EXCEL FUNDAMENTALS

Microsoft Excel represents the most important

spreadsheet that manipulates and processes
several kind of data, mainly, numeric data, which
are organized into many rows and columns.

The most important Excel features:

Providing an efficient screen dashboard
Formatting and Editing Worksheets
Building Formulas and Performing Data Analysis
Managing Excel Databases
Creating different kind of Charts
Analyzing Data with Decision Support System Tools
Performing What-If Analysis

EXCEL SCREEN. STRUCTURAL ELEMENTS

Ribbon

Worksheet

Status Bar

Excel fundamentals. Dashboard

Title line Windows buttons (minimize, maximize/restore, close);

Application title, File name, Quick Access Toolbar, Microsoft Excel icon.
Tabs line File, Home, Insert, Page Layout, Formulas, Data, Review, View.
Dashboard command buttons perform the Excel operational commands.
Name Box: a rectangular area at the left-end of the formula bar that always
shows up the reference (address) of the active cell (A1), regardless of where
we scroll along or across the worksheet.
Formula Bar: a bar placed just below the Ribbon that we use to enter and
3
edit values or formulas in worksheet cells. In fact, the formula bar displays
the constant value or formula stored, at a given time, in the active cell.

EXCEL SCREEN. WORKSHEET

Columns
go
top
bottom
Columns
go from
from
top to
to
bottom
There
are
letters
across
on
on the
the worksheet,
worksheet, vertically
vertically
the
top
and
numbers
(column
(column headings
headings are
are letters)
letters)
down the left side
Rows
Rows go
go from
from left
left to
to right
right on
on
the
the worksheet,
worksheet, horizontally
horizontally
(row
(row headings
headings are
are numbers)
numbers)

Worksheet represents the primary document that allows us to store and work with
data in its workspace, consisting of cells that are organized into columns and rows.
The worksheet contains 16.384 columns in all, identified by letters
from first column A through XFD (after column Z comes column AA,
after AZ comes BA, and so on, up to the last worksheet column XFD)
The worksheet contains 1.048.576 rows, identified by numbers
4
There are 17.179.869.184 cells identified by addresses (also-called references)

Excel fundamentals. Status Bar

At the left-end of the status bar Excel displays some information

about what is happening in its workspace. For example:
Ready Excel is waiting for an entry
Enter the user is typing into the worksheet cell
Edit the user is making double-click into the cell that contains data
Also at the left side of the status bar Excel displays various
keyboard modes that the user can turn on or turn off. For example:
Caps Lock appears when the user pressed the Caps Lock
key
5
Num Lock appears when the user activated the numeric keypad

Status Bar. Autocalculate feature

When two or more cells are selected and at least one of them
contains a value, normally Excel displays the sum, the count and
the average of the values in the selected range and this is called
the AutoCalculate feature. If we right-clicks the area, a shortcut
menu appears, that has other options we can choose from
(Minimum, Maximum, Numerical Count).
Shortcut menu:
a menu that shows
a list of options
relevant to a
particular
worksheet item
(range of numbers)
6

Fill data automatically in cells

A. Using Ctrl+Enter keyboard shortcut to place any kind
of information into multiple cells simultaneously
To enter the same data into multiple worksheet cells, the
user has to press the Ctrl+Enter keyboard shortcut,
this way, the same information will be inserted into each
cell in the range of the selected cells.
B. Filling-in a series of numbers or dates:
1. Select the first cell in the range you want to fill and enter
the starting value for the series;
2. Enter a value in the next cell to establish a pattern (the
incremental step);
3. Select the cells that
contain the starting values, at least
Fill-handle
2 cells;
4. Drag the fill handle over the range you want to fill:
. in increasing order - drag down or to the right
. in decreasing order - drag up or to the left;
5. Release the mouse button and Excel will automatically

Incremental
step is 3

Creating a custom fill series

A custom fill series is a set of data that is used to fill a
column or a row in a repeating pattern; for example,
North, South, East, West. You can create a custom fill
series from existing items that you've listed on a
worksheet, or you can type the list from scratch.
Microsoft Office Excel provides day-of-the-week and
month-of-the-year built-in lists (abbreviated and extended
format), but the user can also create his own custom list.
There are two ways to create a custom list:
If our custom list is short, we can type the values
directly in the dialog box, so we can Create a custom
list by typing in values;
On the contrary, if the custom list is long, we can import
it from a range of cells, so we can Create a custom list
starting from an existing item.
8

Creating Custom lists. Steps

1. Activate the File tab

2. On the File window select

the Options command

Creating Custom lists. Steps

3. On Excel Options dialog box, select Advanced option and

activate Edit Custom Lists button.

Creating Custom lists. Importing items

Predefined custom
lists

To use the selected list,

click Import button

Creating Custom lists. New list

To type a new list, select New list in the Custom lists

box, and then type the entries in the List entries box,
starting with the first entry.
When the list is complete, click the Add button.
12

Enter data in worksheet cells

Change or delete a custom fill series

In
In the
the
Custom
Custom
lists
lists box,
box,
select
select the
the
list
list you
you
want
want to
to
change
change or
or
to
to delete
delete
To
To edit
edit the
the list,
list, make
make the
the changes
changes
you
you want
want in
in the
the List
List entries
entries box,
box, and
and
then
then click
click Add
Add button
button

To
To delete
delete the
the list,
list,
simply
simply click
click Delete
Delete
button
button

Cell and range references

The worksheet headings combine to form the

cell address (also called the cell reference).
To refer to any cell in worksheet we must
Activeenter
cellthe column letter followed by the
simply
number the
(forbasic
example,
B5 refers
to the
Worksheet cellrow
represents
structural
component
cell atinintersection
of column
with row
of Excel worksheet,
fact, a rectangular
areaBwhere
the
5).stores any kind of information (numeric
user enters and
data, characterThe
string,
information,
formulas,
rangedate-type
of cells represents
a number
of
Excel predefined
functions).
adjacent
cells which have like coordinates
the appropriate rows and columns.
B5

Depending on the number of cells and their

position on the worksheet, there are four
types of ranges, as follows: cell-range;

Cell and range references

Thecell-range
cell-rangeaddress
address
The
combinesaaletter
letterrepresenting
representing
combines
theheading
headingcolumn
columnwith
withaa
the
numberrepresenting
representingthe
the
number
Horizontalheading
range row
C3:G3
heading
row

Cell-range
B5

Vertical
range
B7:B15

Thevertical-range
vertical-rangeaddress
address
The
containsthe
theaddresses
addressesof
ofthe
the
contains
Mixed
range

D7:G12
The
horizontal-range
address
The
horizontal-range
address
cells
located
onthe
thetop
topand
and
on
cells
located
on
on
contains
the
addresses
of
the
contains
theofaddresses
of the
the
bottom
the
range,
the
of on
thethe
range,
cellsbottom
located
left-endand
and
cells
located
on the
left-end
separated
byaacolon
colon
)range,
separated
by
((::)range,
onthe
therigh-end
righ-end
ofthe
the
on
of
Themixed-range
mixed-range
address
contains
the
separatedaddress
byaacolon
colon
The
contains
separated
by
((::)) the
addressesof
ofthe
thecells
cellslocated
locatedon
onthe
theupperupperaddresses
left-cornerand
andon
onthe
thelower-right-corner
lower-right-cornerof
of
left-corner
therange,
range,separated
separatedby
byaacolon
colon((::))
the

Referencing cells outside the current worksheet

How To Reference Cells in Other Worksheets

Excel Formula with 3-D Reference Style

If you need to analyze data in the same cell or range of cells
on multiple worksheets within the current workbook, you
have to use a 3-D reference feature that includes the cell or
range address, preceded by the worksheet name, as follows:

WorksheetName!CellAddress
!!! The worksheet name is separated from the cell references
by an exclamation point

=Sheet1!B9+Sheet3!D7
Calculates the sum of values coming from the cell B9 belonging to
16
Sheet1 and the cell D7 belonging to Sheet3.

Referencing cells outside the current worksheet

How to Create a Cell Reference to another workbook

Excel Formula with External-References

[WorkbookName]WorksheetName!CellAddress
! The worksheet name is placed between the square parentheses

=[Marketing.xlsx]Sheet1!A27 + [IT.xlsx]Sheet2!B27)
Summarizes the value contained in cell A27 on Sheet1 from
Marketing file with the value contained in cell B27 on Sheet2
from IT file.

=A7 * C:\Accounting\Accounts[Budget.xlsx]Sheet3!B5
Multiplies the value contained in cell A7 from the current sheet
17
with the value contained in cell B5 on Sheet3 from
Budget file
located on specific path of folders on the hard disk.

Relative, Absolute and Mixed address

In order to refer a cell in Excel formulas, there are
two possibilities:
A. Identifying cells by their addresses;
B. Using the descriptive name to represent the
cells.
Depending on the manner the addresses behave
during the copying operation, in Excel there are
three address types, which are:
1. relative address
2. absolute address
3. mixed address

18

Relative, Absolute and Mixed address

A relative cell reference in a formula, such as D7,
is based on the relative position of the cell that
contains the formula and the cell the reference
refers to. If the position of the cell that contains the
formula changes, the reference is changed too.

Relative
Address

How Copying Affects Cell References

Copying Relative Reference
When we copy a formula with relative cell references, either
down columns or across rows, the references will automatically
adjust, relative to the position of the cell where we paste that
formula. By default, new formulas use relative references too.

Auto-fill
20
technique

Relative, Absolute and Mixed address

An absolute cell reference in a formula, always refers to a cell
in a specific location, by their fixed position in the worksheet.
The dollar sign will precede both the letter representing the
column and the number representing the row (such as $D$7).

Absolute
Address

Relative, Absolute and Mixed address

When we copy the formula across rows or down columns,
the absolute reference does not adjust, so, if the position of the
cell that contains the formula changes, the absolute reference
will remain the same. You need to switch the relative reference
(D7) to absolute reference ($D$7) using the functional key F4.

Press functional
key F4
22

Relative, Absolute and Mixed address

A mixed cell reference in a formula has either an absolute column
and relative row or, on the contrary, an absolute row and relative
column (such as the cell containing the exchange rate D$7). To sum
up, is required to use in Excel formulas this reference style in order
to anchor only a portion of a cell reference, when necessary.

Mixed
Address
When you copy the formula containing a mixed reference across
rows or down columns, the relative reference automatically adjusts,
while the absolute reference remains unchangeable.

Using descriptive names for range of cells

In most cases, using the descriptive names into Excel
spreadsheets, could be more suggestive and thus more
useful in terms of referring cells in calculation formulas.
Steps to follow for defining a descriptive name:
(1) select the cell range you want to name it; (2) click the
Name box at the left-end of Formula bar and type the
desirable name; (3) press Enter key to validate the
descriptive name you designed before.
Descriptive
name (C17:C19)
(B17:B19)

When you copy the formula containing descriptive names across rows
or down columns, the range names behave as absolute addresses,
therefore they stay unchangeable during the copying operation.

Predictable formula.

Displaying formula results while you enter data

Predictable formula. Predefined table

1. Select Home tab and press the

command button Format as Table;
2. Choose a pattern from the gallery
of predefined tables;
3. Confirm the location of the table
The calculation
formula
be entered
you intend
to can
convert
in ain any cell of result range (E3:E12).
Whenpredefined
validating the
formula
cell E3,
table
in the in
dialog
boxExcel will display automatically the
multiplication
results
in all other cells of the field Product value (E4:E12).
Format As
Table.

Create an array formula when the calculation

expression contains only cell addresses
The array formula, an important concept of calculation on
Excel worksheet, allows to apply a calculation expression
into a range of result-cells, in other words, allows to achieve the
multiple results, all at once.
Quantity
Quantity
(Kg)
(Kg)

Price
Price
(lei)
(lei)

Product
Product
Value
Value

3.
3. Press
Press the
the keyboard
keyboard
shortcut
shortcut Ctrl
Ctrl ++ Enter
Enter

Create an array formula when the calculation

expression contains range of multiple cells
Unlike the Excel formulas referring to single cells exclusively
(validated with the shortcut key CTRL+Enter), when applying
an array formula containing range of cells (the range C3:C9
providing the quantities and D3:D9 providing the prices), the
validation operation will be carried out by using another
shortcut key, which is CTRL+SHIFT+Enter.

Press
Press the
the keyboard
keyboard
shortcut
shortcut Ctrl
Ctrl ++ Shift
Shift ++ Enter
Enter

Freezing titles in Excel worksheets

For keeping permanently row and column labels or other some
important worksheet data visible as you scroll down or scroll
across the worksheet, you can "freeze" the top rows and/or left
columns, so that, the frozen rows and columns will remain
visible (in sight) while the rest of the worksheet scrolls.

By applying the Freeze Titles command, the row and/or the

column titles will be highlighted in the current worksheet using a
vertical and/or horizontal line, more precisely, Excel will insert dark
lines with the purpose to delimit the frozen rows and columns.

Freeze Panes. Horizontal freezing

Suppose a database which presents a situation of grades
achieved by the student to exam, and from this point, is
required to keep the first row visible (meaning the heading
titles of the table below), while scrolling down the worksheet.

Note: when freezing titles, do not ever select the titles it selves,
but the row just below the column titles and the column just to
the right side of the row titles, except if you aim to freeze the
first row or column (when you can place the pointer anywhere).

Freeze Panes. Horizontal freezing

1. Select any cell of the current worksheet;

2. Activate the View tab on the Ribbon, press the Freeze Panes command
button and choose the Freeze Top Row option from the drop-down list.
As you can notice in
the screenshot beside,
the current cell is
located on row 206,
however the heading
titles (first row of the
table) are still in sight.

Freeze Panes. Vertical freezing

Suppose a database which presents a situation of grades
obtained by the students to exam, and from this point, we aim
to keep the first column of database visible, while scrolling
across the worksheet (supposing that the first two columns are
hidden).

1. Select any cell of the current worksheet;

2. Activate the View tab on the Ribbon, press the Freeze Panes
command button and choose the Freeze First Column option from
the drop-down list.

Freeze Panes. Mixed freezing

Suppose a database which presents a situation of grades
obtained by the students to exam, and from this point, we aim
to keep the heading titles and the first three columns of
database in sight, as you scroll down or across the worksheet.

1. Considering that the mixed freezing allows to lock both the rows placed
above the active cell and the columns placed on its left side, select the
cell located at intersection of the second row with the forth column of the
database (cell D2);
2. Activate the View tab on the Ribbon, then press the Freeze Panes command
button and, finally, choose the Freeze Panes option from the drop-down list.