Microsoft Excel Guide

MICROSOFT EXCEL ADDING OR RENAMING WORKSHEETS ........................................................ 2 Standard ................................................................................................ 3 Formatting ............................................................................................ 3 MOVING THROUGH CELLS ......................................................................... 3 FORMATTING ............................................................................................. 4 Adding Worksheets, Rows, and Columns ............................................... 4 Resizing Rows and Columns .................................................................. 4 Selecting Cells ....................................................................................... 4 Moving and Copying Cells .................................................................... 5 Styles ..................................................................................................... 5 Format Painter ...................................................................................... 6 Formatting Cells.................................................................................... 6 Autoformat ............................................................................................ 6 MACROS .................................................................................................... 7 Recording a Macro................................................................................ 7 Running A Macro .................................................................................. 7 PERFORMING CALCULATIONS ..................................................................... 8 Formulas ............................................................................................... 8 Linking Worksheets ............................................................................... 9 Basic Functions ..................................................................................... 9 Relative, Absolute, and Mixed Referencing.......................................... 11 Example Formulas and Functions ....................................................... 12 SORTING DATA ........................................................................................ 13 Basic Sorts........................................................................................... 13 Advanced Sorts .................................................................................... 13 CHARTS AND GRAPHS .............................................................................. 13 REFORMATTING A CHART ........................................................................ 14 PIVOT TABLES ......................................................................................... 14

Microsoft Excel
Excel allows you to create spreadsheets much like paper ledgers that can perform automatic calculations. Each Excel file is a workbook that can hold many worksheets. The worksheet is a grid of columns (designated by letters) and rows (designated by numbers). The letters and numbers of the columns and rows (called labels) are displayed in gray buttons across the top and left side of the worksheet. The intersection of a column and a row is called a cell. Each cell on the spreadsheet has a cell address that is the column letter and the row number. Cells can contain text, numbers, or mathematical formulas.

Column

Cell
(Cell address- C9)

Row

Worksheet 1

Adding or Renaming Worksheets

The worksheets in a workbook are accessible by clicking the worksheet tabs just above the status bar. By default, three worksheets are included in each workbook. To add a sheet, select InsertWorksheet from the menu bar. To rename the worksheet tab, right-click on the tab with the mouse and select Rename from the shortcut menu. Type the new name and press enter.

Toolbars Standard
This toolbar is located just below the menu bar at the top of the screen and allows you to quickly access basic Excel commands.

Formatting
This toolbar is located just below the standard toolbar and allows you to quickly access basic formatting commands.

*Many toolbars displaying shortcut buttons are available. Select ViewToolbars from the menu bar to select more toolbars*

Moving Through Cells

When moving through cells, you do not have to use the mouse to constantly choose the cell you wish to add information to: Movement One cell up One cell down One cell left One cell right Top of the worksheet (cell A1) End of the worksheet (last cell with data) End of the row End of the column Any cell Key stroke Up arrow key Down arrow key or Enter Left arrow key Right arrow key or Tab Ctrl + Home Ctrl + End Ctrl + right arrow key Ctrl + down arrow key FileGo To menu bar command

Formatting
Adding Worksheets, Rows, and Columns
Worksheets Add a worksheet to a workbook by selecting InsertWorksheet from the menu bar. Row To add a row to a worksheet, select InsertRows from the menu bar, or highlight the row by clicking on the row label, right-click with the mouse, and choose Insert. Column Add a column by selecting InsertColumns from the menu bar, or highlight the column by click on the column label, right-click with the mouse, and choose Insert.

Resizing Rows and Columns

There are two ways to resize rows and columns: Resize a row by dragging the line below the label of the row you would like to resize. Resize a column in a similar manner by dragging the line to the right of the label corresponding to the column you want to resize. - OR Click the row or column label and select FormatRowHeight or FormatColumnWidth from the menu bar to enter a numerical value for the height of the row or width of the column.

Selecting Cells
Before a cell can be modified or formatted, it must first be selected (highlighted). Refer to the table below for selecting groups of cells. Cells to select One cell Entire row Entire column Entire worksheet Cluster of cells Mouse action Click once in the cell Click the row label Click the column label Click the whole sheet button Drag mouse over the cells or hold down the SHIFT key while using the arrow keys

Moving and Copying Cells

Moving Cells To cut cell contents that will be moved to another cell select EditCut from the menu bar or click the Cut button on the standard toolbar. Copying Cells To copy the cell contents, select EditCopy from the menu bar or click the Copy button on the standard toolbar. Pasting Cut and Copied Cells Highlight the cell you want to paste the cut or copied content into and select EditPaste from the menu bar or click the Paste button on the standard toolbar. Drag and Drop If you are moving the cell contents only a short distance, the drag-and-drop method may be easier. Simply drag the highlighted border of the selected cell to the destination cell with the mouse.

Styles
The use of styles in Excel allows you to quickly format your worksheet, provide consistency, and create a professional look. Select FormatStyle then select the Style name that you want. You can also add Style to the toolbar, ViewToolbarsCustomize. Excel provides several preset styles: Comma- Adds commas to the number and two digits beyond a decimal point Comma [0]- Comma style that rounds to a whole number Currency- Formats the number as currency with a dollar sign, commas, and two digits beyond the decimal point Currency [0]- Currency style that rounds to a whole number Normal- Reverts any changes to general number format Percent- Changes the number to a percent and adds a percent sign

Format Painter
A handy feature on the standard toolbar for formatting text is the Format Painter. If you have formatted a cell with a certain font style, date format, border, and other formatting options, and you want to format another cell or group of cells the same way, place the cursor within the cell containing the formatting you want to copy. Click the Format Painter button in the standard toolbar (notice that your pointer now has a paintbrush beside it). Highlight the cells you want to add the same formatting to. To copy the formatting to many groups of cells, double-click the Format Painter button. The format painter remains active until you press the ESC key to turn it off.

Formatting Cells
For a complete list of formatting options, right-click on the highlighted cells and choose Format Cells from the shortcut menu or select FormatCells from the menu bar. The format cells menu has choices such as number formats, alignment, font, borders, patterns and shading, and locking or hiding cells. In this example, the alignment has been changed to center so that all the cells within my spreadsheet have center alignment.

Autoformat
Excel has many preset table formatting options. Add these styles by following these steps: 1. Highlight the cells that will be formatted 2. Select FormatAutoFormat from the menu 3. On the AutoFormat dialog box, select the format you want to apply to the table by clicking on it with the mouse. Use the scroll bar to view all of the formats available 4. Click the Options... button to select elements that the formatting will apply to 5. Click OK when finished

Macros
Recording a Macro
Macros can speed up any common editing sequence you may execute in an Excel spreadsheet. In this example we will make a simple macro that will set all the margins on the page to one inch 1. Click ToolsMacroRecord New Macro from the menu bar 2. Name the macro in the Macro name field. The name cannot contain spaces and must not begin with a number 3. If you would like to assign a shortcut key to the macro for easy use, enter the letter under Shortcut key. Enter a lower case letter to make a Ctrl + number shortcut and enter an upper case letter to assign a Ctrl + Shift + number shortcut key. If you select a shortcut key that Excel already uses, your macro will overwrite that function 4. Select an option from the Store macro in drop-down menu 5. Enter a description of the macro in the Description field. This is for your reference only so you remember what the macro does 6. Click OK when you are ready to start recording 7. Select options from the drop down menus and Excel will record the options you choose from the dialog boxes, such as changing the margins on the Page Setup window. Select FilePage Setup and change all the margins to 1". Press OK. Replace this step with whatever commands you want your macro to execute. Select only options that modify the worksheet. Toggle actions such as ViewToolbars that have no effect on the worksheet will not be recorded 8. Click the Stop button the recording toolbar. The macro is now saved

Running A Macro
To run a macro you have created, select ToolsMacroMacros from the menu bar. From the Macros window, highlight the Macro name in the list and click Run. If the macro is long and you want to stop it while it is running, press Break

Performing Calculations
Formulas and functions allow calculations to be performed in an Excel sheet. Formulas and functions are typed in the Formula Bar and are always preceded by an equal sign (=). Formulas use arithmetic operators such as +, -, *, and /, while functions use a particular word such as SUM or AVERAGE followed by the selected cells or range of cells to generate similar results.

Formulas
A formula is an equation that performs calculations on values in a sheet. For example, to create a formula in the sample sheet that will calculate the quantity times the price, select cell E5. In the Formula Bar type =C5*D5. This will ensure that cell E5 displays the total subtotal for the entire quantity.

Arrow to drag down with

Autofill After hitting Enter, the Subtotal will calculate. Rather than typing in the same formula for all the subtotals, you can simply point the mouse at the bottom right hand corner of the cell (E5) where the arrow is, and drag down to E14:

The cells should all autofill with the correct formulas. Even if you change a price or quantity, the Subtotal will still be correct because you used the cell address rather than the value in the formula.

Linking Worksheets
You may want to use the value from a cell in another worksheet within the same workbook in a formula. For example, the value of cell A1 in the current worksheet and cell A2 in the second worksheet can be added using the format "sheetname!celladdress". The formula for this example would be "=A1+Sheet2!A2" where the value of cell A1 in the current worksheet is added to the value of cell A2 in the worksheet named "Sheet2".

Basic Functions
Functions can be a more efficient way of performing mathematical operations than formulas. For example, if you wanted to add the values of cells A1 through A10, you would type the formula "=A1+A2+A3+A4+A5+A6+A7+A8+A9+A10". A shorter way would be to use the SUM function and simply type "=SUM(A1:A10)". These are some of the most commonly used functions: Function SUM Example =SUM(A1:100) Description Finds the sum of cells A1 through A100 Finds the average of cells B1 through B10 Returns the highest number from cells C1 through C100 Returns the lowest number from cells D1 through D100 Returns the current date (leave the parentheses empty) If condition (E1<100) is met, returns true (OK), or false (Over Budget)

AVERAGE =AVERAGE(B1:B10) MAX MIN TODAY IF =MAX(C1:C100) =MIN(D1:D100) =TODAY() =IF(E1<100,"OK","Over Budget")

The calculations performed by a function are done in a particular order, or structure. The structure of a function always begins with the equal sign (=), followed by the function name, an opening parenthesis, the arguments for the function separated by commas, and finally a closing parenthesis. Functions can be used to perform simple or complex calculations. Functions can be created and typed in the Formula Bar, InsertFunction can be used, or simply click on Paste function within the toolbarThis window provides the list of functions available in Excel, with a brief description of each. Choose the one that you want to use and click ok.

For example, if within our spreadsheet we want to determine if the price is within our budget or not, we can use the IF function. After choosing the IF function, a window appears. Next to Logical test, fill in the parameters in which you are going to be testing. In our case, we want to see if the total is under our budget, $125. Therefore, we type G5<125, then under Value if true we write Ok, and Value if false, we write Over Budget.

The formula can be seen in the formula box, and the result was placed in the cell. After dragging the box down so that the formula copies to each cell below, you can see that the formula has worked correctly.

Relative, Absolute, and Mixed Referencing

Calling cells by just their column and row labels (such as "A1") is called relative referencing. When a formula contains relative referencing and it is copied from one cell to another, Excel does not create an exact copy of the formula. It will change cell addresses relative to the row and column they are moved to. For example, if a simple addition formula in cell C1 "=(A1+B1)" is copied to cell C2, the formula would change to "=(A2+B2)" to reflect the new row. To prevent this change, cells must be called by absolute referencing and this is accomplished by placing dollar signs "$" within the cell addresses in the formula. Using the example below, we want to find the amount of tax for each subtotal, so we multiply the subtotal price times 8%, which we provide in H2. Therefore we have to use absolute referencing, writing the cell as $H$2, or else when we drag down the column to complete the rest of the tax amounts, H2 would change to H3, H4, and so on. Mixed referencing can also be used where only the row OR column fixed. For example, in the formula "=(A$1+$B2)", the row of cell A1 is fixed and the column of cell B2 is fixed.

Example Formulas and Functions

The following is a view of all the functions and formulas for our example spreadsheet, and the results that correspond:

Sorting Data
Basic Sorts
To execute a basic descending or ascending sort based on one column, highlight the cells that will be sorted and click the Sort Ascending (A-Z) button or Sort Descending (Z-A) button on the standard toolbar

Advanced Sorts
In order to sort by multiple columns and/or rows: 1. Highlight the cells, rows, or columns that will be sorted 2. Select DataSort from the menu bar 3. Within the Sort window, select the first column for sorting under the Sort By heading 4. Choose whether you want it ascending or descending 5. Select the second, and if needed, the third column to be sorted by under the Then by headings, and choose ascending or descending for those as well 6. If the cells you highlighted included the text headings in the first row, check My list has...Header row and the first row will remain at the top of the worksheet 7. Click the Options button for special nonalphabetic or numeric sorts such as days of the week or months

Charts and Graphs

1. Highlight the data you would like included in your chart or graph 2. Click on the Chart Wizard button in the toolbar to go to InsertChart 3. Choose the chart type that you would like to use for your data and click Next 4. Remember to choose according to what chart would best display your data 5. Choose the data range of your chart so your information is compared correctly 6. Click on the Series tab to add or remove data from your graph, then click Next 7. Then add a chart title and a label for each axis, choose your axes, gridlines, legend, data labels, and data table by using the tabs. Then click next

Reformatting a Chart
To access any of the options set in the Chart Wizard, go to the Chart menu. The Chart Type, Source Data, Chart Options, and Location correspond to the four steps of the Chart Wizard. To edit one specific item of a chart such as the x-axis, labels, plot area, or data series, right click the item or select the item by single clicking and then choose the Format menu

Pivot Tables
A pivot table is an interactive table of summarized data that can organize data in different ways for easy comparison and analysis. Click on any cell within your data and select DataPivotTable and PivotChart Report. In the first step of the wizard, it guesses your data is in an Excel list, so click Next. In the next step, it guesses the cells of your data, if it is correct, click Next again. The last page should have an option near the bottom left called Layout. In the Layout dialogue, you have all of your field names as grey buttons on the right side. You are allowed to drag the buttons to one of four places on the left side: Row, Column, Data, or Page. Drag your field names into the row and data boxes, and click OK. Now that you are back in the Wizard, click the Finish button to put the PivotTable on a new sheet