters and numbers are called row and column headings. To refer to a cell, enter the column letter followed by the row number. For example, B2 refers to the cell at the intersection of column B and row 2.
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Reference Cell

Reference to another worksheet, In the following example, the AVERAGE worksheet function calculates the average value for the range B1:B10 on the worksheet named Marketing in the same workbook. Link to another worksheet in the same workbook Note that the name of the worksheet and an exclamation point (!) precede the range reference.

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Reference Cell
To refer to The cell in column A and row 10 The range of cells in column A and rows 10 through 20 The range of cells in row 15 and columns B through E All cells in row 5 All cells in rows 5 through 10 All cells in column H All cells in columns H through J The range of cells in columns A through E and rows 10 through 20
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(Contd)
Use A10 A10:A20 B15:E15 5:5 5:10 H:H H:J A10:E20
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Relative Reference & Absolute Reference

Relative references A relative cell reference in a formula, such as A1, is based on the relative position of the cell that contains the formula and the cell the reference refers to. If the position of the cell that contains the formula changes, the reference is changed. If you copy the formula across rows or down columns, the reference automatically adjusts. By default, new formulas use relative references. For example, if you copy a relative reference in cell B2 to cell B3, it automatically adjusts from =A1 to =A2. Copied formula with relative reference

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Relative Reference & Absolute Reference

Absolute references An absolute cell reference in a formula, such as $A$1, always refer to a cell in a specific location. If the position of the cell that contains the formula changes, the absolute reference remains the same. If you copy the formula across rows or down columns, the absolute reference does not adjust. By default, new formulas use relative references, and you need to switch them to absolute references. For example, if you copy a absolute reference in cell B2 to cell B3, it stays the same in both cells =$A$1. Copied formula with absolute reference

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Use Excels Functions

You can easily calculate the sum of a large number of cells by using a function. A function is a predefined, or built-in, formula for a commonly used calculation. Each Excel function has a name and syntax. The syntax specifies the order in which you must enter the different parts of the function and the location in which you must insert commas, parentheses, and other punctuation Arguments are numbers, text, or cell references used by the function to calculate a value Some arguments are optional

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Work with the Insert Function button

Excel supplies more than 350 functions organized into 10 categories: Database, Date and Time, Engineering, Financial, Information, Logical, Lookup, Math, Text and Data, and Statistical functions You can use the Insert Function button on the Formula bar to select from a list of functions. A series of dialog boxes will assist you in filling in the arguments of the function and this process also enforces the use of proper syntax.

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Math and Statistical Functions

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Define Functions, And Functions Within Functions

The SUM function is a very commonly used math function in Excel. A basic formula example to add up a small number of cells is =A1+A2+A3+A4, but that method would be cumbersome if there were 100 cells to add up. Use Excel's SUM function to total the values in a range of cells like this: SUM(A1:A100). You can also use functions within functions. Consider the expression =ROUND(AVERAGE(A1:A100),1). This expression would first compute the average of all the values from cell A1 through A100 and then round that result to 1 digit to the right of the decimal point

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Copy and paste Formulas and Functions

Copying and pasting a cell or range of cells is a simple, but highly effective means for quickly filling out a large worksheet. To copy and paste a cell or range: Select the cell or range to be copied and then click the Copy button on the standard toolbar Select the cell or range into which you want to copy the selection and then click the Paste button on the standard toolbar Once you are finished pasting, press the Esc key to deselect the selection

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Copy And Paste Effects On Cell References

Copied formulas or functions that have cell references are adjusted for the target cell or range of cells. For example, if cell G5 contains the formula =F5*B5/B7, and you copy and paste this formula to cell G6, the formula in cell G6 will be =F6*B6/B8. This may or may not be correct for your worksheet, depending upon what you are trying to do. You can control this automatic adjusting of cell references through the use of relative and absolute references.

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Problems Using Copy And Paste With Formulas

When Excel does not have enough room to display an entire value in a cell, it uses a string of these # symbols to represent that value. For example, the formula in cell J5 is =F5-(H5+I5) and this was pasted into cell J6 by updating the cell references there to =F6-(H6+I6). Cell G5 has the formula =F5*B5/B7 and cell G6 contains =F6*B6/B8. This is where things went wrong. Sometimes this automatic update is very useful and other times it does not give you the desired result for your worksheet. In this case, cells B5 and B7 should be referenced in the formula in column G in all 240 payment period rows, but in column J, you want the cell references to be automatically updated. You can control this result using relative and absolute references.
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Use relative references

A relative reference is a cell reference that shifts when you copy it to a new location on a worksheet. A relative reference changes in relation to the change of location. If you copy a formula to a cell three rows down and five columns to the right, a relative reference to cell B5 in the source cell would become G8 in the destination cell.

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Use absolute references

An absolute reference is a cell reference that does not change when you copy the formula to a new location. To create an absolute reference, you preface the column and row designations with a dollar sign ($). For example, the absolute reference for B5 would be $B$5. This cell reference would stay the same no matter where you copied the formula.

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Use Mixed References

A mixed reference combines both relative and absolute cell references. You can effectively lock either the row or the column in a mixed reference. For example, in the case of $B5, the row reference would shift, but the column reference would not In the case of B$5, the column reference would shift, but the row reference would not You can switch between absolute, relative and mixed references in the formula easily in the edit mode or on the formula bar by selecting the cell reference in your formula and then pressing the F4 key repeatedly to toggle through the reference options.

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Open the Insert Function dialog box

To get help from Excel to insert a function, first click the cell in which you wish to insert the function. Click the Insert Function button. This action will open the Insert Function dialog box. If you do not see the Insert Function button, you may need to select the appropriate toolbar or add the button to an existing toolbar.

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Examine The Insert Function Dialog Box

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Insert Function helpful tips

In the Insert Function dialog box you can type in a description of what you would like to do in the Search for a function text box and then click the Go button, and Excel will come up with some suggestions for you. You may also select a category from the drop-down box, or choose All, which will list every function in Excel alphabetically. Once you make your selection and click the OK button, another dialog box shows you all the arguments for the function. The arguments shown in boldfaced type are required While the cursor is in an argument's text box, you can either enter a value or click a cell and that cell will appear in the text box, saving you the trouble of typing it

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The Average Function

The average function is necessary to calculate the average of a range of cells. Like any other formula, the average function may be copied across cells.

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Use Excel's Auto Fill features

When you need to copy and paste a large number of rows or columns, you can use a technique called Auto Fill using the fill handle. The fill handle is a small black square located in the lower-right corner of a selected cell or range. When you drag the fill handle, Excel automatically fills in the formulas and formats used in the selected cells. The same rules for relative, absolute, and mixed references apply for Auto Fill as for copy and paste.

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Auto Fill features

The Fill behavior depends on the date(s) with which you start. If you select two or more dates separated by a month, then Excel will increment the auto filled dates by a month as well. If you select only one date, Excel will increment the dates by one day only. When you drag the fill handle, a small Auto Fill Options button appears to the lower right of the selected cell or range. Common options are Copy Cells, Fill Series, Fill Formatting Only and Fill Without Formatting If you are using the Auto Fill technique for dates, you have additional options to either Fill Days, Fill Weekdays, Fill Months or Fill Years.

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Using Auto Fill

To use the Auto Fill feature, select the cell range that contains the values and/or formulas you want to copy. Click and drag the fill handle in the direction you want to copy and then release the mouse button. If needed, click the Auto Fill Options button, and then select the Auto Fill option you want to apply to the selected range.

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Auto Fill Options button menu options

The Copy Cells option will copy all values and formulas into the selected range as well as the formats used to display those values and formulas. The Fill Formatting Only option copies only the formats used to display values or formulas without copying the values and formulas themselves. The Fill Without Formatting option copies only the values and formulas without any of the formats used in the source range.

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Date Functions

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Excel's Date Functions

Excel stores dates as integers, where the integer value represents the number of days since January 1, 1900. For example, the integer value for the date January 1, 2008 is 39448 because that date is 39,448 days after January 1, 1900 You typically do not see these numbers, because Excel automatically formats them to appear in a date format. This method of storing dates allows you to work with dates the same way you work with numbers. Excel's commonly used date functions are DATE, DAY, MONTH, NOW, TODAY, WEEKDAY and YEAR.

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The TODAY and Now functions

The TODAY and NOW functions always display the current date and time. You will not normally see the time portion unless you have formatted the cell to display it. If you use the TODAY or NOW function in a cell, the date in the cell is updated to reflect the current date and time of your computer each time you open the workbook.

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Excel's Financial Functions

Financial functions are very useful to calculate information about loans. Common functions are FV, IPMT, PMT, PPMT and PV. All these financial functions will use similar arguments that differ based upon which function you are using. Think of the arguments as members of an equation The arguments represent the values of the equation that are known and the function provides the solution for a single variable, or unknown, value

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Use The Financial Functions

The FV function calculates the future value of an investment based on periodic, constant payments and a constant interest rate per period. The IPMT function provides the interest payment portion of the overall periodic loan payment. The PMT function calculates the entire periodic payment of the loan. The PPMT function calculates just the principal payment portion of the overall periodic payment. The PV function calculates the present value of an investment.

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Financial Function descriptions

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Recognize Optional Arguments

In the preceding figure, note how rate and nper are arguments for each function. For some of the functions, the final two arguments of each function are in brackets. These represent optional arguments, meaning if you do not enter anything, the default values for these arguments will be used. For example, note the PMT function has fv and type as its final two arguments, which are optional. The assumed values, if no others are supplied, are 0 for both Arguments without brackets do not have default values, so you must supply values or cell references in order for the function to be able to return a value.

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Use the Insert Function dialog box to enter function arguments

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Create Logical Functions

A function that determines whether a condition is true or false is called a logical function. Excel supports several logical functions such as AND, FALSE, IF, NOT, OR and TRUE. A very common function is the IF function, which uses a logical test to determine whether an expression is true or false, and then returns one value if true or another value if false. The logical test is constructed using a comparison operator that compares two expressions to determine if they are equal, not equal, if one is greater than the other, and so forth.

You can also make comparisons with text strings. You must enclose text strings within quotation marks.

The comparison operators are =, >, >=, <, <=, and <>

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Using The If Function

The arguments for the IF function are: IF(logical_test,value_if_true,value_if_false) For example, the function =IF(A1=10,20,30) tests whether the value in cell A1 is equal to 10 If it is, the function returns the value 20, otherwise the function returns the value 30 Cell A1 could be empty or contain anything else besides the value 10 and the logical test would be false; therefore, the function returns the value 30 To insert an IF function, click the Insert Function button and search for the IF function, then click OK. When the Function Arguments dialog box appears, simply fill in the arguments.

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