MicrosoftExcel2007Tutorial

CIS*1000*DE

OpenMicrosoftExcel2007
START PROGRAMS MicrosoftOffice2007 MicrosoftExcel2007 Doubleclickon theICONon desktop

OR

Savingyour

Workbook
Tosaveyour document,simplyclick ontheMS2007logoin thetoplefthandcorner []andthemenubar thatyouseeonyour rightherewilldropdown givingyouvarious options,includingsaving.

SavingyourWorkbookcontd
WhenyousaveaworkbookinMSExcel2007,itautomaticallysaveswith .xlsx asitsextension. However,youcanalsosaveyourworkbooksothatitsreadablebyearlier versionsofMSExcel(97 2003)bysimplyselectingExcel972003workbook (*.xls) whenchoosingwhatfiletypetosaveas(pleaseseethescreenshot below)

GettingHelpinMSExcel2007
TogethelpinExcel 2007,lookforthehelp icon[]inthetop righthandcornerofthe screenandclickonit. Youwillbepresented withawindowthat looksliketheonehere ontheright.

SomeTerminology
Workbook AnExcelfilecontainingseveralworksheets Worksheet Rectangulargridofrows&columnsthat labelsandvaluesareinsertedinto Cell Theintersectionofarowandcolumn,identified byanaddress(ex.A1,F4,Z55) Value Numericaldatainacell Label Nonnumericaldatainacell Table Alogicallydistinctgroupofcells,visually distinguishedwithbordersandshading

Cursor Cursor

Formula Formula Bar Bar

Row Row

Column Column

Cell Cell Tab Tab Navigation Navigation Sheet Sheet Tabs Tabs

CellReferencing
Address Address of of the the cell cell containing containing the the cursor cursor

F1 F1 C6 C6

Column(Letter) thenRow(Number)
Kinda LikeBattleship(theboardgame)

NavigationShortcuts
In addition to the intuitive mouse and arrowkey movement between cells, these shortcuts can make lots of data easier to input:
Home: Ctrl+Home: Enter: TAB: Shift+TAB: End+ : End+ : F2: Movetobeginningofrow MovetoA1 Moveonecelldown Moveonecelltotheright Moveonecelltotheleft Movetolastusedcellinrow Movetolastusedcellincolumn Editthethecontentofacell

RenamingWorksheets
Rightclick onthetabfor thesheetyouneedto renameandchoose rename Noticetheotheroptions thatareavailable
Wecanalsoinsert,delete, copy,andselectallsheets

RenamethesheettoMy FirstSpreadsheet

EnteringData
Toentersimpledataintoacellwecaneither:
Positionthecursoronthecelland thentypeonthekeyboardandpressEnter

OR
Positionthecursoronacellandthenclickonthe formulabar,typethe data, pressEnterorclickonthetoacceptoronthe dtocancel.

InsertingNewRowsandColumns
Clickontheroworcolumnheader Rightclickandchooseinsert Rowsareinsertedabove theselectedrow Columns areinsertedtotheleft oftheselected column
Note:Affectedmergedcellswillautomaticallygrow

DeletingRowsandColumns
AnExample Typeanumberintoanycellinrow8 Rightclick onarowheader8 &selectDelete TypeanumberintoanycellincolumnB Rightclick onthecolumnletterB, &selectDelete
Therow/columnisremoved,alongwithanyformulas, dataandformatting. Theadjacentcellsareshiftedup/leftandtherowor columnisrelabeledtoreflectthenewchange

ColumnWidth
Makethefirstcolumn,A,wideenoughto accommodatethewidthofthetextlabels. Rightclickonthecolumnletter andyoullbegiventhe followingoptions: SelectColumnWidth
Shortcut,youcanalsoclick onthelinethecolumnletters anddragcursorleftorright.

MergingCells
Mergingallowsonecelltotakeupmultiple rowsand/orcolumns Tomerge2ormorecells,highlightthedesired cellstomergeand clickonthemerge &centerbutton:

MergingCellscontd

CurrencyStyle
Wecanchangetheformatofnumericaldatato appearascurrency. Highlight somecolumns whichcontainnumbers ClicktheCurrencybutton ontheHometab
Note:therearealsobuttonsforPercentageStyle, andCommaStyle

ClickontheDecreaseDecimal buttontwice toremove decimalplaces

AQuickNoteAboutPercentStyle
0.01=1% 0.1=10% 1=100% 10=1000% 100=10000% = 0.25 = 25% = 0.50 = 50% = 0.75 = 75%
etc

UsingFormulas
Aformulaisaspecialentryinacell,thatcalculates itsvaluebasedonothercells,and/orconstants Bybeginninganentryintoacellwithan= welet Excelknowwereusingaformula Withouttheequalsign= MicrosoftExcelassumes youveenteredalabelorvalue

ASimpleFormula
Selectanycellonyourspreadsheetandtype:

=800+100*2
Press<Enter> Excelrecognizesthe= signandcalculatestheresult Notethattheformulaisshownintheformulabar(while thatcellisselected)andthatthecomputedvalueis displayedinthecell AlsonotethatExcel respectstheorder ofoperations (BEDMAS)

LinkingCells
Youcanrefertocellsinaformulabysimplyusing thecellsreferencename. EntersomedataoralabelintocellA1 SelectcellA2 andtype:=A1 Now,whentheinformationinA1ischanged,those changeswillautomaticallyshowupincellA2 Youcanevenlinkcellsfromdifferentworksheets! Forexample,inSheet2 selectcellA1 andtype: =MyFirstSpreadsheet!A1 =sheetname!celladdress
*Note the Exclamation Mark!!!

UsingCellReferencesIn Formulas
InCellA2 type: =A1*2 Now,changethevalueinA1 Excelwillautomaticallyupdatethevalue shownincellA2 So,thisisjustlikealink
thevalueinA1issubstitutedinbeforeExcel performsthecalculationsincellA2

Thisworkswithcellslinkedinbetween differentworksheetstoo!

BuiltInFunctions
Excelcomeswithhundredsofbuiltinfunctionswhichcanbe usedinyourformulas. However,themajorityoffunctionsneeddatainordertobe useful
Forexample,inordertousetheSumfunction,youneedtotellExcel whichvaluestosumup.

Thesebuiltinfunctionscanoperatebythemselves,onasingle value,oronmultiplevaluesdependingonwhatkindofoperation isbeingperformed

Forexample,thePifunctionsimplyreturnsthevalueofPi,the Square RootfunctionneedsonlyonenumbertoworkwhiletheZTestfunction (fromstats)requiresthreedifferentnumbersinordertowork.

BuiltInFunctionscontd
BuiltInFunctionsarestructured likethis:
FunctionName (Parameter1,) TheFunctionNamealwayscomesfirstandusuallydescribes whatthefunctiondoes. TheParameteristheinformationthatthefunctionneedsin ordertowork Thiscanbeasinglevalueorasetofvaluesandcanbe representedbyeithernumbers(ex.1,2,3,5,8,13,etc), cellreferences(ex.A1,B2,C3:D4,etc)ortext. TheParameter(s)alwayscomessecondandarealways containedwithinparentheses ().

BuiltInFunctionscontd
SUM() PRODUCT() COUNT() AVERAGE() MEDIAN() MODE() POWER() SQRT() MAX() MIN() Addsallnumbersinarangeofcells Multipliesallthenumbersinarangeofcells Countsallthecellsthatcontainnumbersina rangeofcells Calculatestheaverageinarangeofcells Calculatesthemedianinarangeofcells Calculatesthemodeinarangeofcells Calculatesanumberraisedtoapower Calculatesthesquarerootofanumber Returnsthelargestnumberinarangeofcells Returnsthesmallestnumberinarangeofcells

BuiltInFunctionscontd
IF() COUNTIF() PI() MOD() by LEN() ROMAN() CONCATENATE() TODAY() NOW() Checkswhetheraconditionismet,andreturnsone valueiftrue,andadifferentvalueiffalse Countthenumberofcellswithinagivenrangethat meetthegivencondition ReturnsthevalueofPi,accurateto15digits Returnstheremainderwhenanumberisdivided adivisor Returnsthenumberofcharactersinsometext ConvertsanArabicnumeraltoRoman,astext Joinsseveralpiecesoftexttoeachother Returnsthecurrentdate Returnsthecurrentdateandtime

BuiltInFunctionscontd
Therearetwodifferentwaystousefunctions:
Thiswillsaveyoutimeifyouknowwhatfunctions youllbeusingandhowtousethem

1. Thefirstwayistosimplywritethemout 2. Thesecondwayistousethewizard
Thisisagreatwaytolearnaboutthemanydifferent kindsoffunctionsandoperationsthatexcelcan performandhowtousethem.

BuiltInFunctionscontd
=SUM(A1,A5,A10,A15,A20)

Thisformulausescommas andwillsumupthe valuesforthefivecellsA1,A5,A10,A15,A20

=SUM(A1:A20)

Thisformulausesacolon andwillsumupthevalues fortherangeofcellsA1toA20.

Make sure you understand the difference between these two examples!

BuiltInFunctionscontd
Letsdoanexample! Typenumbersintothefirst5rowsofcolumnA IncellA6 type: =SUM(A1:A5) A6nowcontainsthesumofA1toA5 Tofindtheaverageyouwoulduse: =AVERAGE(A1:A5) Howcouldyoufindthedifferencebetweenthe biggestnumberandthesmallestnumberina rangeofcells? =MAX(A1:A5) MIN(A1:A5)

BuiltInFunctionscontd
SomefunctionsinExcelacceptaconditionasaparameter.
This is the range of cells to search this is the condition

=countif(A1:A100,>75)
ThisfunctionwilltellushowmanycellsintherangeofA1to A100containavaluethatisgreaterthan75. Wecouldhavealsoused<,=,<=,>= inourcondition
This is the condition If TRUE, return this value If FALSE, return this value

=if(A2>A3,A2isbigger,A3isbigger)

BuiltInFunctionscontd
Getting Fancy
=if(countif(A1:A20,>75)>10,Morethanhalfover75,At leasthalfunder75) So,whatdoesthisthingdo? Noticehowthereare2differentbuiltinfunctions. Thebestwaytoworkthroughthisistostartwiththeinside builtinfunction,inthiscase,countif(),andworkourwayout. TheinsidefunctionwillcountthenumberofcellsfromA1toA20 thatcontainvaluesgreaterthan75. Theoutsidefunctionwillchecktoseeifthatcounted number ofcellsisgreaterthan10,andifitis,thenitllreturnMorethan halfover75,otherwise,itllreturnAtleasthalfunder75

UsingtheWizardforBuiltInFunctions
Selectanycellonthespreadsheet Clickthe= or thefx buttonontheFormulabar Thedropdownboxtotheleftofthe= canbe usedtoselectafunction.

UsingtheWizardfor BuiltInFunctionscontd
Ahelpwizardwillthenguideyouthroughthe entryofyourformula

TheFormulasTab
NewtoMSExcel2007isatabwithmanyof Excelsbuiltinfunctions/formulasneatly organizedintodifferentcategories Whilesomepeoplemayprefertosimplytype intheirdesiredformula,othersmaywantto explorewhatExcelhastoofferbysearching throughandexperimentingwiththeoptions presentedinthistab.

AdvancedCellReferencing
Whenwecopy/cut&pasteaformulaExcel transformsit,treatingallreferencesasRelative. Forexample,typerandomnumbersintothefirst5 rowsofcolumnA again,andentertheformula: =A1*2 intocellB1

AdvancedCellReferencingcontd
Now,copyandpastetheformulaintocellsB2,B3,B4,&B5 Noticehowtheformulahaschanged wemoveddown3rowsandsotoohasthecellreference (itchangedfromA1toA4)

AdvancedCellReferencingcontd
WecanalsotellExcelnottotransformareference (makingitanAbsoluteReference) Letsdoanotherexample
InA1 write:TaxRate AndinB1,write:1.15

Next,createalistofitems(ex.thingsthatyoudlike tosell)incolumnAandlisttheirpricesintheir adjacentcellsincolumnB

AdvancedCellReferencingcontd
Togetthepriceofthe mattressAfterTax,we usetheformula: =$B$1*B4 Absolute Relative ReferenceReference (1.15)*($50.00)=$57.50

AdvancedCellReferencingcontd

Now,copyandpastetheformulaintotheremainingcells

AdvancedCellReferencingcontd
Wedothisbecausewewanttheformula(orratherExcel)to remember thelocationofthetaxrate.Thatwaythetax rateisappliedtothepricesofalltheitems. Ifwedidntaddtheabsolute reference($B$1),andinstead usedtherelativereference(B1), thenwewouldhaveendedup withtheformulas:C5=B2*B5, C6=B3*B6,C7=B4*B7, C8=B5*B8andthatwould producedthefollowing: obviouslywrong!

ReferencingReview
Cellsareidentifiedbytheir: Column (aletter)&Row (anumber)
Ex.A1,F3

Rangesofcellscanbereferencedusingacolon:
Ex.A1:B10

Referencestootherworksheetstaketheform: =sheetname!cellname
Forexample,MyFirstSpreadsheet!A1:B10

RelativeReferencingReview
Mostreferencesarerelative. Forexample,whentheformula A2*B2iscopied&pastedinto cellsC3,C4,C5,andC6,Excel automaticallyassumesthatyou wishtoapplytheformulato row3byusingA3&B3instead ofA2&B2

AbsoluteReferencingReview
Whenyoudontwantapartofyourformula transformedyoucanprotectitbyadding:$ Columnsandrowscanbeisolatedseparately ortogether,forexample:
$A1 thecolumnpart(A)islocked A$1 therowpart(1)islocked $A$1 boththerowandcolumnarelocked

GoalSeek
Goalseekisawhatif analysistool Essentially,goalseekchangesthevalueofone cellusedinaformulabychangingthevalueof anothercellintheformula. GoalseekcanbefoundunderWhatIfAnalysis intheData tab.

GoalSeek(contd)
WiththisexampleIamtryingtodeterminehow manyapples$5willbuyme.

Sorting
SortingcanbedonefromtheHome tabbyclicking ontheSort&Filter option.Choosefrom
SortDescending/SortAtoZ SortAscending/SortZtoA

Sortingcanalsobedonefromthe Data tabbyusingthesortbuttons

ToSort,justhighlightthespecificcellsthatyoud likesortedandthenchoosetohavethemsortedin Ascending(ZtoA)orDescending(AtoZ)order.

Sortingcontd
Letsdoanexample! Letssortthistable accordingtoSex,then accordingtoAge,and lastlyaccordingtoName. Selecttheentiretableand
Hometab Sort&Filter CustomSort Datatab Sort&Filter Sort

Sortingcontd

Note! Use the Add Level Button to add more sorting levels

Sortingcontd
Ascanclearlybe seenhere,this tablehasnow beensortedon threedifferent levels

UsingCharts
Exceloffersavarietyofcharttypes. Column,Bar,Line,Pie,andScatter beingthemostcommonchoices. Butbeforewecanmakeachart, wellneeddata.

MakingAPieChart
Foranexample wellneedsome actualdatatochart sogeneratealistof monthlyexpenses suchasthisone.

MakingAPieChartcontd
Selectthedatathatyouwishtochart (includingthelabels:TV,Phone,etc...). FromtheInsert tab,clickonPie and selecttheappropriatetypeofpiechart Youshouldgetsomethingthatlookslike this

Note that the Design tab is now present.

MakingAPieChartcontd
Toaddacharttitle,selecttheLayout tabandclickonChart Title Almosteverythinginthegraphcaneditedbysimplyrightclicking onthedesiredcomponentofthegraphandselectingthe appropriateoption. Forthisexample wellchoosethe AboveChart option.

MakingAnXYScatterPlot
=A2*A2

Createatableinwhich thevaluesoftheY columnareequaltothe squareofthevaluesin theadjacentX column

This is called an Exponential Series

MakingAnXYScatterPlotcontd
SelecttheXYdataweentered FromtheInsert tab,clickonScatter and selecttheappropriatetypeofpiechart,in thiscase,theScatterwithsmoothlines andmarkers chartsubtype Youshouldgetsomethinglikethis

MakingAnXYScatterPlotcontd
Recall:Toeditthegraph,usetheoptionsfound undertheLayout tab.Fromthereyoucanadd/edit thecharttitle,axistitles,legend,etc..

Reminder:FormattingaChart
Everythingseenonthechartcanbeselected, formatted,moved,etc. Forinstance,tochangestuffRightClick on:
TheXAxis,YAxis,PlotArea,ChartArea,Gridlines, DataSeries,Legend,orChartTitleandselect appropriateoptionthatyoudliketoedit Youllbeabletoplayaroundwiththecolours, fonts,scale,alignment,numbering,etc soexploreandfindoutwhatspossible!

LineGraphsvs.ScatterPlots
Sowhatisthedifferenceanyways? ALineGraphisalmostlikeabargraph,exceptthat insteadofusingbars,itusespointswithaline connectingeachoftheadjacentpointstogether AnXYScatterPlotisthefamiliartypeofgraphweall doinmathwhereyouhaveandxaxisandayaxis thatareusedtorepresentcoordinates. Aswell,onaLineGraph,youcanuselabelsonthex axis(ex.Toronto,Ottawa,Montreal,etc)whileona XYScatterPlot,youcanonlyusenumbers(ex.0,1, 5.5,,0.23,etc..)

LinkinganExcelChartintoWord
HighlightachartinMicrosoftExcel Copyit OpenaMicrosoftWorddocument Pasteit
Note,ifthechartinExcelchanges,thechartin WordWILL changeaswell

ImportingDataFromATextFile
Toimportadatafromatextfile,gototheData tab andlookfortheGetExternalData section SelecttheFromText option HighlightthefileandclickImport

ImportingDataFromATextFilecontd
TheTextImportWizardshouldopenup Usuallyyouwillwanttochoosedelimited,as mostfilescomewithsomesortofseparator betweenthefields Next,selectthepropertypeofdelimiter
ForAssignment#2,youwillbeusingacomma delimitedfile.

Now,selectgeneral astheDataColumnFormat ClickonFinish

FinalNotes
Practise,Practise,Practise!!! Ifyouhaveanyproblemspostintheforum