Basic Information Technology

Lecturer: Ms. Farwah Ahmad

Kicking off..

Class Rules

On Time
Disciplined
Participative
Decide what will happen if any of the above rule is violated?

Grading Policy

Mid-Term
Final Exam
Teacher Evaluation

Class participation/Attendence
Assignment/Quiz
Project

25%
50%
25%
5%
10%
10%

Chapter 9:
ELECTRONIC
SPREADSHEETS

What is worksheet?

A worksheet or sheet is a single page in a file

A worksheet is used to store, manipulate, and display
data.
The basic storage unit for data in a worksheet are the
rectangular-shaped cells arranged in a pattern in every
worksheet.
Individual cells of data are identified and organized using
the vertical column letters and horizontal row numbers of
a worksheet which create a cell reference - such as A1,
D15, or Z467.

Manual spreadsheets are made with a pencil on paper

MANUAL SPREADSHEET

Manual entry
Manual notifications
Manual reminders
Manual grading
Manual record-keeping

ELECTRONIC
SPREADSHEETS

What is Electronic spreadsheet

A software/program used to assist

people in performing tasks that
require the use of mathematical
calculations and operations.
A spreadsheet is designed around
a table system of rows and
columns.
Major part of any spreadsheet is
numbers or values.

INTRODUCTION TO
MS-EXCEL
Excel is a computer program used to create electronic
spreadsheets.
Within excel user can organize data ,create chart and
perform calculations.
Excel is a convenient program because it allow user to
create large spreadsheets, and it allows for better storage
of information.

Excels operates like other Microsoft(MS) office programs

and has many of the same functions and shortcuts of
12 other MS programs.
20/12/16

MS EXCEL

OFFICE BUTTON
CONTAINS..
NEW-TO OPEN NEW WORKBOOK.
(CTRL+N)
OPEN-TO OPEN EXISTING
DOCUMENT (CTRL+O)
SAVE-TO SAVE A DOCUMENT.
(CTRL+S)
SAVE AS-TO SAVE COPY
DOCUMENT. (F12)
PRINT-TO PRINT A DOCUMENT.
(CTRL+P)

13

CLOSE-TO CLOSE A DOCUMENT (CTRL+W).

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MS EXCEL

RIBBON

THE THREE PARTS

S
OF THE RIBBON
TABS ARE

GROUPS

COMMANDS
TABS:THERE ARE SEVEN TABS ACROSS THE
TOP OF THE EXCEL WINDOW.

GROUPS: GROUPS ARE SETS OF RELATED

COMMANDS,DISPLAYED ON TABS.

14

COMMANDS: A COMMAND IS A BUTTON,A

MENU OR A BOX WHERE YOU ENTER
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INFORMATION.

MS EXCEL

WORKING WITH CELLS

TO COPY AND PASTE CONTENTS:

Select the cell or cells you wish to copy.
Click the Copy command in the Clipboard group on the Home tab.
Select the cell or cells where you want to paste the information.
Click the Paste command.
The copied information will now appear in the new cells.

15

20/12/16

MS EXCEL

WORKING WITH CELLS

To Cut and Paste Cell Contents:

Select the cell or cells you wish to cut.
Click the Cut command in the Clipboard group on the Home tab.
Select the cell or cells where you want to paste the information.
Click the Paste command.
and now appear in the new cells.MS EXCEL
16 The cut information will be removed
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FORMATTING TEXT

TO FORMAT TEXT IN
BOLD, ITALICS OR
UNDERLINE:

TO CHANGE THE FONT

STYLE:

Left-click a cell to select it or drag

your cursor over the text in the
formula bar to select it.
Click the Bold, Italics or underline
command.

17

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Select the cell or cells you want to format.

Left-click the drop-down arrow next to the
Font Style box on the Home tab.
Select a font style from the list.
MS EXCEL

FORMATTING TEXT

TO CHANGE THE FONT

SIZE:
Select the cell or cells you want to
format.
Left-click the drop-down arrow next to
the Font Size box on the Home tab.
18Select a font size from the list.

20/12/16

TO ADD A BORDER:
Select the cell or cells you want to
format.
Click the drop-down arrow next to the
Borders command on the Home tab. A
menu will appear with borderMS
options.
EXCEL

FORMATTING TEXT

TO CHANGE THE TEXT

COLOUR:
Select the cell or cells you want to format.
Left-click the drop-down arrow next to the
Text Color command. A color palette will
appear.
19
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Select a color from the palette.

TO ADD A FILL COLOUR:

Select the cell or cells you want to
format.
Click the Fill command. A color
palette will appear.
Select a color from the palette.
MS EXCEL

CONDITIONAL FORMATTING
TO APPLY CONDITIONAL FORMATTING:
Select the cells you would like to format.
Select the Home tab.
Locate the Styles group.
Click the Conditional Formatting command. A menu will
appear with your formatting options.

TO REMOVE CONDITIONAL
FORMATTING:

20

Click the Conditional Formatting command.

Select Clear Rules.
Choose to clear rules from the entire worksheet or the
selected cells.
20/12/16

MS EXCEL

CONDITIONAL FORMATTING

TO APPLY NEW
FORMATTING:

TO MANAGE CONDITIONAL
FORMATTING:

Click the Conditional Formatting

Click the Conditional Formatting command.
command. Select New Rules from
Select Manage Rules from the menu. The
the menu. There are different rules,
Conditional Formatting Rules Manager dialog
you can apply these rules to
box will appear. From here you can edit a rule,
differentiate particular cell.
21
20/12/16
EXCEL
delete a rule, or change the order ofMSrules.

TO INSERT ROWS & COLOUMS

NOTE:
1.The new row always
appears above the selected
row.
2. The new column always
appears to the left of the
selected column.

TO INSERT ROWS:
Select the row below where you want the new row to appear.
Click the Insert command in the Cells group on the Home tab. The row will
appear.

To Insert Columns:
Select the column to the right of where you want the column to appear.
Click the Insert command in the Cells group on the Home tab. The column
will appear.

22

20/12/16

MS EXCEL

EDITING- FILL
IN THE LOWER RIGHT HAND CORNER OF THE ACTIVE
CELL IS EXCELS FILL HANDLE.WHEN YOU HOLD
YOUR MOUSE OVER THE TOP OF IT, YOUR CURSOR WILL
TURN TO A CROSSHAIR.
IF YOU HAVE JUST ONE CELL SELECTED, IF YOU CLICK
AND DRAG TO FILL DOWN A COLUMN OR ACROSS A
ROW, IT WILL COPY THAT NUMBER OR TEXT TO EACH
OF THE OTHER CELLS.
IF YOU HAVE TWO CELLS SELECTED, EXCEL WILL FILL
IN A SERIES. IT WILL COMPLETE THE PATTERN.FOR
EXAMPLE,IF YOU PUT 4 AND 8 IN TWO CELLS SELECT
THEM,CLICK AND DRAG THE FILL HANDLE ,EXCEL WILL
CONTINUE THE PATTERN WITH 12,16,20.ETC.

23

EXCEL CAN ALSO AUTO- FILL SERIES OF DATES, TIMES,

MS EXCEL
DAYS 20/12/16
OF THE WEEK, MONTHS.

SORTING
TO SORT IN ALPHABETICAL
ORDER:
Select a cell in the column you want to sort
(In this example, we choose a cell in
column Q).
Click the Sort & Filter command in the
Editing group on the Home tab.
Select Sort A to Z. Now the information in
the Category column is organized in
alphabetical order.

TO SORT FROM SMALLEST TO

LARGEST:
Select a cell in the column you want to sort (In
this example, we choose a cell in column Q).

24

Click the Sort & Filter command in the

Editing group on the Home tab.
Select From Smallest to Largest. Now
the information is organized from the
smallest to largest amount.
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MS EXCEL

FUNCTIONS
SYNTAX OF SUMIF
=SUMIF(RANGE,CRITERIA,SUM_RANG
E)

RANGERange of cells on which conditions

are applied.

CRITERIACondition that defines which cell or

cells will be added.
=
=

SUM RANGEActual cells to sum.

NOTE:-

25

If sum range is not used then range

is used for sum.

WITHOUT
SUM_RANGE
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MS EXCEL

FUNCTIONS
SYNTAX OF IF
=IF(LOGICAL TEXT, VALUE IF TRUE, VALUE IF
FALSE)

LOGICAL TEXT-

=
=
=

Any value or expression that can be

evaluated to TRUE or FALSE.

VALUE IF TRUEValue that is returned if logical text

is TRUE.

=
=
=
=

VALUE IF FALSEValue that is returned if logical text

is FALSE.

IN COLUMN B DIFFERENT CONDITIONS ARE

USED AND BASED ON THIS, IN COLUMN C
DIFFERENT RESULTS ARE SHOWN.

26

20/12/16

MS EXCEL

TEXT FUNCTIONS
SYNTAX OF
FUNCTIONS
1.

LOWER FUNCTION
=LOWER(TEXT)

2.

UPPER FUNCTION
=UPPER(TEXT)

3.

PROPER FUNCTION
=PROPER(TEXT)

1.
TO CONVERT
TEXT FROM
CAPITAL TO
SMALL.

27

2.
TO CONVERT
TEXT FROM SMALL
TO CAPITAL.
20/12/16

3.
TO CAPITALISED
EACH WORD OF
TEXT.
MS EXCEL

TEXT FUNCTIONS
SYNTAX OF FUNCTIONS
1.
=LEFT(An
,3)

=RIGHT(An
,3)

=MID(An ,
2,3)

LEFT FUNCTION
=LEFT(TEXT,NUM_CHARS)

2.

RIGHT FUNCTION
=RIGHT(TEXT,NUM_CHARS)

3.

1.
RETURN
SPECIFIED NO.
OF CHARACTER
FROM START OF
TEXT.

28

2.
RETURN
SPECIFIED NO.
OF CHRACTER
FROM END OF
TEXT.
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MID FUNCTION
=MID(TEXT,STARTNUM,NUM_
CHAR)

3.

RETURN
CHARACTER
FROM MIDDLE OF
TEXT,GIVEN A
STARTING
POSITION.MS EXCEL

OTHER FUNCTIONS
USES OF FUNCTIONS
=

NOW

RETURNS CURRENT DATE AND

TIME.
=

TODAY
MOD

RETURNS CURRENT DATE ONLY.

RETURNS THE REMAINDER AFTER

A NO.
=

IS DIVIDED BY A DIVISOR.

LEN

29

RETURNS THE NO. OF

CHARACTERS IN A
TEXT STRING.
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MS EXCEL

Common spreadsheet command

Find

To locate specific labels, values, or cell references.

Replace When data values or formula entries need to be changed

Go To

Let the user jump to any cell on the worksheet.

Save and Open

Print

Protect

Exit

Hardcopy of the worksheet can be obtained.

To prevent accidental erasure of data.
- Password-Protected
Referred to as quitting or closing the application.

Macros
Macros

are a set of stored functions that can

be used to automate processes that are
repeated often. They are tools which can be
used to perform most of the redundant tasks
with relative ease.

Import and Export

To combine

data that was created in other

programs.
To transfer data between two other
programs.
To accumulate and store data over the long
term.

If your goal is to temporarily or permanently move some of your

Access data to Office Excel 2007.
you should consider exporting it from your Access database into an
Excel workbook.
When you export data, Access creates a copy of the selected data
or database object, and then stores the copy in an Excel
worksheet.
Exporting is also the best technique for you to use if you expect to
copy data from Access to Excel frequently. When you perform an
export operation, you can save the details for future use, and even
schedule the export operation to run automatically at set intervals

SPREADSHEET AS A TOOL
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