Computer Software

Proficiency Training
Prepared by:
Ms. Bernabe P. Nalaunan
IT Officer / Instructor – CMDI Tagum Campus
Topic 1: Microsoft Excel
 Understanding the Basics

Excel is a spread sheet program in the Microsoft Office system.

You can use Excel:

 to create and format workbooks (a collection of spread sheets) in order to

analyse data and make more informed business decisions
 to track data, build models for analysing data, write formulas to perform
calculations on that data, pivot the data in numerous ways, and present
data in a variety of professional looking charts.
 Understanding the Basics

The Excel Window

 Understanding the Basics

Home Tab
 Understanding the Basics

Insert Tab
 Understanding the Basics

Page Layout Tab

 Understanding the Basics

Formulas Tab
 Understanding the Basics

Data Tab
 Understanding the Basics

Review Tab
 Understanding the Basics

View Tab
What’s New in Excel 2010?

The File Menu

What’s New in Excel 2010?

Enhanced Ribbon Toolbar

 Understanding the Basics

Opening Excel

Using Windows 7
 Click on the Start Button
 In the Search Program and Files box type Excel
 Click on Microsoft Excel 2010 from the Program
results
 The Microsoft Excel 2010 program will open,
displaying a new blank workbook file.
Understanding the Basics
Shortcut keys
Understanding the Basics
Shortcut keys
Understanding the Basics
Shortcut keys
Understanding the Basics
Creating a new Excel Workbook
Understanding the Basics
Saving an Excel File
 Understanding the Basics

Compatibility Issue
 Understanding the Basics

Opening an Existing Workbook

 Understanding the Basics

Closing a Workbook
 Move Around and Enter Data

Cell

A cell is the intersection of a column letter and a row

number.
The active cell address is displayed in the Name Box
and a dark border appears around the cell.
 Move Around and Enter Data

Types of Data

Text, numbers, dates or a formula may be typed into a

cell.
By default, text aligns to the left of the cell whereas
numbers, dates and formulas are right aligned.
 Move Around and Enter Data

Entering and Editing Data in a Cell

Select the cell you wish to enter the data into and type.
As you type, the data appears in the active cell and in the
formula bar.
A cancel mark X and an enter mark √ appears between the
name box and the formula bar. Click on the tick mark upon
completion of your entry or if you wish to delete the entry
click on the x
 Move Around and Enter Data

The Mouse Pointer

The shape of the mouse pointer changes shape

depending on where it is positioned within a cell.
Each shape carries out a different task.

white cross - use to select cells

double headed arrow - use to move and drag the
contents of the cell t o a different location
+ symbol - use for autofill or to copy contents of a
cell
 Move Around and Enter Data

Autofill

If you are entering a set series e.g. months of the

year or days of the week you can type one of the
series and then fill the rest of the series by using the
autofill handle.
 Move Around and Enter Data

Autofill

Fill Series
 Move Around and Enter Data

Autofill

Fill Series
 Move Around and Enter Data

Autofill
 Move Around and Enter Data

Basic sorting

1 To sort in alphabetical order:

 Move Around and Enter Data

Basic sorting

2 Output
Basic Formatting
The Home Tab – Basic Formatting
The Home Tab – Basic Formatting

Formatting Data

Font Formatting
The Home Tab – Basic Formatting

Formatting Data

Font Formatting
The Home Tab – Basic Formatting

Formatting Data

Font Formatting
The Home Tab – Basic Formatting

Formatting Data

Font Formatting
The Home Tab – Basic Formatting

Formatting Data

Font Formatting
The Home Tab – Basic Formatting

Formatting Data

Font Formatting
The Home Tab – Basic Formatting

Formatting Data

Data Formatting
The Home Tab – Basic Formatting

Formatting Data

Using Styles
The Home Tab – Basic Formatting

Formatting Data

Cell Alignment

Wrap Text

Merge and Centre

The Home Tab – Basic Formatting

Duplicating and Moving Data

Using Copy and Paste

s
The Home Tab – Basic Formatting

Rows and Columns

Inserting a Row

Alternatively,
The Home Tab – Basic Formatting

Rows and Columns

Inserting a Column

Alternatively,
The Home Tab – Basic Formatting

Rows and Columns

Inserting a Cell
The Home Tab – Basic Formatting

Rows and Columns

Deleting Columns or Rows

The Home Tab – Basic Formatting

Changing Column Widths or Row Heights

Column Width

Row Height
The Home Tab – Basic Formatting

Applying a Format to the Entire Worksheet

The Home Tab – Basic Formatting

Conditional Formatting
The Home Tab – Basic Formatting

Freeze Panes
Formula and Function
Formula and Function

Formulas in Excel

1 Functions
2 Cell references
3 Constants
4 Operators
Formula and Function

Create a Simple Formulas

1 Click the cell in which you want to enter the

formula.
2 Type = (equal sign).
3 Enter the formula by typing the constants and
operators that you want to use in the calculation.
4 Press ENTER.
Formula and Function

Create a Formula with Cell References

1 The first cell reference is B3, the color is blue, and

the cell range has a blue border with square corners.
2 The second cell reference is C3, the color is green,
and the cell range has a green border with square
corners.
Formula and Function

Create a Formula with Cell References

1. Click the cell in which you want to enter the

formula.
2. In the formula bar, at the top of the Excel window
that you use, , type = (equal sign).
3. Click on the 1st cell you want in the formula.
4. Enter an Operator such as +, or *.
5. Click on the next cell you want in the formula.
Continue steps 3 – 5 until the formula is complete
6. Hit the ENTER key on your keyboard.
Formula and Function

Create a Formula with Function

1. Click the cell in which you want to enter the

formula.
2. Click Insert Function on the formula bar. Excel
inserts the equal sign (=) for you.
3. Select the function that you want to use.
4. Enter the arguments.
5. After you complete the formula, press ENTER.
Formula and Function

Use Auto Sum

1. Select the cell where you would like your formulas

solution to appear.
2. Go to the Home tab, in the Editing group,
3. Click AutoSum, to sum your numbers or click the
arrow next to AutoSum to select a function that you
want to apply.
Formula and Function
IF and VLOOKUP Function
Formula and Function

Using IF Function

You use the IF function to ask Excel to test a condition and to return one value
if the condition is met, and another value if the condition is not met.

The syntax for Excel IF is as follows:

IF(logical_test, [value_if_true], [value_if_false])

Formula and Function

Using IF Function

IF function has 3 arguments:

1 logical_test - a value or logical expression that can be either TRUE or FALSE.
2 value_if_true - the value to return when the logical test evaluates to TRUE
3 value_if_false - the value to be returned if the logical test evaluates to FALSE
Formula and Function

Using IF Function
Formula and Function

Using IF Function
Formula and Function

Using IF Function
Formula and Function

Using VLOOKUP Function

VLOOKUP is a database function, meaning that it works with database tables –

or more simply, lists of things in an Excel worksheet.
Formula and Function

Using VLOOKUP Function

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Formula and Function

Using VLOOKUP Function

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Formula and Function

Using VLOOKUP Function

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Formula and Function

Using VLOOKUP Function

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Formula and Function

Using VLOOKUP Function

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Formula and Function

Using VLOOKUP Function

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Formula and Function

Using VLOOKUP Function

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END OF PRESENTATION

Thank you!