MICROSOFT EXCEL

By:

ROSE BELLA T. LACANILAO

 Excel is a spreadsheet, a grid made from
columns and rows. It is a software program
that can make number manipulation easy
and somewhat painless.

 The nice thing about using a computer and

spreadsheet is that you can experiment with
numbers without having to RE-DO all the
calculations.
SPREAD SHEET

an electronic document in which data is

arranged in the rows and columns of a
grid and can be manipulated and used in
calculations
 Input
A collection of information
Data typed into the spreadsheet

Output
Worksheet Results
MS Excel Screen Parts
Active Cell
•recognized by its black outline.
•Data is always entered into the active cell.
•Different cells can be made active by clicking on them with the
mouse or by using the arrow keys on the keyboard.

Formula Bar
•Located above the worksheet, this area displays the contents of
the active cell.
•It can also be used for entering or editing data and formulas.

•Name Box
•Located next to the formula bar
•Displays the cell reference or the name of the active cell.
Column Letters
•Columns run vertically on a worksheet and each one is identified by
a letter in the column heading.

Row Numbers
•Rows run horizontally in a worksheet and are identified by a
number in the row heading.

•Together a column letter and a row number create a cell reference.

Each cell in the worksheet can be identified by this combination of
letters and numbers such as A1, F456, or AA34.
Sheet Tabs
•By default there are three worksheets in an Excel file.
•The tab at the bottom of a worksheet tells you the name of the
worksheet - such as Sheet1, Sheet2 etc.
•Switching between worksheets can be done by clicking on the tab
of the sheet you wish to access.
•Renaming a worksheet or changing the tab color can make it easier
to keep track of data in large spreadsheet files.
The Ribbon contains multiple tabs, each with
several groups of commands. These tabs
are used to do common tasks. You can add
your own tabs that contain your favorite
commands.

Each tab will have one or Click on tab to see Some groups will have an arrow
more groups more commands that you can click for more options
• The Quick Access
Toolbar is located above
the Ribbon, and it lets you
access common commands
no matter which tab you
are on
• Can be customized to hold
frequently used commands
• Worksheet- pertains to collection of cells
• Workbook- pertains to collection of
worksheets
• Functions predefined or preset formulas
in Excel to perform various
mathematical, statistical, and logical
operations.
 Spreadsheets are made up of
▪ Columns
▪ Rows
▪ and their intersections are called cells
 In a spreadsheet the  COLUMN labeled D
COLUMN is defined is highlighted.
as the vertical space
that is going up and
down the window.
Letters are used to
designate each
COLUMN'S location.
 In a spreadsheet the  ROW labeled 4
ROW is defined as the is highlighted.
horizontal space that
is going across the
window. Numbers are
used to designate
each ROW'S location.
 A CELL is the space  In the above diagram
where a row and the CELL labeled C2
column intersect. is highlighted.
Each CELL is assigned
a name according to
its COLUMN letter
and ROW number.
▪ Labels
▪ Values
▪ Formulas
 In each cell there may be the following data types:
▪ Labels - text with no numerical
▪ Number (numeric) data - constant values
▪ Formulas -mathematical equation used to calculate

Data Types Examples Descriptions

LABEL Name or Wage or anything that is just
Days text
CONSTANT 5 or 3.75 or -7.4 any number
FORMULA =5+3 or = 8*5+3 math equation
 Text entries

 Identify values in columns and rows

 Left-aligned

 Type an apostrophe (‘) before a number to

treat the number like a label.
Examples:
‘2007
‘402-6900
 Numbers

 To be used in calculations

 Right-aligned

 If #### appears - size the cell larger

◦ #### appears if the number is too large for the
size of the cell
 Used to perform calculations

 Begin with = (equal) sign

 Type the cell address that contain the values

you want to calculate
◦ Examples of a formula:
=A5+A6+A7+A8
 The values in cells A5, A6, A7 and A8 are added together
 Symbols that direct Excel to perform
mathematical calculations
Arithmetic Definition Example Meaning
Operator of usage
+ Addition =B3+C3 Add the value in B3 and the value
in C3
- Subtract =F12-22 Subtract 22 from the contents of
cell F12
* Multiplication =A3*B3 Multiply the value in cell A3 by
the value in cell B3
/ Division =C3/C6 Divide the contents of cell C3 by
the contents of cell C6
^ Exponentiation =C12^6 Raise the value in cell C12 to the
sixth power
Examples:

=A1-B1
=A1/B2
=(A1/50)*50+50
=((A1*2)+B1)/3
=(A1+B1)-(A1+B1)*10%
 The order in which calculations in a formula are
performed
 Excel follows the same order of operations that
you use in Algebra
 Moving from left to right in formulas, the order of
operations is as follows:
1. Parenthesis
2. Exponents
3. Multiplication and division
4. Addition and subtraction
 Always use cell references in formulas. A cell
reference is the column letter and the row
number (ex. B2)
Why?
 By using cell references in the formula, you
can
use the powerful recalculation feature in Excel

 If you change the contents of a cell that is

included in a formula, the worksheet will
automatically recalculate it
 Two or more cells
 A group of adjacent cells
 (B3:C12) includes all of the cells from
B3 through C12
 Ranges can be named
 Relative – adjusts to its new location when copied

 Absolute – Do not change when moved or copied to

a new cell

 Mixed – contains both relative and absolute

references

 Symbol used to make an absolute cell reference - $

 F4 key will automatically put in a $ (dollar sign) in

your formula
 Built in formulas
 Formulas and Functions begin with = sign
 Use the Formulas Menu, fx on the formula
bar, or AUTOSUM arrow

 Example of a function:
◦ =AVERAGE(B13:D13)
◦ Use a range of cells (B13:D13)
◦ Colon ( : ) means Excel will average cells B13
through
D13
◦ SUM
◦ Calculates the sum of a range of cells
 MAX
◦ Displays the largest value in a range of cells

 MIN
◦ Displays the smallest value in a range of cells

 COUNT
◦ Calculates the number of values in a range of cells

 AVERAGE
◦ Calculates the average of values in a range of cells
 COUNTA
◦ Counts how many values are in the list of arguments

 COUNTIF
◦ Counts the number of cells within a range that meet
the given criteria
 IF
◦ Checks whether a condition is met and returns one
value if TRUE, and another value if FALSE
 RANK
◦ Returns the rank of a number in a list of numbers
 ROUND
◦ Rounds a number to a specified number of digits

 ROMAN
◦ Converts an Arabic numeral to roman, as text

 VLOOKUP
◦ Looks in the first column of an array and moves across
the row to return the value of a cell
 MODE
◦ Returns the most common value in a data set

 MEDIAN
◦ Returns the median (middle number) of the given
numbers
 Build in sum function
 Most commonly used function
 AUTOSUM adds the values above the
active cell first (default)
 If no values are above the cell, it sums to
the
left of the active cell
 If Excel doesn’t select the correct range, you
may select the range you want
 TIPS:
Blank cells will return a
 Probably the most popular function
in any spreadsheet is the SUM value of zero to be added
function. The SUM function takes to the total.
Text cells can not be
all of the values in each of the
specified cells and totals their added to a number and
values. will produce an error.
 Syntax:
=SUM(1st value, 2nd value, etc)
=SUM(cell range)
 Examples:
=SUM(B5,C5,D5,J5,L5,P5)
=SUM(A5:A25)
 finds the average of the specified data. (Simplifies
adding all of the indicated cells together and
dividing by the total number of cells.)

 Syntax:
=AVERAGE(1st value, 2nd value, etc)
=AVERAGE(cell range)

 Examples:
=AVERAGE(B5,C5,D5,J5,L5,P5)
=AVERAGE(A5:A25)
 To sum cells based on one criteria

 =SUMIF(B1:B5,”>9”) Result: 30
 =SUMIF(B1:B5,”<20”) Result: 21
 =SUMIF(B1:B5,”<=15”) Result: 21
 The Max function will return the
largest (max) value in the selected
range of cells. The Min function will
display the smallest value in a selected
set of cells.
 =MAX(cell range)

Example: =MAX(A5:A25)
(It returns the largest value in cells A5:A25

=MIN(cell range)

Example: =MIN(A5:A25)
(It returns the smallest value in cells A5:A25)
 The Count function will return the number of entries (actually
counts each cell that contains NUMBER DATA) in the selected
range of cells.
 Remember: cell that are blank or contain text will not be
counted.
Count and Countif Functions
Syntax: =count(cell range)
Example: =count(A5:25)

Countif
To count cells based on one criteria (for
example, higher than 9), use the
following COUNTIF function.
Syntax: =countif(range,criteria)
Example: =countif(A5:A25,”>10”)
DEFINITION: TIPS:

 The IF function will check  Until you are used to

the logical condition of a writing them, test them
statement and return one out on multiple cells.
value if true and a  There are multiple ways to
different value if false. write an IF statement to
 The syntax is: get the same result
=IF (condition, value-if-
true, value-if-false)
 IFFunctions are
like programing -
they provide
multiple answers
based on certain
conditions.
Syntax:
IF( condition, [value_if_true], [value_if_false] )
Parameters or Arguments

condition
The value that you want to test.
value_if_true
Optional. It is the value that is returned if condition evaluates to
TRUE.
value_if_false
Optional. It is the value that is return if condition evaluates to
FALSE.
Based on the Excel spreadsheet above, the following
IF examples would return
=IF(A1>10, "Larger", "Smaller") Result: "Larger"
=IF(A1=20, "Equal", "Not Equal") Result: "Not
=IF(A2="Tech on the Net", 12, 0) Equal" Result: 12
 The RANK function

Syntax:
=RANK(number, ref, [order])

Example:

=RANK(B2,$B$2:$B$11)

Order: 0 = descending
1 = ascending
The RANK function

Result
 The ROUND function

Syntax:
=ROUND(number, number_digits)
 The ROUND function

Syntax:
=ROUND(number, number_digits)
 The ROUND function

Syntax:
=ROUND(number, number_digits)
 The ROUND function

Syntax:
=ROUND(number, number_digits)
 The ROUND function

Syntax:
=ROUND(number, number_digits)
 The ROMAN function

Syntax:
=ROMAN(number, [form]

where:

number (in Arabic numeral) you want to

convert to Roman numeral

form (optional) – type of Roman

numeral you want
 The MODE function

Syntax:
=MODE(number1, [number2], …)

Example:

=MODE(B4:K4)
The MODE function
 The MEDIAN function

Syntax:
=MEDIAN(number1, [number2], …)

Example:

=MEDIAN(B4:K4)
The MEDIAN function
 The VLOOKUP function

Syntax:
=VLOOKUP(value, table, col_index,
[range_lookup])

Arguments:
value - The value to look for in the first column of a table.
table - The table from which to retrieve a value.
col_index - The column in the table from which to retrieve a
value.
range_lookup - [optional] TRUE = approximate match (default).
FALSE = exact match
 ##### error
 When your cell contains this error code, the
column isn't wide enough to display the value
 Solution: Change the width of the column
 #NAME? error
 The #NAME? error occurs when Excel does
not recognize text in a formula.
 Solution: Simply correct the formula
 #VALUE! error
 Excel displays the #VALUE! error when a
formula has the wrong type of argument.
 Solution: Change the value of the cell
 #DIV/0! error
 Excel displays the #DIV/0! error when a
formula tries to divide a number by O (zero) or
an empty cell.
 Solution: Change the value to a number that
is
not equal to O (zero)
 #REF! error
 Excel displays the #REF! error when a formula
refers to a cell that is not valid.
 Solution: Delete the #REF! in the formula
Reference:
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