BASIC EXCEL TRAINING

Business Quality Development

Objective

 To provide the participants with a working understanding of

the basic features of MS Excel

BASIC EXCEL TRAINING
Anna Torrijos
 B i EXCEL® Topics
Basic T i

 Introduction to Excel  AutoFill

 Working with Rows ands  Using Formula & 
Columns Fu tio
Functions
 Formatting Cells
 Absolute Cell 
 Conditional Formatting Addressing
 Simple Charts
Simple Charts
 Shortcuts
BASIC EXCEL TRAINING
Anna Torrijos
Introduction to Excel

BASIC EXCEL TRAINING
Anna Torrijos
 Viewing the Excel Window and Task Panes

 When yyou start Excel, the Excel p

program
g window opens
p with a blank
workbook-ready for you to begin working. This view includes features
such as: Menu Bar, Status Bar, Toolbars, Formula Bar, Cell Addresses,
Mouse Pointer, Worksheet
k h Tab, b andd the
h Select
l Allll Button

BASIC EXCEL TRAINING
Anna Torrijos
 The Excel
Menu Bar
Window
Name Box
Tool Bars
Formula Bar
Columns

Rows

Cells

Worksheet Tab
BASIC EXCEL TRAINING Status Bar
Anna Torrijos
Working with Rows and Columns

BASIC EXCEL TRAINING
Anna Torrijos
Adjust Column Width &
Row Height
 Click the column or row header button for the first column or the row
you want to adjust
 If you want, drag to select more columns or rows
 Right click the selected column(s) or ro
Right-click row(s),
(s) and then click Column
Width or Row Height
 Type a new column width or row height in points
 Click OK

BASIC EXCEL TRAINING
Anna Torrijos
Adjust Column Width &
Row Height Using Mouse
 Position the mouse pointer on the right edge of the column header
button or the bottom edge of the row header button for the column or
row you want to change.
 When the mouse p pointer changes
g to a double-headed arrow,, click and
drag the pointer to a new width or height.

BASIC EXCEL TRAINING
Anna Torrijos
Deleting Columns or Rows
 Select the column header(s) or row header(s) button that you want to
delete
delete.
 Click the Edit menu, and then click delete.
 For shortcuts,
shortcuts just highlight the row(s)
ro (s) or the column(s) that you
ou want
ant
to delete, Right-click and then click Delete

BASIC EXCEL TRAINING
Anna Torrijos
 Inserting Columns or Rows
 Click to the right of the location of the new column you want to insert
To insert a row,
row click the row immediately below the location of the
row you want to insert
 Click the Insert Menu,
Menu and then click Columns or Rows Rows.
 For shortcuts, just highlight location of the row(s) or the column(s) that
yyou want to insert,, Right-click
g and then click Insert

BASIC EXCEL TRAINING
Anna Torrijos
 Rows & Columns

 Adjust column width & row height

 Using a value
 Using the mouse
 Delete columns or rows
 Using the edit menu
 Using the mouse
 Insert columns or rows
 Using
U i the
th iinsertt menu
 Using the mouse

BASIC EXCEL TRAINING
Anna Torrijos
Formatting Cells

BASIC EXCEL TRAINING
Anna Torrijos
Formatting Cells
 Applying formats
 From the formatting toolbar
 Currency,
Currency % , date formats
 Custom formats
 Text Control
 Wrap text
 Shrink to fit
 Merge cells
 Borders and shading

BASIC EXCEL TRAINING
Anna Torrijos
Applying Currency Formats
 Select a cell or range with the number(s) you want to
format.
 Click one of the buttons on the Formatting toolbar to apply
that attribute to the selected range:
 Currency
C St
Style
l
 Percent Style
 Comma Style
 Increase / Decrease Decimal

(Note: You can apply multiple attributes to the range.)

BASIC EXCEL TRAINING
Anna Torrijos
Applying Date Formats
 Select a cell or range that contains the date format you
want to change
 Click the Format menu, and then click cells.
 Click the Number tab.
 Click Date
 Click the Date or time format.
 Click OK

BASIC EXCEL TRAINING
Anna Torrijos
Merge and Center
 Select a cell or range you want to change
 Click the Format menu, and then click cells
 Click the Alignment Tab
 Click to select one or more Text Control check boxes:
 Wrap Text moves the text to multiple lines within a cell
 Shrink to Fit reduces character size to fit within a cell
 Merge
M C
Cells
ll combines
bi selected
l d cellll iinto a single
i l cellll

BASIC EXCEL TRAINING
Anna Torrijos
 Borders and Shading
 Select a cell or range to which you want to apply borders
 Click the Format Menu, and then click Cells
 Click
Cli k the
h BBorder
d T Tabb
 Select a Line style
 Click the Color list arrow,
arrow and then click a color for the border
 If you want a border on the outside of a cell or range, click Outline. If between cells,
click Inside. If you want to remove border, click None.
 To set a custom border, click a border button, or click the Preview Border box where
you want o add the border.
 Click OK.
OK

BASIC EXCEL TRAINING
Anna Torrijos
Conditional Formatting

BASIC EXCEL TRAINING
Anna Torrijos
Setting up Conditional Formats
• Select the cells yyou want to highlight.
g g
• On the Format menu, click Conditional Formatting.
• Do one of the following:
• To use values in the selected cells as the formatting
criteria, click Cell Value Is.
• To use a formula as the formatting criteria (to evaluate
ata or
data o a condition
co t o other ot e than
t a thet e values
va ues in se
selected
ecte ce cells),
s),
click Formula Is
• Click Format.
• Select the font style,
style font color,
color underlining
underlining, borders
borders, shading
shading, or patterns
you want to apply. Microsoft Excel applies the selected formats only if the
cell value meets the condition or if the formula returns a value of TRUE.
• To add another condition,, click Add,, and then repeat
p steps p 3 throughg 5.You
can specify up to three conditions. If none of the specified conditions are
true, the cells keep their existing formats.

BASIC EXCEL TRAINING
Anna Torrijos
Conditional Formatting
 Setting up conditional formats
 Cell value is
 Formula is
 Clearing all formats

BASIC EXCEL TRAINING
Anna Torrijos
Using Formula in Conditional Formats

• To use a formula as the formatting

criteria (to evaluate data or a condition
other than the values in selected cells),
click Formula Is

 Tip:
p: To remove all conditional formats as well as all other cell
formats for selected cells, point to Clear on the Edit menu,
and then click Formats.

BASIC EXCEL TRAINING
Anna Torrijos
Auto Fill

BASIC EXCEL TRAINING
Anna Torrijos
Using AutoFill
 Select the first cell in the range you want to fill
 Enter the starting value to be repeated
 Position
P iti th the pointer
i t on th
the lower-right
l i ht corner off th
the selected
l t d
cell. The pointer changes to the fill handle ( a black plus sign)
 Drag
D the h fill hhandle
dl over the
h range ini which
hi h you want theh
value repeated

BASIC EXCEL TRAINING
Anna Torrijos
Fast AutoFill Tips
 Suppose you have a column full of values in column A. For
instance, you have values in the cells A3 through A417. Now,
suppose you want to fill adjacent cells in column B with sequential
values,
l 1 th
throughh 415
415. T
Try this:
thi
 In cell B3, place the value 1.
 In cell B4,
B4 place the value 22.
 Select the range B3:B4.
 Double-click on the AutoFill handle.
handle
 That's it! No dragging at all, and you now have cells B5:B417 filled
q
with sequential values !!!

BASIC EXCEL TRAINING
Anna Torrijos
Auto Fill
Initial selection Extended series
 Using auto fill 1, 2, 3 4, 5, 6

 Fill handle 9:00 10:00, 11:00, 12:00

Mon Tue, Wed, Thu

 Fast auto fill tips Monday Tuesday, Wednesday, Thursday

  Jan Feb,, Mar,, Apr

p

Jan, Apr Jul, Oct, Jan

Jan-99, Apr-99 Jul-99, Oct-99, Jan-00

15-Jan,, 15-Apr
p 15-Jul,, 15-Oct

1999, 2000 2001, 2002, 2003

1-Jan, 1-Mar 1-May, 1-Jul, 1-Sep,...

Qtr3 (or Q3 or Quarter3) Qtr4, Qtr1, Qtr2,...

text1, textA text2, textA, text3, textA,...

1st Period 2nd Period, 3rd Period,...

Product 1 Product 2, Product 3,...

BASIC EXCEL TRAINING
Anna Torrijos
Using Formula and Functions

BASIC EXCEL TRAINING
Anna Torrijos
How to Enter Formula
 Click the cell where you want to enter formula
 Type =.
 Enter the first argument,
argument which can be a number or cell
reference
 Enter an arithmetic operator
p
 Repeat steps 4 and 5 as needed to complete the formula
 Click the enter button on the formula bar,, or just
j ppress Enter

BASIC EXCEL TRAINING
Anna Torrijos
Formula & Functions
 Enter a formula
 Insert function window
 Using the formula bar
 Edit directly in cell
 AutoSum
 Basic functions
 Sum & Average
A erage
 Count & Counta
 Min & Max

BASIC EXCEL TRAINING
Anna Torrijos
Edit a Formula Using the Formula Bar
 The q
quickest wayy to do this is simply
p y to press
p F2. This tells Excel that yyou want
to edit the contents of a cell. When you press F2, it is highly possible that Excel
will simply expand the information in the cell and allow you to edit the
information directlyy in the cell itself. If you
y don't like this behavior, but instead
want F2 to activate the Formula bar, follow these steps:
 Choose Options from the Tools menu. Excel displays the Options dialog box.
 Make sure the Edit tab is selected.
selected
 Clear the Edit Directly In Cell check box.
 Click on OK.
 Now, whenever you press F2, the Formula bar is selected and you can edit the
formula there.

BASIC EXCEL TRAINING
Anna Torrijos
AutoSum
 Click the cell where you want to display calculation
 Click the AutoSum button on the Standard toolbar
 Click
Cli k Enter
E t

BASIC EXCEL TRAINING
Anna Torrijos
Functions?
 The Insert Function feature simplifies the process of writing
a formula that calculates various pieces of data by organizing
Excel’s
ce s built-in
u t formulas
o u as intoto catego
categories
es so that
t at tthey
ey aaree easy
to find and use

BASIC EXCEL TRAINING
Anna Torrijos
Sum, Count, Average
g
Using SUM Function

Enter the formula =SUM(range), where range is any range. This sums the numerical values
i the
in h range

Using COUNT Function

Enter the formula =COUNT(range), where range is any range. This produces the number
of numerical values in the range

Using AVERAGE Function

Enter the formula =AVERAGE(range) where range is any range. This produces the
average of the numerical values in the range

BASIC EXCEL TRAINING
Anna Torrijos
Example

In the diagram above the three functions used are as follows:

= SUM(B4:B7) 352 in cell B9
= AVERAGE(B4:B7)
( ) 88 in cell B10
= COUNT(B4:B7) 4 in cell B11

BASIC EXCEL TRAINING
Anna Torrijos
Min and Max
Using MAX and MIN Function

Enter the formula =MAX(range) or =MIN(range) where range is any range. These produce
th obvious
the b i results:
lt the
th maximum
i (or
( minimum)
i i ) value
l ini the
th range

BASIC EXCEL TRAINING
Anna Torrijos
 Converting Text
 Use the PROPER function to convert text to its proper case.
The Proper function is in the Text category in the Insert Function dialog box.
Example:
Text in uppercase: GEORGE W W. BUSH (in A1 Cell)
The function: =PROPER(A1)
Result: George W. Bush

 Use the UPPER & LOWER function to convert text to uppercase & lowercase.
The UPPER and LOWER function is in the Text category in the Insert Function dialog box.
Example:
Text in lowercase: george w.
w bush (in A1 Cell)
The function: =UPPER(A1)
Result: GEORGE W. BUSH
Text in Upper case: C:\MY DOCUMENTS\EXCELTIP.XLS (in A1 Cell)
The Function: =LOWER(A1)
Result - Text in Lower case : c:\my documents\exceltip.xls

BASIC EXCEL TRAINING
Anna Torrijos
 Joining text using formula

 Much like writing a formula to join text, as described, the Concatenate function
allows you to merge values from multiple cells into a single cell.

 Concatenating text in Excel is easy. For instance, if you have something in cell A2 and
you want to concatenate it with what is in cell B2, you can do so with this formula:
=A2 & B2
 You could include the // delimiters between the two values by simply adding them
into the proper place:
place
=A2 & "//" & B2

BASIC EXCEL TRAINING
Anna Torrijos
Absolute cell addressingg
Using Absolute / Relative Reference

Relative references - When you create a formula, references to cells or ranges are usually
based on their position relative to the cell that contains the formula.
Absolute references - If you dondon'tt want Excel to adjust references when you copy a formula
to a different cell, use an absolute reference.
Switching between relative and absolute references If you created a formula and want to
g relative references to absolute (and
change ( vice versa),
), select the cell that contains the
formula.
In the formula bar, select the reference you want to change and then press F4 Key.
Key
Each time you press F4, Excel toggles through the combinations:
Absolute column and Absolute row (for example, $C$1);
Relative column and Absolute row (C$1);
Absolute column and Relative row ($C1);
Relative column and Relative row (C1).
BASIC EXCEL TRAINING
Anna Torrijos
Charts
 Select the data range
g yyou want to chart. Make sure yyou include the data, and the column
and row labels
 Click the Chart Wizard button on the Standard toolbar
 Click a Chart Type
 Click a Chart Sub Type
 Click Next
 Verify the Data range, and then select to plot the data series in rows or columns
 Click Next
 Click on Chart Options Tab
 Titles tab
 Axes Tab
 Gridlines Tab
 Legend Tab
 D t Labels
Data Lb l TTabb
 Data Table Tab

BASIC EXCEL TRAINING
Anna Torrijos
Charts continued…
 Preview the options,
options then click Next
 Select to place on a new sheet or as an embedded object
 Click
Cli k Finish
Fi i h

BASIC EXCEL TRAINING
Anna Torrijos
Make that Chart Quickly!
 Sometimes ggoingg throughg the Chart Wizards seems to take
forever. If you want to put a chart into your workbook very
quickly, you can follow these two simple steps:
 Select the table on which the chart is to be based.
based
 Press F11.
 That's it! Excel inserts a new Chart worksheet before the
current worksheet, and bases the chart on the data in your table
and the default chart type you have set up. At this point you can
pperform whatever customization youy desire on the chart and
work with it as normal.

BASIC EXCEL TRAINING
Anna Torrijos
 Best Shortcuts Keys in Excel
Ctrl+Z Undo Ctrl+Shift+End Select Shift+F3 Paste
from active cell to last function window
cell in used range.

Ctrl+C Copy, =+FunctionName+Ctrl Insert

+A new function
Enter, Paste,
Ct l V
Ctrl+V M lti l P
Multiple Paste,
t
Ctrl+X Cut Ctrl+Shift+Home Select
from active cell to A1 Alt+F11 Open
VBE
Ctrl+F, Find,
Ctrl+H Find&Replace
Ctrl+Shift+Enter Array
formula
Ctrl+Page Move
Ctrl+P, Print, Down to the next sheet,
Ctrl+S, Ctrl+F4, Save, Close, Ctrl+Page Move Ctrl+F3, Define
Alt+F4 Close Up to the previous sheet F3 name, Paste name
Excel

Ctrl+Arrow Ctrl+Spacebar
p Select
Move
Shift+Spacebar columns, Select rows
to edge of region
Ctrl+Tab Move
to next open workbook

Ctrl+* Select Ctrl+1, Format

current region Ctrl+B, Ctrl+U cells, Bold, Underline

Ctrl+N Open Ctrl+; Current

Ctrl+A Select new workbook , Ctrl+shift+: date, Current time
all cells

Ctrl+Home Select
Ctrl+End A1
A1, Shift+F11 Insert
Select new worksheet
last cell in used range
BASIC EXCEL TRAINING
Anna Torrijos
 Using keyboard shortcuts

 To open the Insert Function dialog box:

Select an empty cell and press Shift+F3.

p a Function Arguments
To open g dialogg box:
Select a cell containing a formula and press Shift+F3.

 To insert a new Formula into a cell using the Function Arguments dialog box:

1. Select an empty cell, and then type the = sign.

2. Type the formula name and press Ctrl+A.
Example: type =SUM, and press Ctrl+A to open the Function Arguments window
 To insert a formula by typing it while being guided by the formula syntax tooltip:
1. Select an empty cell, and then type the = sign followed by the formula name and a ( sign.
Example: type = Average, and then press Ctrl+Shift+A.You will now see the syntax of the function.

BASIC EXCEL TRAINING
Anna Torrijos
Thank you !!!

BASIC EXCEL TRAINING
Anna Torrijos