INFORMATION TECHNOLOGY

Operate a Spreadsheet Application

Unit No: ICAU1130B

Resource Booklet

Using Microsoft Office Excel 2007

2009

TABLE OF CONTENTSUsing safe work practices....................................................................................................1

Ergonomic requirements.......................................................................................................1Chair...................................................................................................................................1Desk................................................................................................................................... 1Computer...........................................................................................................................1

Work organisation..............................................................................................................1

Work area.......................................................................................................................... 1Rest periods.......................................................................................................................1Exercise breaks.................................................................................................................. 1

Conservation techniques.....................................................................................................1

Paper wastage................................................................................................................... 1Recycling............................................................................................................................1Energy and power use.......................................................................................................1

Understanding Excel...........................................................................................................1

Elements of the Worksheet...................................................................................................1

Spreadsheet Terminology......................................................................................................1

Working with Information...................................................................................................1

Navigating around the Worksheet........................................................................................1

Enter data into the worksheet............................................................................................1

Enter Text.............................................................................................................................. 1

Enter Numbers.......................................................................................................................1

Enter Dates and Times...........................................................................................................1

Select Cells and enter data..................................................................................................1

Enter the same data in a selection of cells.............................................................................1

Edit spreadsheet cells.........................................................................................................1

Modify an entry.................................................................................................................1Insert, delete, or replace cell contents..............................................................................1Cancel or undo edits..........................................................................................................1Clear cells of contents or formats......................................................................................1

Formatting a Workbook......................................................................................................1

Microsoft Office Excel 2007 iPrepared for Information Technology Faculty V1_8 May 2009

Insert and delete columns..................................................................................................... 1

Insert or delete rows..............................................................................................................1

Insert and delete multiple columns and rows........................................................................1

Hide Rows and Columns........................................................................................................1

Display hidden rows or columns............................................................................................1

To display the first hidden row or column on a worksheet....................................................1

Display all hidden rows and columns at once........................................................................1

Widening Columns.................................................................................................................1

Formatting Text..................................................................................................................1

Add borders - Font Group......................................................................................................1

Fill cells with colour - Font group...........................................................................................1

Text alignment - Alignment group.........................................................................................1

Format numbers and dates - Number group.........................................................................1

Format Painter...................................................................................................................... 1

Autoformat............................................................................................................................1

Sorting data........................................................................................................................1

Find and replace text..........................................................................................................1

Excel Help...........................................................................................................................1

Auto Fill..............................................................................................................................1

Printing...............................................................................................................................1

Print Preview......................................................................................................................... 1

Print the active worksheet.....................................................................................................1

Print the same area each time...............................................................................................1

Print a highlighted area of the spreadsheet..........................................................................1

Setting Worksheet Page Options.........................................................................................1

Change Margins.................................................................................................................... 1

Centre Worksheet on Page....................................................................................................1

Change Orientation...............................................................................................................1

Fit Worksheet on one Page....................................................................................................1

Gridlines and Row and Column Headings..............................................................................1

Microsoft Office Excel 2007 iiPrepared for Information Technology Faculty V1_8 May 2009

Headers and/or Footers.........................................................................................................1

Close headers and footers - Return to Normal View..............................................................1

Simple Functions and Formulas...........................................................................................1

Formula Examples.................................................................................................................1

Formula Construction............................................................................................................1

Formula Copying....................................................................................................................1

Formula Viewing....................................................................................................................1

Common formula errors........................................................................................................1

Function Construction............................................................................................................1

Most commonly used Functions............................................................................................1

Excel references..................................................................................................................1

Relative referencing...............................................................................................................1

Absolute referencing............................................................................................................. 1

Charts.................................................................................................................................1

Create a Chart....................................................................................................................... 1

Create a Quick Chart on Default Settings..............................................................................1

Chart Elements...................................................................................................................... 1

Select chart elements............................................................................................................ 1

Chart Terminologies.............................................................................................................. 1

Change a Chart’s Location.....................................................................................................1

Set your Chart Preference as the Default...............................................................................1

Change the Chart’s layout and format..................................................................................1Design Tab......................................................................................................................... 1Layout Tab......................................................................................................................... 1Format Tab........................................................................................................................ 1

Headers and Footers for Separate Charts..............................................................................1

Saving Charts.........................................................................................................................1Notes................................................................................................................................. 1

Microsoft Office Excel 2007 iiiPrepared for Information Technology Faculty V1_8 May 2009

Using safe work practices Ergonomic requirements

Workspace, furniture and equipment are adjusted to suit the ergonomic requirements of the user

Chair

Chair height should be set so that feet are flat on the floor (where a footrest has not been provided) and thighs are horizontal.

The backrest should provide firm lower back support so adjustment up or down, and/or backwards or forwards may need to be made until comfortable.

Armrests should not interfere with performance of general tasks.

Desk

The height of the desk or chair should be adjusted so that the surface of the desk is at elbow height (when sitting).

There should be plenty of room for legs below the desk surface Personal and stationery items should be arranged for easy access, to minimise

twisting and bending.

Computer

The monitor should be positioned after adjustments have been made to the desk or chair. It is recommended that the top of the screen be level with the eyes and be positioned about 50cm away from the body when seated.

The keyboard should be placed on the desk, as close to the user as possible. Allow room for it to be moved away when not in use. The angle of the keyboard can be adjusted by altering the supports underneath.

The mouse should be positioned next to the keyboard on the preferred side. Wrist should be straight whilst using the mouse with the desk supporting the wrist and not the arm.

Work organisationWork area

Work area should be kept uncluttered. Desks should only have on them what is really needed.

Trays should be used for sorting documents, and any documents that are finished with or will not be needed for some time, should be filed away.

Microsoft Office Excel 2007 Microsoft Help and Notes) 1Prepared by Karen Kennedy – V002 – 5/05/23

Rest periods

It is important to have frequent breaks away from the workstation. The recommended interval is ten minutes for each hour worked in front of a computer.

If unable to take this time out, work tasks should be varied. For example, phone calls could be made, filing or other work related tasks could be done for a few minutes.

Exercise breaks

Exercises should be done at regular intervals. Exercises for office workers can include head rolls, shoulder rolls, wrist stretch, back

arching, foot rotation and even eye exercises.

Conservation techniquesEnergy and resource conservation techniques are used to minimise wastage in accordance with organisational and statutory requirements

Paper wastage

Proofread and edit documents on screen before printing Don't print more pages than needed, use the "print range" function of software to

only print those pages which have been edited Print on both sides of your paper where possible Use scrap paper from printed documents no longer needed. Write on the back for

informal notes or memos Use the duplex facility of the photocopier.

Recycling

Paper should be saved for recycling where possible - if the information is confidential, it can be shredded before disposal into a recycling container

Use recycled paper products wherever possible Reuse office products such as folders, envelopes and packaging materials.

Energy and power use

Use the "power save" feature of your printer, if available Switch off lights and equipment when not required.

Microsoft Office Excel 2007 2Prepared for Information Technology Faculty V1_8 May 2009

Formula Bar

Quick Access Toolbar The Ribbon

Horizontal Scroll Bar

Vertical Scroll Bar

Expand Formula Bar

Name Box

Zoom

Worksheet Tabs

Active Cell

Page Layout View

Insert New Worksheet Tab

Page Break Preview

Row Labels

Column Labels

Normal View

Understanding ExcelA spreadsheet is an online version of an accountant's worksheet, which can automatically do most of the calculating (and recalculating) for you. You can do budgets, analyse data, generate sorted lists, create charts or keep track of your grades.

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.

Elements of the Worksheet

Microsoft Office Excel 2007 3Prepared for Information Technology Faculty V1_8 May 2009

Spreadsheet Terminology

Worksheet The tab of a workbook in which you enter and manipulate data. It is organised into a grid containing vertical columns and horizontal rows.

Rows Run horizontally across spreadsheet and are numbered 1, 2, 3, 4

Columns Run vertically down the spreadsheet and are labelled A, B, C, D

Cell The intersection of a row and a column is called a cell. Cells are identified by cell Coordinates ie, where column and row meet A1, B6.

Active Cell The cell that you are working in. It is identified by a dark line around the border of the cell.

Cell Range A range of cell references that can be given a name to simplify formulas and are easier to remember than cell co-ordinates. Range names can easily be found with Edit/Go To or Name Box. They are separated with a colon A1:B6. A range can be one cell or multiple cells.

OperatorsSymbols used in formulas to perform mathematical functions.

/ for division, * for multiplication, + for addition, - for subtraction (Parenthesis change the order of the way in which formula is

calculated ie. 3 + (2 * 2) = 7, (3 + 2) * 2 = 10.

Microsoft Office Excel 2007 4Prepared for Information Technology Faculty V1_8 May 2009

TextUsually describe a name or product description. For example, headings, notes, explanatory text, notations descriptive text. By default, labels are left aligned.

Numeric Values

Numbers typed directly into a spreadsheet cell. For example: numbers, dates or times, numeric characters such as $, commas and decimal points. Values are used in arithmetic functions and formulas. By default, values are right aligned. If you wanted values as text they must be preceded by a single quotation mark. If used in a formula use double quotation marks

Formulas/Functions

A formula is a worksheet entry that performs a calculation. A Function is an equation that calculates a new value from existing values. They always begin with an equal sign (=). Formulas are displayed in the Formula bar and the result displayed in the cell in which you are working. Functions are formulas that add, find max, min and average of numeric values. For example: SUM, AVG, MIN, MAX.

TemplatesA skeleton Worksheet with titles, headings and formulae. New spreadsheets are created on existing templates. Templates save time by having required formats established. New data only needs to be entered.

Microsoft Office Excel 2007 5Prepared for Information Technology Faculty V1_8 May 2009

Working with InformationNavigating around the Worksheet

To cell A1 Ctrl Home

Bottom right cell of working area Ctrl End

Beginning of current row Home

One screen up or down Page up/Page down

One cell down Enter

One cell right Tab

One cell up, down, right or left Direction keys on keyboard (left, right, up, down arrows)

Home Tab, Editing Group, Find & Select Button, Goto [F5].

Takes you to cell reference indicated in reference box.

Enter data into the worksheetEnter Text1. Click in the required cell.2. Type data and press [ENTER] or [TAB] or

ARROW KEYS. You can also click the tick on the Formula Bar. To abandon an entry, press [ESC] or click the cross on the Formula Bar.

Note: To enter data on a new line within a cell, enter a line break by pressing ALT+ENTER. If

entering large amounts of data, expand the formula bar by clicking on the button to the right of the formula bar.

Enter Numbers1. Click in the required cell.2. Type data and press [ENTER] or [TAB] or ARROW KEYS. You can also click the tick on

the Formula Bar. To abandon an entry, press [ESC] or click the cross on the Formula Bar.

Note: When you type figures in the spreadsheet DO NOT type in dollar signs, spaces or commas: Example: 45670 NOT $45,670 or 45 670 or 45,670. You format the cells later.

Microsoft Office Excel 2007 6Prepared for Information Technology Faculty V1_8 May 2009

Enter Dates and Times1. To enter a date, use a slash mark or a hyphen to separate the parts of a date;

for example, type 9/5/2002 or 5-Sep-2002. 2. To enter a time that is based on the 12-hour clock, enter the time followed by

a space, and then type a or p after the time; for example, 9:00 p. Otherwise, Excel enters the time as AM.

Note: To enter the current date press CTRL+;. To enter the current time, press CTRL+SHIFT+; (semicolon).

Select Cells and enter data

To select Do this

A single cell Click the cell, or press the arrow keys to move to the cell.

A large range of cells

Click the first cell in the range, and then hold down SHIFT while you click the last cell in the range. You can scroll to make the last cell visible.

You can also select the first cell in the range, and then press F8 to extend the selection by using the arrow keys. To stop extending the selection, press F8 again.

All cells on a worksheet

Click the Select All button.

To select the entire worksheet, you can also press CTRL+A.

NOTE If the worksheet contains data, CTRL+A selects the current region. Pressing CTRL+A a second time selects the entire worksheet.

Nonadjacent cells or cell ranges

Select the first cell or range of cells, and then hold down CTRL while you select the other cells or ranges.

An entire row or column

Click the row or column heading.

Row heading

Column heading

Microsoft Office Excel 2007 7Prepared for Information Technology Faculty V1_8 May 2009

Enter the same data in a selection of cells1. Select the cells you want the data entered into.2. In the active cell, type the data, and then press CTRL + [ENTER]. 3. To cancel a selection of cells, click any cell on the worksheet.Note: You can also enter the same data into several cells by using the to

automatically fill data in worksheet cells.

Edit spreadsheet cellsModify an entry1. Double click directly in the cell to be modified [F2].or click in formula bar 2. Use direction keys and [BACKSPACE] key to make necessary modifications.3. Press [ENTER].

Insert, delete, or replace cell contents1. To insert characters, click in the cell where you want to insert them, and then

type the new characters. 2. To delete characters, click in the cell where you want to delete them, and then

press [BACKSPACE], or select the characters and then press [DELETE]. 3. To replace specific characters, select them and then type the new characters. 4. To turn on Overtype mode so that existing characters are replaced by new

characters while you type, press [INSERT].

Cancel or undo edits1. Before you press [ENTER ] or [TAB], you can press [ESC] to cancel any edits that you

made to the cell contents -OR- press CTRL+Z, -OR- click the Undo button on the Quick Access Toolbar.

Clear cells of contents or formatsYou can clear cells to remove the cell contents (formulas and data), formats (including number formats, conditional formats, and borders), and any attached comments. The cleared cells remain as blank or unformatted cells on the worksheet.

1. Click the Home tab, Editing group2. Click the arrow next to the Clear button , and then do one of the following:

To clear all contents, formats, and comments that are contained in the selected cells, click Clear All.

To clear only the formats that are applied to the selected cells, click Clear Formats.

To clear only the contents in the selected cells, leaving any formats and comments in place, click Clear Contents.

To clear any comments that are attached to the selected cells, click Clear Comments.

Microsoft Office Excel 2007 8Prepared for Information Technology Faculty V1_8 May 2009

Formatting a WorkbookInsert and delete columns1. To insert a column, click a cell or select a column immediately to the right of

where you want to insert a new column. 2. Click on the Home tab, Cells group.3. Click the arrow on Insert4. Click Insert Sheet Columns. 5. To delete a column, click a cell in the column or select a column. 6. Click on the Home tab, Cells group.7. Click the arrow on Delete. 8. Click Delete Sheet Columns. 9. To insert or delete another column after you've done one, press [F4].

Insert or delete rows1. To insert a row, click a cell or select a row immediately below where you want to

insert a new row. 2. Click on the Home tab, Cells group.3. Click the arrow on Insert4. Click Insert Sheet Rows. 5. To delete a row, click a cell in the row or select a row. 6. Click on the Home tab, Cells group.7. Click the arrow on Delete. 8. Click Delete Sheet rows. 9. To insert or delete another column after you've done one, press [F4].

Insert and delete multiple columns and rows1. Select the required number of columns/rows you want to insert/delete.2. Click on the Home tab, Cells group.3. Select your options.

Note: You can also use your right-mouse to insert and delete rows and columns. This is useful when working with multiple rows and columns.

Hide Rows and Columns1. Select the row/s or column/s to be hidden2. Click on the Home tab, Cells group3. Click Format.

Under Visibility, point to Hide & Unhide, and then click Hide Rows or Hide Columns. - OR-

Under Cell Size, click Row Height or Column Width, and then type 0 in the Row Height or Column Width box.

Note: You can also right-click a row or column (or a selection of multiple rows or columns), and then click Hide.

Microsoft Office Excel 2007 9Prepared for Information Technology Faculty V1_8 May 2009

Display hidden rows or columns1. Select rows above/below the rows you want to unhide or the columns to the

left and right of the columns you want to unhide.2. On the Home tab, Cells group, click Format. 3. Under Visibility, point to Hide & Unhide, and then click Unhide Rows or

Unhide Columns -OR- Under Cell Size, click Row Height or Column Width, and then type the value that you want in the Row Height or Column Width box.

To display the first hidden row or column on a worksheet1. Select it by typing A1 in the Name Box next to the formula bar2. On the Home tab, Cells group, click Format. 3. Under Cell Size, click Row Height or Column Width, and then type the value

that you want in the Row Height or Column Width box. You can also select it by using the Go To dialog box. On the Home tab, under Editing, click Find & Select, and then click Go To. In the Reference box, type A1, and then click OK.

Note: You can also right-click the selection of visible rows and columns that surround the hidden rows and columns, and then click Unhide.

Display all hidden rows and columns at once1. Select all the cells in the Spreadsheet.2. On the Home tab, in the Cells group, click Format. 3. Under Visibility, point to Hide & Unhide, and then click Unhide Rows or Unhide

Columns -OR- Under Cell Size, click Row Height or Column Width, and then type the value that you want in the Row Height or Column Width box.

Widening ColumnsThere are a number of methods you can use to adjust the column width.

1. Click the cell for which you want to change the column width. 2. Click on the Home tab, Cells group,3. Click Format. 4. Under Cell Size, do one of the following:

To fit all text in the cell, click AutoFit Column Width. To specify a larger column width, click Column Width, and then type

the width that you want in the Column width box -OR-

5. Click and hold down mouse on the vertical line shown between column headings and drag it to required size -OR- double clicking on the line border will choose the best fit based on the largest cell entry in the column.

Microsoft Office Excel 2007 10Prepared for Information Technology Faculty V1_8 May 2009

Formatting Text There are a number of tools available on the Home Tab to format your workbook.

Add borders - Font Group1. Select cells to draw a border around.

2. Select the Border button .3. Select required border – you can choose the line style, colour, and cell borders to apply.

Fill cells with colour - Font group1. Select cells to fill.2. Select the Fill button and choose your colour.

Text alignment - Alignment group There are several options for aligning text in a cell. Firstly, select the text and use the appropriate buttons to format text.

1. indent/decrease indent of text

2. align text using the left, right, centre, justify, top or bottom vertical and horizontal alignments.

3. rotate text to any angle .

4. wrap text within a cell .

5. merge and centre text .

Format numbers and dates - Number groupExcel has a variety of different ways that cells containing numbers and dates can be formatted.

1. Click on the General drop down arrow.2. Choose your number format.3. Click the More Number Formats button for more format options.

To access further formatting options you can click on the Dialogue Box Launcher located on the bottom right-hand side of each group.

Microsoft Office Excel 2007 11Prepared for Information Technology Faculty V1_8 May 2009

Format PainterFormat Painter can be used to quickly copy formatting from one cell to another.

1. Select the cell/s with the formatting to be copied.2. Click on the Home Tab, Clipboard group.3. Click on the Format Painter button.4. Drag over the cell/s to receive the formatting.5. Click back on Format Painter button or press [ESC] to finish.

Note: Double clicking on the Format Painter button enables the formatting to be copied to other text many times. Press [ESC] when finished.

AutoformatYou can quickly format your worksheet data by applying a predefined table style. However, when you apply a predefined table style, a Microsoft Office Excel 2007 table is automatically inserted for the selected data. If you don't want to work with your data in a table, you can convert the table to a regular range while keeping the table style formatting that you applied.

1. On the worksheet, select a range of cells that you want to format by applying a predefined table style.

2. Click on the Home tab, Styles group.3. Click Format as Table. 4. Under Light, Medium, or Dark, click the table

style that you want to use. 5. Click anywhere in the table. This displays the Table Tools, adding the Design tab.6. On the Design tab, Tools group.7. Click Convert to Range. You can also right-click the table, click Table, click

Convert to Range.

Sorting data1. Click in the table you want to sort. 2. Click on the Home tab, Editing group.3. Click Sort & Filter. Choose Ascending or Descending.

Find and replace text1. Click on the Home tab, Editing group.2. Click Replace. 3. Click the Replace tab. 4. In the Find what box, type the text that you want to search for. 5. In the Replace with box, type the replacement text. Click Find Next. 6. To replace an occurrence of the text, click Replace. After you click Replace,

Office Word 2007 moves to the next occurrence of the text. 7. To replace all occurrences of the text, click Replace All.

Note: To cancel a replacement in progress, press ESC.

Microsoft Office Excel 2007 12Prepared for Information Technology Faculty V1_8 May 2009

Excel HelpWays to access help in Excel 2007 are as follows:

1. Click the question mark in the top right hand corner of the Word screen or use the F1 shortcut. Type your search string in the Search box.

To customise your search click the drop down arrow to the right of the search box.

2. Click the Table of Contents button ( ) on the Help toolbar.

3. Click the Help icon on the top right-hand side of dialogue boxes, if available. Not all dialogue boxes have this option.

4. Use manuals or research forums, internet sites and PC magazines.

Auto FillExcel’s Auto Fill feature makes it quick and easy to enter a series of data into a range of cells. Note: You can also use the Fill button in the Editing group on the Home tab.

1. Type the initial data for the series2. Select the cell/s containing this data.3. Move the mouse pointer to the bottom right corner of the selection called the fill

handle, where the mouse pointer becomes a cross.4. Drag the selection to generate the data required.

Tip: Hold down Ctrl while extending a single number (eg 1) to generate an incrementing result (ie 2, 3 4, …). This option will also work when you want to prevent incrementing text.

Printing There are many different options that can be chosen to print your spreadsheet, depending on what is required. Before printing it is wise to preview the intended print selection, so that any formatting adjustments can be made at this point.

Microsoft Office Excel 2007 13Prepared for Information Technology Faculty V1_8 May 2009

Print Preview1. Click the worksheet or select the worksheets that you want to preview.

2. Click the Microsoft Office Button , click the arrow next to Print, and then click Print Preview. Keyboard shortcut You can also press [CTRL+F2].

3. To preview the next and previous pages, on the Print Preview tab, in the Preview group, click Next Page and Previous Page.

4. To make page setup changes, on the Print Preview tab, in the Print group, click Page Setup, and then select the options that you want on the Page, Margins, Header/Footer, or Sheet tabs of the Page Setup dialog box.

Note: You can also add the Print Preview button to the Quick Access Toolbar.

Print the active worksheet1. Click on the Microsoft Office Button .2. Click on Print.3. In the Print What Section.4. Click on the Active Worksheet/s radio button.

Print the same area each timeSelect the cells you want to print and set this as Print Area. Once a Print Area is defined, Excel will only print cells included in the Print Area until it is deleted or redefined.

1. Select cells to include in Print Area.2. Click on Page Layout tab, Page Setup group.3. Click on Print Area button.4. Click on Set Print Area.5. To clear the Print Area, click on Clear Print Area.

Print a highlighted area of the spreadsheet1. Select area to print.

2. Click on the Microsoft Office Button .3. Click on Print.4. In the Print What Section.5. Click on the Selection radio button and OK.

Setting Worksheet Page OptionsChange Margins1. Click on the Page Layout tab, Page Setup group.2. Click Margins. 3. Make your changes.

Microsoft Office Excel 2007 14Prepared for Information Technology Faculty V1_8 May 2009

Centre Worksheet on Page1. Click on the Page Layout tab, Page Setup group.2. Click Margins, Custom Margins.3. Under Center on page, select the Horizontally or Vertically check box.

Change Orientation1. Click on the Page Layout tab, Page Setup group2. Click Orientation. 3. Select your orientation.

Fit Worksheet on one Page1. Click on the Page Layout tab, Scale to Fit group2. Make adjustments in the Scale: box. 3. You can also click on the Page Setup Dialogue Box Launcher and make your

adjustments in the Fit to box.

Gridlines and Row and Column Headings1. Click on the Page Layout tab, Sheet Options group2. Check or uncheck Gridlines and Headings View check boxes. 3. You can also click on the Page Setup Dialogue Box Launcher.

Headers and/or Footers1. Click the worksheet to which you want to add headers or footers, or that

contains headers or footers that you want to change. 2. On the Insert tab, in the Text group, click Header & Footer. 3. Click the left, center, or right header or footer text box.4. Choose your header and footer information or type in the text

you want. You can use predefined headers and footers by clicking on Header and Footer buttons.

5. You can also click on the Page Layout tab Page Setup group, click the Dialog Box Launcher next to Page Setup.

6. On the Header/Footer tab, click Custom Header or Custom Footer.

Close headers and footers - Return to Normal View1. On the View tab, in the Workbook Views group, click Normal - OR-

click on the Normal view button on the Status bar.

Microsoft Office Excel 2007 15Prepared for Information Technology Faculty V1_8 May 2009

15300

Simple Functions and FormulasA formula entered into a cell will perform a calculation using data in other cells. A formula always starts with an = sign and can include mathematical operators:

Operator Symbols+ Addition / Division- Subtraction * Multiplication% Percent ^ Exponential

Formula Examples

Addition =C10+C13 Adds the contents of C10:C13

Subtraction =C12-C14 Subtracts cell C14 from cell C12

Multiplication =B5*BI2 Multiplies cell B5 by B12

Division =BS/B12 Divides cell B5 by B12

Percentage =A4*.15 or 15% Find 15% of the value in A4

Note: Excel calculates its numeric data in this order. Brackets change the order of calculation ie which part of formula is calculated first, for example =(A1+B12)*C3 or A1+(B2*C3)

BODMAS Brackets of division multiplication addition and subtraction() of / * + -

Formula Construction1. Select the cell to contain the formula.2. Enter = sign.3. Type in the formula.4. [Enter].

Formula Copying1. Position cursor on cell where the formula is to be copied from2. Position pointer on FILL HANDLE (small box on lower right corner)3. When the cursor changes to a cross, drag fill handle down or

across the cells where the formula is to be copied to.

Note: If you double click on the fill handle when copying cells down it will fill all adjacent cells. This does not work for filling cells horizontally placed in the grid.

Formula Viewing1. Press Ctrl ~ (Tilde symbol, situated next to 1 on keyboard). Press again to turn off).

Microsoft Office Excel 2007 16Prepared for Information Technology Faculty V1_8 May 2009

Common formula errors Formula errors can result in error values as well as cause unintended results.

#VALUE! The formula uses a wrong type of operand or argument. Check to see that you are not performing math operations on labels or that arguments of functions that need to be numeric are not referring to cells containing labels.

#DIV/0! You are trying to divide be zero. Correct the divisor. If the divisor is a cell reference, check that it is not empty.

#NAME? Occurs when Excel does not recognise text in a formula. If you used a name you defined, check its spelling. You can avoid this error

by selecting a name in the Name Box. If you typed in a function, check its spelling or verify that such a function

exists. If you are performing operations on text, enclose it in double quotes “ “.

#N/A Occurs when a value is not available to a function or formula. Click the cell that displays the error, click the button that appears, and then click Trace Error if it appears.

#REF! A cell reference is not valid. This happens if you deleted cells referred to in the formula or pasted moved cells on cells referred to in the formula. You will need to re-enter the formula.

#NULL! Occurs when you specify an intersection of two areas that do not intersect. The intersection operator is a space between references.Make sure you are using a correct range operator ie colon (:) or comma (,) to separate two ranges. Change cell ranges so they intersect.

Function ConstructionA function is a predefined formula which needs you to specify values (through cell references). Examples are:

Function Defined=SUM(range of cells) returns the sum of the selected cells=AVERAGE (range of cells) returns the average of the selected cells=MAX(range of cells) returns the highest value of the selected cells=MIN(range of cells) returns the lowest value of the selected cells=COUNT(range of cells) returns the number of values of the selected cells

You can enter a function into a spreadsheet the following ways:

1. Type the function directly into a cell and auto complete will help you choose your function.

2. Use the AutoSum button on the Home tab, Editing group ... 3. Use the AutoSum button on the Formulas tab, Function Library group.4. Use the fx button on the Formulas tab, Function Library group.5. Use the fx button on the formula bar.

Microsoft Office Excel 2007 17Prepared for Information Technology Faculty V1_8 May 2009

Most commonly used Functions

Function DescriptionSUM Calculates the sum of the numbers.

Syntax: =SUM(number1,number2)AVERAGE Calculates the average of the numbers.

Syntax: =AVERAGE(numberl, number2,...)MAX or MIN Calculates the maximum or minimum of the numbers.

Syntax: =MAX(numberl, number2,...)Syntax: =MIN(number 1, number2, ...)

COUNT Calculates how many numbers are in the values or cellreferences supplied. Blank or text cells are ignored.Syntax: =COUNT(number 1, number2, ...)

TODAY Displays today's date based on the computer's clock.Syntax: =TODAY0

NOW Displays today's date and time based on the computer's clock.Syntax: =NOW0

Excel referencesA 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.

Relative referencingWhen you create a formula in a spreadsheet, references to other cells are usually expressed in terms of relative position. For instance if the formula =A3 is entered into cell B5, the cell referred to is found two cells above and one to the left.

If the formula in cell B5 is copied down one row into cell B6, the formula will adjust automatically to refer to the cell which is two cells above and one to the left i.e. A4

Microsoft Office Excel 2007 18Prepared for Information Technology Faculty V1_8 May 2009

Absolute referencingIf, as the user, you require copied formula always to refer to exactly the same cell, use absolute referencing. To prevent Excel from changing the value of a column or row when copying, precede it with a $ sign.

Using the example to the right, if the formula in cell B5 is written as =$A$3, is copied down one cell, the $ prevents the formula changing. Thus the formula which is copied into cell B6 is still =$A$3

To change a cell reference from relative to absolute, select the reference in the formula bar and press the F4 key.

On occasions it is necessary to allow only the row or the column to change but not both. The table below shows the combinations of relative and absolute references which are possible and their effect when being copied.

Both column and row change

Column does not change but row changes

Column changes but Row does not change

Both Column and Row remain unchanged

=B5 =$B5 =B$5 =$B$5

ChartsCharts are visually appealing and make it easy for users to see comparisons, patterns, and trends in data. For instance, rather than having to analyse several columns of worksheet numbers, you can see at a glance whether sales are falling or rising over quarterly periods, or how the actual sales compare to the projected sales.

There are many different chart types available such as column, bar line and pie to name a few. Charts can be customized to suite your requirements and can be stored in the current workbook as a separate chart sheet -OR- as an embedded chart on a worksheet alongside the relevant data.

Create a Chart1. Select the cells that contain the data that you want to use for the chart. 2. Click on the Insert tab, Charts group3. Do one of the following:

Click the chart type, and then click a chart subtype that you want to use.

To see all available chart types, click a chart type, and then click All Chart Types to display the Insert Chart dialog box, click the arrows to scroll through all available chart types and charts subtypes, and then click the ones that you want to use.

Microsoft Office Excel 2007 19Prepared for Information Technology Faculty V1_8 May 2009

Create a Quick Chart on Default Settings When you select your data and press [F11] (chart is displayed on a separate sheet) or ALT+[F1] (chart is embedded).

Chart Elements

HOUSE PAYM

ENT

CAR PAYMEN

T

ELECTR

ICITYFO

ODRATES

CLOTH

ING$0.00

$100.00$200.00$300.00$400.00$500.00$600.00$700.00$800.00

Quarterly Budget

JANFEBMAR

Items

Amount

Select chart elementsOn a chart, click the chart element that you want to select - OR- select a chart The element that you select will be clearly marked with selection handles.

1. Click a chart. The Chart Tools Tab appears.2. Click on the Format tab Current Selection group 3. Click the arrow next to the Chart Elements box.4. Click the chart element that you want to work with -OR-

click the element in the Chart -Or- right-mouse click on the chart element.

Chart TerminologiesAxis A 2-D chart has 2 axes: X category axis (normally horizontal)

Y axis (normally vertical).

A 3-D chart has 3 axes: X and Y (horizontal surface) Z is the vertical axis.

Categories: Label names of items to be presented by the chart. (Usually on the X axis).

Data Series: Range of cells (values) to be plotted for a specific category. For example, all numbers in one row or one column of data.

Microsoft Office Excel 2007 20Prepared for Information Technology Faculty V1_8 May 2009

Legend

X Axis

Plot Area

Data Series

Gridlines

Category Horizontal Labels

Y Axis

Legend: Key used to identify various chart series. If series labels are included in the worksheet selection they will be used in the legend, otherwise the legend will display Series 1, Series 2 etc.

Change a Chart’s LocationBy default, the chart is placed on the worksheet as an embedded chart. To place the chart on a sheet of its own:

1. Click the embedded chart or the chart sheet to select it and to display the chart tools.

2. Click on the Design tab, Location group.3. Click Move Chart. 4. Under Choose where you want the chart to be placed, click New sheet5. Give the Sheet.6. Click OK.

Note: If you decide to embed the Chart after putting it in a new sheet you follow the above steps to embed the chart again.

Set your Chart Preference as the DefaultIf you use a specific chart type frequently when you create a chart, you may want to set that chart type as the default chart type.

1. Select the cells that contain the data that you want to use for the chart. 2. Click on the Insert tab, Charts group.3. Select the chart type and click on All Chart Types.4. Select your chart and chart subtype5. Click Set as Default Chart.

Change the Chart’s layout and formatWhen working with a Chart (ie the chart is selected), the chart tools become available and the Design, Layout, and Format tabs are displayed. You can use the commands on these tabs to modify the chart so that it presents the data the way that you want.

Design Tab

Microsoft Office Excel 2007 21Prepared for Information Technology Faculty V1_8 May 2009

Layout Tab

Format Tab

Headers and Footers for Separate ChartsWhen creating Charts on separate sheets, Headers and Footers must be added, even though you have already put them on the worksheet. Each new sheet you edit requires its own Headers and Footers.

Saving ChartsCharts are automatically saved when the Spreadsheet is saved and any change in the worksheet results in a change to the Chart.

Microsoft Office Excel 2007 22Prepared for Information Technology Faculty V1_8 May 2009

Notes

Microsoft Office Excel 2007 23Prepared for Information Technology Faculty V1_8 May 2009