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TU Chapter 1 UT 3
Introduction to Excel ............................................................................................................................3
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Chapter 2
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Entering Data & Performing Calculations ...........................................................................................7
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Chapter 3
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Chart ...................................................................................................................................................14
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Chapter 4 ............................................................................................................................................17
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Chapter 5
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Data summarization ............................................................................................................................19
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Chapter 6
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Printing ...............................................................................................................................................20
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Printing ...............................................................................................................................................20
TU UT
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Chapter 1
Introduction to Excel
1.1 What is Ms-Excel?
Microsoft Excel is a spreadsheet and data analysis program in Microsoft Office.
• A basic spreadsheet is comprised of a table of values, some of which are calculated by
formula and functions.
• You can use Excel as a database tool to build and organize your database so that it is
easy to access and manipulate.
• You can also use Excel as data analyzing tool to find answers to “what if” type
questions, compare results of different scenarios, or find the best solution to complex
problems.
The spreadsheet file contains the workbook and the worksheets.
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1.3 Elements of Microsoft Excel Window
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Title bar
Cell
Tool bars
Name Box
Menu Bar
Formatting Toolbar
Sheet tab
Navigating
Button
Status Bar
Sheet Tabs
Exiting Excel
To exit Excel, perform the following options:
• Click the Close (x) button in the Excel main window.
• Open the File menu and select Exit. or
• Press Alt+F4
When you start Microsoft Excel, a new workbook opens. To begin working on a workbook, just
start typing your data. However, if you want to create a new workbook at any time, you can
use the Standard toolbar or File menu.
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1.4.1 Working with Workbooks
A workbook can contain many sheets, so you can organize various kinds of related information
in a single file. A workbook can have different types of sheets, such as worksheets, chart
sheets and others.
To save an Existing Workbook Quickly under the same Name and location:
Choose the Save command from the File menu (click the save button from the standard
toolbar).
Note:- By default, Excel will save your spreadsheet file with the .xls extension.
To close a workbook:
Select File, Close (or click the Close button of the workbook window), if the workbook is not
saved, Excel informs you to do so.
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You can do any of the following to arrange your workbook the way you want.
Selecting worksheets:
• To select a single worksheet, click its tab. The tab becomes highlighted to show that the
worksheet is selected.
• To select several neighboring worksheets, click the tab of the first worksheet in the group,
and then hold down the Shift key and click the tab of the last worksheet in the group.
• To select several non-neighboring worksheets, hold down the Ctrl key and click each
worksheet's tab.
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Chapter 2
Entering Data & Performing Calculations
Entering Data
The different types of data that you can enter to a worksheet are :-
• Text
• Numbers
• Date/Time
• Formula
• Functions
2.1 Performing Calculations with Formula
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Ms-Excel uses formula to perform calculations on the data you entered in the worksheet. With
formula, you can perform addition, subtraction, multiplication and division by using the values
contained in various cells.
For example , if you want to determine the average of the three value contained in cells A1, B1
,and C1.type the following formula in the cell where you want the result to appear as:
=(A1+B1+C1)/3
Note: - Every formula must begin with an equal sign (=)
Order of Operations
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3rd
P Multiplication and division
P
4th
P P Addition and subtraction.
Note: - A cell containing a formula normally displays the formula's resulting value on the
worksheet, when you select a cell containing a formula; the formula is always displayed in the
formula bar.
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2.2 What are Functions?
Functions are complex ready-made formula that performs a series of operations on specified
range of values, For example, to determine the sum of a series of numbers in cells A1 to H1,
you can enter the function =SUM (A1:H1) instead of entering =A1+B1+C1+…+H1 and so on.
Function can use range reference (such as B1:B3), range names (such as SALES). or
numerical values (such as 585, 86).
You can enter function either by typing them in cells or by using the function wizard, the
following table shows Excel's most common function that you'll use in your worksheets.
Note: - To edit a function, click the Edit Formula button. The formula palette appears.
Change the arguments as needed and click OK
If you want to create similar formula such as =B8*C10, B9*C11, B10*C12 and so on it is
possible to use the fill handle button of the cell to copy the formula to other cells after
creating once. Although you could enter all formula separately, it's much easier to use Excels'
fill handle to create a sequence of formula that are identical except for cell references. When
you copy formula using the fill handle, Excel adjusts cell references accordingly. You can also
copy formula down a column or across a column , the fill handle is probably the fastest
method. But if you are copying a formula to a location else where in the worksheet, the copy
and paste technique is preferable.
To copy a formula:
1. Activate the cell that contains the formula, if it's not active.
2. Point to the fill handle of the cell. The cell pointer gets a new shape - a small
Plus sign.
3. Drag down or to the right to select the cells to be filled with identical formula.
except for cell references.
4. Release the mouse button.
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2.3 Editing a Worksheet
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After creating any worksheet, it is possible to modify (edit) the worksheet contents to copy,
move, delete, formula and values that you have entered in your worksheet.
Selecting Cells
To edit and format worksheet content you must select those cells first. Then you can perform
the appropriate action.
• To select a single cell, click it
• To select adjacent cells (a range), click the upper-left cell in the group and drag down
to the lower-right cell to select additional cells.
• To select non-adjacent cells, press and hold the Crtl Key as you click individuals’ cells.
• To select an entire row or column of cells, click the row or column header. To select
adjacent rows or columns, drag over their headers. To select nonadjacent rows or
columns, press Crtl and click each header that you want to select.
Editing a Cell
After you have entered data into a cell, you may edit it in either the Formula bar or in the cell
itself.
To edit an entry of a cell:
1. Click the cell in which you want to edit data.
2. To begin editing, click on the formula bar or press F2 or double click the cell.
3. Click the Enter button on the formula bar or press Enter on the keyboard to accept
your changes or to reject the modification press the Esc key or click on the cancel
button.
When you copy or move data, a copy of that data is placed in a temporary storage area called
the Clipboard. You can copy data to other sections with in the worksheet or to other
worksheets or workbooks. When you copy, the original data remains in its place and a copy of
it is placed on new location.
To copy data:
1. Select the cell (s) that you want to copy.
2. Click the Copy button on the standard toolbar. The contents of the selected cells (s) are
copied to the Clipboard.
3. Select the first cell in the destination area. ( To copy the data to another worksheet or
workbook, change to that worksheets or workbook first.)
4. Click the paste button, Excel inserts the contents of the clipboard in to the new location.
To drag a copy to a different sheet, press Ctrl+Alt as you drag the selection to the sheet's
tab.
Excel switches you to that sheet, where you can drop your selection in the appropriate
location.
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2.3.4 Moving Data
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Moving data is similar to copying except that the data is removed from its original place and
placed in the new location.
To move data:
1. Select the cells (s) you want to move.
2. Click the Cut button.
3. Select the first cell in the destination area. To move the data to another worksheet,
change to that worksheet.
4. Click Paste.
To delete the data in a cell, you can just select the cell and press Delete. However, Excel offers
additional options for deleting cells:
• With the Edit->Clear command, you can choose to delete just the formatting of a cell
(or an attached comment) instead of deleting its content. The formatting of cell
including the cell's color, border style, numeric format, font size, and so on.
• With the Edit, Delete command, you remove cells and everything in them.
Note: - A quick way to insert cells is to hold down the Shift key and then drag the fill handle
(the little box in the lower-right corner of the selected cell or cells). Drag the fill handle up,
down, left, or right to set the position of the new cells.
Note:- To quickly insert rows or columns, select one or more rows columns. Then right-click
one of them and choose Insert from the shortcut menu.
You can use the formatting options of Microsoft Excel to add emphasis to your data or to make
your worksheet easier to read and visually more appealing. For instance, you can change the
appearance of data in your worksheet by changing the font type, font style, and color of data
in cells. You can format numbers to designate dollar amounts, percent ages, decimals,
scientific notation, dates, or times.
Note:- A faster way to enter font changes is to use the Formatting toolbar.
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2.5.2 Formatting Number
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Numeric Values are usually more than just numbers. They represent a dollar value, a date a
percent, or some other value.
To apply number formatting
1. select the cell or range of cells that contains the values you want to format
2. Open the Format menu and choose Cells. The format cells dialog box appears.
3. Click the Number tab.
4. In the Category list, select the numeric format category you want to use.
5. Make changes to the format as needed.
6. Click Ok or press Enter. Excel reformats the selected cells based on your selections.
Note: - the gridline do not print by default, but if you want to try printing your worksheet with
gridlines first just to see what it looks like, open the File menu, select Page Setup. Click the
Sheet tab, select Gridlines, and click OK
Note: - To add borders quickly, select the cells around which you want the border appear, and
then click the borders drop down arrow in the formatting toolbar. Click the desired Border. If
you click the Border button itself (instead of the arrow), Excel automatically adds the
Borderline you chose recently to the selected cells.
Note:- A quick ways to add cell shading (without a pattern) is to select the cells you want to
shade, click the Fill Color drop-down arrow in the Formatting toolbar, and click the color you
want to use.
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2.6.3 Aligning Text in cells
When you enter data into Excel worksheet, that data is aligned automatically. Text is aligned
on the left, and numbers are aligned on the right. Both text and numbers are initially set at the
bottom of the cells. How ever, you van change both the vertical and horizontal alignment of
data in your cells.
To change the alignment:
1. Select the cell or range of cells, select the entire range of blank cells in which you
want the text centered, including the cell that contains the text you want to center.
2. Pull down the Format menu and select Cells, or press Ctrl+1 . The format cells dialog
box appears.
3. Click the Alignment tab. The alignment options appear in front.
4. choose the desired option
5. Click OK.
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To freeze both columns and/ or row titles:
1. Select the cell below the title row and / or to the left of the title column.
2. From the Window menu, choose Freeze panes.
To unfreeze titles:
1. Select the window you want to unfreeze.
2. From the Window menu, choose Unfreeze panes.
Note: - When a worksheet window, that has frozen title is active, the freeze panes command
changes to the Unfreeze panes command.
Chapter 3
Chart
Chart
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A chart is visual representation of worksheet data. Microsoft Excel creates several chart types,
such as Pie, bar, and line charts. When you create a chart, values from worksheet cells (or
data points) are displayed as bars, lines, columns ,pie slides or other shapes in the chart.
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Area: -Similar to the line chart; use this chart to emphasize the amount of changes in values
over time.
Embedded charts: -A chart that is placed on the same worksheet that contains the data used
to create the chart. A chart can also be placed on a chart sheet in the worksheet so that the
worksheet and chart are separate, which is called Independent Chart. Embedded charts are
useful for showing the actual data and its graphic representation side by side.
Microsoft Excel offers different types of charts to choose from two-dimensional chart types and
three-dimensional chart types. You can select a number of built-in formats for each chart type,
or you can add your own custom formatting to create exactly the kind of chart you need.
Data Series: The bars, pie wedges, lines, or other elements that represent plotted values in a
chart. For Example, a chart might show a set of similar bars that reflects a series of values for
the same item. The bars in the series would all have the same pattern. If you have more than
one pattern of bars, each pattern would represent a separate data series. For instance,
charting the sales for Territory1 versus Territory2 would require two data series one for each
territory. Often, data series correspond to rows of data in your worksheet.
Categories: Categories reflect the number of elements in a series. You might have two data
series to compare the sales of two different territories and four categories to compare these
sales over four quarters. Some charts have only one category, and others have several,
Categories normally correspond to the columns that you have in your chart data, and the
category labels coming from the column headings.
Axis: One side of a chart. A two-dimensional chart has an x-axis (horizontal) and y-axis
(vertical). The x-axis contains all the data series and categories in the chart. If you have more
than one category, the x-axis often contains labels that define what each category represents.
The y-axis reflects the values of the bars, lines, or plot points. In a three dimensional chart,
the z-axis represents the vertical plane, and the x-axis (distance) and y-axis (width)
represents the two sides on the floor of the chart.
Legend: Defines the separate series of a chart. For example, the legend for a pie chart will
show what each piece of the pie represents.
Gridlines: Emphasize the y-axis or x-axis scale of the data series. For example, major
gridlines for the y-axis will help you follow a point from the x-axis to identify a data point's
exact value.
Formatting chart
You can specify a fill effect, change the line width or border style, or change colors for the
chart area, the plot area, data markers gridlines, axes tick marks, and error bars walls and
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1. On a chart sheet or in an embedded chart. double-click the chart element that you
T T T T
want to change.
2. On the Patterns tab, do any of the following:
o To specify a fill effect, click Fill Effects, and then select the options that you
want on the Gradient, Texture, or Pattern tabs.
Tip You can also fill a chart element with a picture. On the Picture tab, click
Select Picture, double-click the picture that you want, and then click Insert.
To clear a fill effect or picture and return the chart element to the default
formatting, click Automatic under Area.
o To change border and line styles, select the options that you want under
Border.
Note: Different chart elements have different options available under Border.
For the chart area, for example, there are Shadow and Round corners check
boxes that you can select.
o To change colors, select the color that you want under Area.
Note: Formatting applied to an axis is also applied to the tick marks on that axis. Gridlines are
formatted independently of axes.
Moving and Resizing A Chart: To move an embedded chart, click anywhere in the chart area
and drag it to the new location. To change the size of a chart, select the chart, and then drag
one of its handles (the black squares that border the chart). Drag a corner handle to change
the height and width, or drag a side handle to change only the width. (Note that you can't
really resize a chart that is on a chart sheet by itself.)
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3.5 Printing a Chart
If a chart is an embedded chart, click it to select it and then open the chart. If you want to
print just the embedded chart, click it to select it and then open the file menu and select print.
Make sure that the selected Chart option button is selected.
Then click to print the chart.
If you created a chart on a separate worksheet. You can print the chart separately by printing
only that worksheet.
Chapter 4
Using a List to Organize Data
The data in an Excel worksheet is often referred to as a list. A list is simply a series of rows
that contain similar data and that are topped by a row of identifying labels .The advantage of
lists is that you can manipulate them to suit your needs. You can search for data that meets
specific conditions; filter out other data that you don't need to see at the moment. You can
also sort the list in variety of ways.
List is often referred to as databases. In addition, A record is all the data about one subject-
all personal data. A filed is a data category. For Example, the fields in personnel list might
include Name, Father Name, Id No, Department, Salary and Emp Date. The column heading
are often is called field names.
It's best not to have more than one list per worksheet. You should also leave at least one
blank row and column between the list and any other data in your worksheet so Excel can
identify the list automatically.
4.1 Filtering
Often you'll want to see all the records in your worksheet. But sometimes you'll want to see
only selected portions of your data and the bigger your worksheet grows; the more
important this becomes. Using the AutoFilter command of the data menu, Excel lets you
temporarily filter your data, searching for and displaying only those records that meet certain
conditions. Once you filter your list, you can view, edit, copy or print the remaining records,
just as you can with any other data in Excel.
Note: - it is possible to filter fields that contain only text using operators. Since Excel considers
A to be less than the letter B, and so on, you can enter Abebe and choose "greater than
operator" to find names that fall after the name Abebe. In addition, you can use the wild card
character (*) to search all records whose name you can't remember in full. For instance, you
can enter M* and choose "equal operator" to find names begin by the letter M.
Note: - If the worksheet contains a range named Criteria, the reference for the range will
appears automatically in the Criteria range box.
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Chapter 5
Data summarization
5.1 Calculating Subtotal
Another way to manipulate a list is to summarize the data it contains. Using the Subtotal
command of the Data menu, you can calculate subtotals and grand totals upon specific field,
determine the average values in a particular set of records, find out the maximum or minimum
of values in a particular category, and count the number of items in a designated category.
1. Open the workbook where you want to create the PivotTable report.
o If you are basing the report on a Web query, parameter query, report template,
Office Data Connection file, or query file, retrieve the data into the workbook,
and then click a cell in the Microsoft Excel list containing the retrieved data.
If the retrieved data is from an OLAP database, or the Office Data Connection
returns the data as a blank PivotTable report, continue with step 6 below.
o If you are basing the report on an Excel list or database, click a cell in the list or
database.
2. On the Data menu, click PivotTable and PivotChart Report.
3. In step 1 of the PivotTable and PivotChart Wizard, follow the instructions, and click
PivotTable under What kind of report do you want to create?
4. Follow the instructions in step 2 of the wizard.
5. Follow the instructions in step 3 of the wizard, and then decide whether to lay out the
report onscreen or in the wizard.
Usually you can lay out the report onscreen, and this method is recommended. Use the wizard
to lay out the report only if you expect retrieval from a large external data source to be slow,
or you need to set page fields to retrieve data one page at a time. If you aren't sure, try laying
out the report onscreen. You can return to the wizard if necessary.
1. From the PivotTable Field List window, drag the fields with data that you want to
display in rows to the drop area labeled Drop Row Fields Here.
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If you don't see the field list, click within the outlines of the PivotTable drop areas,
and make sure Show Field List is pressed in.
To see what levels of detail are available in fields that have levels, the click next to
the field.
2. Drag fields with data that you want to display across columns to the drop area
labeled Drop Column Fields Here.
3. Drag fields that contain the data that you want to summarize to the area labeled
Drop Data Items Here.
Only fields that have the or icon can be dragged to this area.
If you add more than one data field, arrange these fields in the order you want:
Right-click a data field, point to Order on the shortcut menu, and use the commands
on the Order menu to move the field.
Drag fields that you want to use as page fields to the area labeled Drop Page Fields
Here.
4. To rearrange fields, drag them from one area to another. To remove a field, drag it
out of the PivotTable report.
If you've exited from the wizard, click PivotTable and PivotChart Report on the Data
menu to return to it.
Chapter 6
Printing
Printing
6.1 Changing the Page Setup
You can print the whole workbook at once or just one or more pages at a time.
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Before you print a worksheet, you should make sure that the page is set up correctly for
printing. To do this, open the file menu and choose Page setup.
The following list outlines the page setup settings, grouped according to the tab on which they
appear.
Margins tab
Top, Bottom, Left, Right, you can adjust the size of the top, bottom, left, and right,
margins.
Header, Footer you van set specify how far you want a Header of Footer printed from the
edge of the page. (You use the Header / footer tab to add a header or footer to your
workbook)
Center on a Page you can center your workbook data between the left and right margins
(Horizontally) and between the top and bottom margins (Vertically).
Sheet tab
Print Area you can print a portion of a workbook or worksheet by entering the range
of cells you want to print. You can type the range, or click the collapse Dialog Box icons
at the right of the page setup dialog box out of the way and drag the mouse pointer over
the desired cells. If you do not select a print area. excel will print either the sheet or the
workbook, depending on the options set in the page tab.
Print Titles If you have a row or column of entries that you want repeated as titles on
every page, type the range for this row or columns, or drag over the cells with the mouse
pointer.
Print You can tell Excel exactly how to print some aspects of the workbook. For example,
you can have the grade line (the lines that define the cells ) printed. You can also have a
color spreadsheet print in blank-and-white.
Page Order you can indicate how data in the worksheet should be read and printed: in
sections from top to bottom or in sections from left to right. This is the way Excel handles
printing the areas out side of the printable area . for example, if some column to the right
doesn't first page, and some rows don't fit at the bottom of the first page, you can specify
which area will print next.
When you finish entering your settings, click OK button.
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6.4 Previewing a print Job
To preview a print job, open the File menu and select Print Preview or click the print preview
button in the standard toolbar.
When you print a workbook, Excel determines the page break based on the paper size and
margins and the selected print area To make the pages look better and break things in logical
places, you may want to override the page break with your own breaks. How ever, before you
add pages breaks, try these options:
• Adjust the width of individuals column to make the best use of space
• Consider printing the workbook sideways (using Landscape orientation).
• Change the left, right, top, and bottom margin to smaller values.
If after trying these options you still want to insert page breaks, Excel offers you an option of
preview exactly where the page breaks appear and then adjusting them.
1. Open the View menu and select Page Break Preview.
2. If a message appears, click OK Your worksheet is displayed with page breaks,
3. To move a page break, drag the dashed line to the desired location.
To delete a page break, drag it off the screen.
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To insert a page break, move to the first cell in the column to the right of where
break inserted. Then open the Insert menu and select Page Break. A dashes line
appears to the left of the selected row.
To exit page break Preview and return to your normal worksheet View, open the View Manu
and select Normal.
Excel Provides a way for you to select labels and titles that are located on the top edge and left
side of a large worksheet, and print them on every page of the printout. This options is useful
when a worksheet is too wide to print a single page. If don't use this option, the extra columns
or row will be print on subsequent pages without any descriptive labels.
Note:- If the suggested header or footer suit you click the Custom Header or custom Footer
bottom and enter your exact specifications.
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worksheet to make it fit on the specific number of pages. You can specify the document's
width and height.
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