Excel

Training
Today

Introduction on daily applications of Excel.

Understanding the Excel Worksheet.
Menu commands and Toolbars.
Columns – Rows – Cells – Formatting.
Some common Functions.
Some not so common Functions.
Graphically presenting Data.
Excel Spreadsheet – Menu’s

Save as Web Page – Helps you

save and open your spreadsheet
through Internet explorer.

Search Function – Helps you

search all office files/Clipboard
Data/ClipArt's.

Page Setup – Helps you align

margins/Switch between
Portrait/Landscape/Print Set Up.

Print Preview – Displays page as it

would be printed.

Send to – Helps you directly attach

worksheet to your Mail or to zip
folder.
 Excel Spreadsheet – Menu’s

Toolbars – Gives you the option of

Paste Special – Helps you paste displaying toolbars on your
data/formats/links etc.. worksheet.

Find – Helps you find items in data View – Helps you to view all
and replacing them with alternatives. comments on sheet and zoom.
 Excel Spreadsheet – Menu’s

Insert menu – Helps you insert Format menu – Helps you

Cells/Rows/Columns/Worksheet format/Hide/Unhide -
/Graphs/Symbols/Clipart/Pictures/Lin Cells/Row/Column/Sheet and
ks/Diagrams/Comment etc. etc. conditional formatting of data.

Tools menu – Helps you do spell-check,
Password protect worksheet, Check
Formula’s, Run/Create Macro, Customize
Worksheet View Area.
Excel Spreadsheet – Menu’s
Data menu – Used to sort data in
Ascending-Descending order, Validation,
Convert Text to columns,
Grouping/Ungrouping, Pivot Table, Import
Data
 Excel Spreadsheet – Menu’s

Window – Helps you work on multiple

windows, Split Worksheets, Hide/Unhide
Worksheet, Freeze/Unfreeze- !! Help !!
Columns/Rows, Display names of all active
files.
Excel Spreadsheet – Toolbars
Drawing/Shapes

Picture

Word Art – Used to format letter

style and headings.

Forms – Used to add option /Check

boxes/Spinner button to worksheet
 Excel Spreadsheet – Cell Formatting

Format Cells Setting Decimal Spaces Format Time Display

Format Text Format Font Size/Color Format Cell Color

WORKING WITH DATA
 WORKING WITH DATA

Freeze Panes
Conditional Formatting
Sort/Filter
Validation List
Converting Text to Columns
Pivot Table
Functions – Formulas
Paste Function
Graphically presenting Data.
Excel in VIC-Stack-Attendance etc. etc.
Exercises
Freeze Panes

Freeze Panes - Locking

Columns and Rows for
large data tables in order
to save time looking back
at Column and Row
headers.

 Select the Row/Column or

both > Window > Freeze
Panes
 Select the Row/Column or
both > Window > Unfreeze
Panes
 Conditional Formatting

Conditional Formatting - Formatting

cells on predefined parameters.
 Select Row/Column to be formatted >
Format > Conditional Formatting >
Submit Conditions
 Delete conditions set to reverse.
 Sorting Data –
Ascending/Descending/
Alphabetically

Sort -Sorting data in Ascending / Descending

order in numerical as well as alphabetical
format.
 Select Table > Data > Sort > Select
Header/Column > Ascending/Descending
order
 Sort Row - > Same as above > Options >
Sort Left to right.
 Helps identifying top and bottom
performers on just that particular column.
 Helps cleaning up data with regards to
outliers.

Filter – View particular occurrences
in the table columns.
 Data > Filter > Auto Filter
 Click on drop down in Column
Header > Click on occurrence to
view.
Filters
Custom Filter – View particular
occurrences with predefined
conditions.
 Data > Filter > Auto Filter
 Click on drop down in Column
Header > Click on Custom and
define in pop up window.
 Subtotals

Subtotals – Calculate Subtotals – Calculates Group Totals/Averages

Group Totals/Averages etc. and displays at end of group for a
etc. particular column
 Data > Subtotals >  Enables rolling up consolidated data for easy
Define Measures comparison
 Validation

Validation – Creates fixed

range of entries for a
particular cell.
 Eliminates chances of typing
error and skewing data.
 Data > Validation > Define
Allow Field > List > Select
Range
 Text to Columns

Text To Columns – 2. Open note pad file to be

1. Converts text lines into cells. converted or paste text to convert
to columns.

3. Drag drop lines to assign 4. Define format for cells.

columns.
 Pivot Table Report

Pivot Table – 1. Data > Pivot table 2. Define Source and table

3. Define Data Range 4. Select worksheet type > Layout

 Pivot Table Report

 Define Row and Column Display  Check Result Format

 Define Cell Formats  Use wizard tool to change layout.
Sum/Count/Average
 Functions – Formulas
Sum/Average/Countif

 Sum =Sum(range)
 Countif = helps you count the
 Average =Average(range) frequency of occurrence of a
defined criteria
 Countif = Countif(range,Criteria)
 Functions – Formulas
Vlookup

 Vlookup – Matches data

with between two
worksheets/Fields and
inputs commonalities.

 Identify data sources.

 Identify and input cell with lookup value
 Identify and input table array (Table where the missing data has to be
picked from)
 Mention Column number where data has to be input.
 Range value - Use 1/0 to specify exact or closest match.
 Graphical
Representation of Data
 Align data without outliers

 Select X and Y measures for your graph.

 Choose type of graph you would like to
use.
 Preview Result
 Finish
 Graphical
Representation of Data

 Select data range to be used for

graph and axis

 Select graph display settings and

input title.
 Finish
 Graphical
Representation of Data

 Right click on Graph to change format for

Colour/Font/Source Data/Chart Type etc.
 Pasting data with
Formats/Formulas
 To paste data with
validations
 To paste data with
Using Paste Special
formulas

 To paste data with

values and not  To paste column
formulas widths

 To paste data with

table formats  To paste data with
formulas and cell
formats
 To paste data with
cell comments
 To paste data
transposed
 To paste data (Horizontal –
without blank Vertical and vice
cells versa)