Ms-Excel 97/ 2000/ 2002

MICROSOFT EXCEL
This is a Spreadsheet program that enables users to create electronic worksheets that can be used
to perform simple & complex calculations using a computer.
Ms-Excel has inbuilt functions that are used as shortcuts for performing mathematical, financial
and statistical calculations.
Starting Microsoft Excel.
1. Click Start, point to Programs, then click Microsoft Excel.
-OR-
Click the Microsoft Excel icon, if it is displayed on the desktop.
WORKSHEET LAYOUT (Features/ Parts/ Elements of the Ms-Excel Screen).
(a). At the top of the window,
 Title bar. It has the System /Control menu button on the left & the Resizing buttons
on the right.
 Menu bar.
 Toolbars, e.g., Standard & Formatting toolbars. They contain the Toolbar buttons.
 Name box – displays the active cell, e.g., A1.
 Formula bar: A bar at the top of the Ms-Excel window that is used to enter or edit
values or formulas in cells or charts. It also displays the constant value or formula
stored in the active cell.
To display or hide the formula bar, click Formula bar on the View menu.
(b). Column Identifiers (or Column headers) – Letters that identify the columns.
(c). Row Identifiers (or Row headers) – numbers that identify the rows.
A Worksheet has a total of 256 columns & 65,536 rows.
(d). Active (Current) cell – the cell in which the selection box (Cell pointer) is placed.
(e). Cell Pointer.
(f). Gridlines - the thin lines that indicate the cell boundaries in a worksheet.
(g). At the bottom of the window,
 Status bar - displays different indicators about the current working environment.
To display or hide the Status bar, click Status bar on the View menu.
 Sheet tabs – these are names of the sheets that appear at the bottom of the workbook
window.
 Tab scrolling buttons - They enable the user to select and use a different sheet.
 Scroll bar, scroll box & the scroll arrows.
Scroll bars are the shaded bars along the right side and bottom of a window. To scroll
to another part of the file, click the arrows in the scroll bar or drag the scroll box.
 Num-Lock Indicator – Indicates that the Num-Lock key on the keyboard is on. This
allows you to input numbers using the compact Numeric keypad on the right of the
keyboard.

THE WORKSHEET:
a. This is the primary document in a Spreadsheet program that is used to store & work with
data.
b. A Worksheet is a tool that is used for maintaining numeric data in a tabular form,
simplifying numerous calculations and presenting numerical data graphically.
A worksheet is basically a page stored in a workbook, and acts as the working area.

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A Worksheet consists of cells that are organized into columns & rows in which data entries
are made.
Columns: – These are fields that make up the worksheet of a Spreadsheet. A Column is a
vertical arrangement of cells.
Rows: – These are records that form a worksheet. A Row is usually a horizontal
arrangement of cells.
Cell:
 A box formed when a row & a column intersect in a worksheet or a table, where the data
is entered.
 A unit of storage that holds one unit of information on a spreadsheet.
 A box within a worksheet.
A Cell is usually the smallest unit of a worksheet.
A cell is referred to or identified by use of the column letter heading & the row number
heading (e.g., A1 refers to the first cell).
A Worksheet can be used in:
(a).A Company Sales Report to show the sales for each item over the year.
(b).An Employees’ Payroll to calculate the employee’s salaries for each month.
(c). A Students Progress record to store information on student’s marks and monitor their
progress.
(d).Personal Expenses to maintain a budget of your monthly expenses.
(e). Mortgage Repayment Calculations to calculate the monthly repayment amount on a
mortgage loan.

To choose a command from the Menu bar.

1. If necessary, select the cell(s) that you want the command to apply.
2. In the Menu bar, click the Menu name to display its list of commands.
3. Click the command you want. If the command displays a submenu, click a command in the
submenu.
To show the Standard & Formatting toolbars on either one or two rows.
1. On either the Standard or Formatting toolbar, click the Toolbar Options arrow.
2. Click Show Buttons on One Row or Show Buttons on Two Rows.
MANAGING WORKSHEETS & WORKBOOKS.
To Move from one worksheet to another.
1. Click the sheet tab for the sheet you want to switch to at the bottom of the window.
If the tab is not visible, say Sheet8, use the tab scrolling buttons to view the rest of the tabs.
To Insert a single new worksheet.
1. On the Insert menu, click Worksheet.

Selecting worksheets.
To select Do this
A single sheet Click the tab for the sheet.
Two or more adjacent sheets Click the tab for the first sheet, hold down the
SHIFT key, then click the tab for the last sheet.
When you select a sheet, the color of its tab will
change to white.
Two or more nonadjacent sheets Click the tab for the first sheet, hold down CTRL
key, then click the tabs for the other sheets.
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All sheets in a workbook Right-click a sheet tab, then click Select All Sheets
on the shortcut menu.
Note. To deselect the sheets, click inside any of the worksheets.
To display an open worksheet.
To display the window of an open worksheet, click its name at the bottom of the Window menu.
To Rename a worksheet (Giving meaningful names to sheets).
Purpose.
√ Ms-Excel worksheets are normally labeled Sheet1, Sheet2, Sheet3, etc. By looking at these
sheet names, you cannot tell what the sheets contain. However, if the sheets have meaningful
names, then you can immediately know what the sheet contains.
Method 1.
1. Click the tab for the sheet you want to rename.
2. On the Format menu, point to Sheet, then click Rename.
The current name for that sheet will be selected.
3. Press Backspace or Delete, type a new name, then press ENTER.
Method 2.
1. Double-click the tab of the sheet that you want to rename.
2. Type in a new name for the sheet, then press ENTER.
To Zoom (magnify or reduce) the display of a worksheet.
1. On the Formatting toolbar, click the arrow in the Zoom box.
-OR-
Click Zoom on the View menu.
2. Click the size you want, or enter a number from 10 to 400.
Note. Changing the size of the display does not affect printing. Sheets are printed at 100%
unless you change the scaling on the Page Setup dialog box (i.e., File menu, Page Setup, Page
tab).
To Delete worksheets.
1. Select the worksheet(s) you want to delete.
2. On the Edit menu, click Delete Sheet.
To Hide a worksheet.
1. Select the sheet(s) you want to hide.
2. On the Format menu, point to Sheet, then click Hide.
To Display a hidden worksheet.
1. On the Format menu, point to Sheet, then click Unhide.
2. In the Unhide sheet box, double-click the name of the hidden sheet you want to display.
To Hide or Display cell gridlines & Page Breaks.
1. Select the sheets on which you want to hide the gridlines.
2. On the Tools menu, click Options, then click the View tab.
3. Under Window options, clear or check the Gridlines & the Page Breaks checkboxes.
Ms-Excel add-ins - Components that can be installed on your computer to add commands and
functions to Excel. These add-in programs are specific to Excel.
CREATING A NEW WORKBOOK.
To create a new, blank workbook.
1. On the File menu, click New, then click Blank Workbook on the New Workbook task
pane.
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To create a new workbook based on the default workbook template.
1. Click on the New workbook icon on the Standard toolbar.

TYPES OF DATA IN SPREADSHHETS.

(1). Labels (Text).
 Labels are texts consisting of alphanumeric characters that can be entered into a cell.
E.g., Item codes such as Salary, Names such as John.
 Labels are made up of alphanumeric character strings.
In Excel, Text is any combination of numbers, spaces, & nonnumeric characters.
E.g., 10A19, 27AXY, 12-976, 208 4675.
(2). Values (Numbers).
Values consist of numerals & mathematical formulas entered into a cell.
In Excel, a number can contain only the following characters: digits 0 to 9 + - ( ) / $ %.
(3). Formulas.
 A Formula is a sequence of values, cell references, functions & arithmetic operators
whose calculation results to a numeric value.
 It is an equation that performs operations on worksheet data.
Formulas can perform mathematical operations such as addition, subtraction, division and
multiplication.
A Formula is used to tell Ms-Excel how you want a particular value to be computed.
(4). Functions.
 It is a special command, which you can type into your formula to perform arithmetic
operations.
 It is an inbuilt equation that is used for calculations.
 A Function is a short predefined (inbuilt) formula used to perform a given specific task.
Functions can be used to perform both simple and complex calculations.

ENTERING DATA IN WORKSHEET CELLS.

Once you start Ms-Excel or create a new workbook, you get a blank worksheet in which you can
start entering data.
Ms-Excel displays the READY mode at the lower left corner of the screen, implying that you
can type a cell entry.
Entering numbers or text.
1. Click the cell where you want to enter data. The Cell pointer moves to that cell.
2. Type in the data from the Keyboard.
3. Press ENTER (or move the selection box to the next cell using the Arrow keys or TAB Key).
4. To cancel an entry in a cell before you press the Enter, press ESC, or click the Cancel (X)
box on the Formula bar.
Entering fractions & negative numbers.
 To avoid entering a fraction as a date, type a zero (0) before the fraction. E.g. type 0 ½
 To enter a negative number, precede it with a minus sign (-), or enclose the numbers in
parenthesis ( ).
Note. Usually, numbers are Right-aligned in a cell, while text is left-aligned in the cell.
Entering a date, or a time.
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Method 1.
1. Click the cell where you want to enter the date or time.
 Type the date, separating its parts with a forward slash or a hyphen (dash).
E.g. 9/5/2002 or 5-Sep-2002.
To enter today's date, press CTRL+; (semicolon).
 To enter a time based on the 12-hour clock, type a space followed by AM or PM (a or p)
after the time. E.g. 9:00 p. Otherwise, Ms-Excel enters the time as AM. E.g., if you type
3:00 instead of 3:00 PM, the time is stored as 3:00AM.
To enter the current time, press CTRL+SHIFT+: (colon).
2. To complete your entry, press ENTER or TAB key.
Note.
 To type a date and time in the same cell, separate the date and time with a space.
 Excel treats dates & times as numbers, and are therefore Right-aligned in a cell. If Excel
cannot recognize the date or time format, the date or time is entered as text, which is left-
aligned in the cell.
 A time or date is displayed on a worksheet depending on the Number format applied to the
cell.
Method 2. Using the TODAY Function.

The TODAY function inserts the current data according to the computer’s system clock.
1. Select the cell where you want to enter the function.
2. Type “=TODAY()” in the cell, then press ENTER.
-OR-
1. On the Insert menu, click Function.
2. Select the Date & Time category, then choose TODAY. This will insert the current date in
the selected cell.
Note. The TODAY function does not require arguments.

SCROLLING THROUGH A WORKSHEET.

To move between cells on a worksheet, click on any cell or use the Arrow keys. When you move
to a cell, it becomes the Active cell. To see a different area of the sheet, use the scroll bars.
To scroll Do this
1 row up or down Click the Up & Down facing arrows in the vertical scroll bar.
1 window up or down Click above or below the scroll box in the vertical scroll bar.
1 column left or right Click the Left & Right facing arrows in the horizontal scroll bar.
A large distance Drag the scroll box to the approximate relative position.

EDITING CELL CONTENTS.

1. Double-click on the cell that contains the data you want to edit.
-Or-
Click in the cell, then press F2.
2. Edit (make changes to) the cell contents.
E.g., if you had left out a character, use the Left or Right Arrow key to move the insertion
point to the position of the correction, then type the character. If you had typed wrong
characters, use the Backspace or Delete to erase them.

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3. To enter your changes to the active cell, press ENTER, then use the Arrow keys to move to
another cell.

SAVING WORKBOOKS.
Purpose.
√ In order to use the worksheet at a later time.
√ If the saving is done periodically, say every 1 minute, it helps prevent data loss in case of
power failure.
When you save a workbook for the first time, you assign a file name and indicate where you
want to store the file on your computer’s hard disk or in another location. Each time you
subsequently save the workbook, Ms-Excel updates the workbook file with your latest changes.
To save a new, unnamed workbook.
1. Click the Save button on the Standard toolbar.
-OR-
On the File menu, choose Save (or press CTRL+S) to display the Save As dialog box.
2. In the File name box, enter a name for the worksheet.
3. In the Save in list, select the drive and/or folder where you want the worksheet to be saved.
4. Click the Save button.
To save a copy of a workbook (or save a workbook with a new name).
1. Open the workbook you want to make a copy of.
2. On the File menu, click Save As….
3. In the File name box, enter a new name for the file.
To save the copy in a different folder or drive, click a different location in the Save in list.
4. Click the Save button.
To save workbooks automatically as you work.
1. On the Tools menu, click Options, click the Save tab, then select the Save AutoRecover
info every checkbox.
2. In the minutes box, enter the interval for how often you want to save files.

OPENING A SAVED WORKSHEET.

Purpose.
You can open a saved worksheet (i.e., a worksheet stored on the hard disk of the computer or on
a floppy disk) in order to:
√ Continue working on it, if it was saved before completion.
√ View the data it contains.
√ Update it, if the data it contains represents information that changes periodically. For
example, A Weekly report.
1. Choose Open on the File menu,
-OR-
Click the Open button on the Standard toolbar (or press CTRL+O) to display the Open
dialog box.
2. In the Look in drop down list, click the drive or folder that contains the file you want to
open.
3. In the folder list, locate and open the folder that contains the file.
4. Double-click the file you want to open (or click the file, and then click the Open button).
Note. To open a recently opened file, select it from the bottom of the File menu.

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To show, hide, or change the list of recently used workbooks on the File menu.
1. On the Tools menu, click Options, then click the General tab.
2. Select or clear the Recently used file list checkbox.
3. To change the no. of files listed on the menu, select the number of entries.
Note. Only files you open and save after you select the checkbox are listed on the File menu.
Closing a Worksheet.
Purpose.
√ You close a worksheet when you have finished working with it, and you want to start
working on another.
1. On the File menu, click Close,
If you had not saved the worksheet, Ms-Excel gives a chance to do so.

Exiting / Quitting Ms-Excel.

Purpose.
√ You exit from Ms-Excel when you have finished working with it.
1. On the File menu, click Exit.
-OR-
Press ALT+F4),
-OR-
Click the Close button on the top right hand corner of the Title bar of the Ms-Excel window.
If the workbook was not saved before or the changes made to the open workbook are not saved,
Ms-Excel will give you an option to save those changes by displaying the Save As dialog box.
Choose Yes to save the changes, or No to discard the changes.

SELECTING DATA IN CELLS, ROWS OR COLUMNS.

To select Do this:
A single cell Click the cell, or press the Arrow keys to move to the cell.
Text in a cell Double-click in the cell (or click in the cell, press F2 to
display the Insertion point), then select the text in the cell.
A range of cells 1. Click the first cell of the range, hold down the left mouse
button, then drag to the last cell in the range.
-OR-
Click the first cell in the range, hold down SHIFT key,
then click the last cell in the range.
-OR-
Click the first cell in the range, hold down SHIFT key,
then use the Arrow keys to extend the selection.
All cells on a worksheet Press CTRL+A (or on the Edit menu, click Select All).
Nonadjacent cells or cell ranges Select the first cell or range of cells, hold down CTRL &
select the other cells or ranges.
An entire row or column Click the row or column heading.

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Adjacent rows or columns Drag across the row or column headings.
-OR-
Select the first row or column, hold down SHIFT key, then
select the last row or column.
Nonadjacent rows or columns Select the first row or column, hold down CTRL & select
the other rows or columns.
Note. To cancel a selection of cells, click any cell on the worksheet.
A Range is any group of cells in a worksheet. The cells in a range can be adjacent or
nonadjacent.

Clearing cell contents.

Clearing cells removes the cell contents (formulas and data), or formats (such as number
formats, and borders), but leaves the blank cells on the worksheet.
1. Select the cells, rows, or columns you want to clear.
2. On the Edit menu, point to Clear, then click Formats or Contents.
Clicking All, will clear formats and contents, and also remove any cell comments and data
validation.
Note. If you click a cell and then press the DELETE key, Ms-Excel will remove the cell
contents but does not remove comments or cell formats.

Inserting blank cells, rows, or columns.

Purpose.
√ You can insert a row or column, to make room for additional information in the worksheet.
This may be necessary when some extra information, which was not expected earlier, needs
to be included.
To Insert new blank cells.
1. Select a range of existing cells where you want to insert the new blank cells. Select the same
number of cells as you want to insert.
2. On the Insert menu, click Cells.
3. In the Insert dialog box, click Shift cells right, Shift cells down, Entire row, or Entire
column.
To Insert Rows.
1. To insert a single row, select a row (or click a cell in the row) immediately below where you
want the new row to appear.
For example, to insert a new row above row 5, click a cell in row 5. To insert multiple rows,
select the same no. of rows as you want to insert.
2. On the Insert menu, click Rows.
To Insert Columns.
1. To insert a single column, select a column (or click a cell in the column) immediately to the
right of where you want the new column to appear.
For example, to insert a new column to the left of column B, click a cell in column B. To
insert multiple columns, select the same no. of columns as you want to insert.
2. On the Insert menu, click Columns.

Deleting cells, rows, or columns

Deleting removes the cells from the worksheet and shifts the surrounding cells to fill the space.
1. Select the cells, rows, or columns you want to delete.
2. On the Edit menu, click Delete.

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3. If you are deleting cells, the Delete Cells dialog box appears. Click Shift cells left, Shift
cells up, Entire row, or Entire column.
Exercise (a).
1. How many columns are there in an Excel worksheet?
2. Identify and explain the FOUR types of data in Spreadsheets.
3. Explain how you would do the following operations on a Worksheet in Microsoft Excel.
(i). Rename a worksheet.
(ii). Delete a worksheet.
(iii). Insert a single new worksheet.
(iv). Move from one worksheet to another.
(v). Select a cell.
(vi). Select a range of cells.
(vii). Select nonadjacent cells or cell ranges.
(viii). Select everything in a worksheet.
4. Define the following terms as used in Spreadsheets: (6 marks)
(i). Cell.
(ii). Formula.
(iii). Labels.
5. What is the difference between Clearing cells and Deleting cells?
Exercise (b).
1. What is the meaning of each of the following concepts?
(i). Labels.
(ii). Values.
(iii). Formula.
(iv). Function.
2. Distinguish between Labels and Formulae with respect to Spreadsheets.
Exercise (c).
1. List FOUR types of information that can be entered into a cell. (4 marks).
2. Explain THREE cell data types in spreadsheet. (6 marks).

CHANGING THE COLUMN WIDTH.

Purpose.
√ Sometimes, your data may not fit within the standard column width. This happens especially
when you are working with long labels, large font sizes, or with data that has been formatted
as currency.
When a cell entry exceeds the width of the cell and spreads into the next column preventing
you from seeing the other cell contents, this is known as ‘Overflow’.
To change the width of a single column.
1. Point to the right border of the column heading. When the pointer changes to a cross (a two-
headed arrow), drag the boundary of the column heading until the column is the width you
want.
To change the width of multiple columns on the worksheet.
1. Select the columns you want to change, then drag a boundary of any selected column heading
to the right.
To change the column width to fit the contents.

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1. Double-click the boundary to the right of the column heading. This will adjust the column
width to fit the widest data in the column. This is known as the ‘Best Fit’ method.
To do the same for multiple columns; select the columns, then double-click a boundary to the
right of one of the column headings.
-OR-
Select the column(s), on the Format menu, point to Column, click AutoFit Selection.
To change the column width to a specific width.
1. Select the column, on the Format menu, point to Column, click Width, then enter a number.
To change the columns to their default width.
1. Right-click a sheet tab, then click Select All Sheets on the shortcut menu.
2. On the Format menu, point to Column, then click Standard Width.
3. Type a new measurement.
To Shrink the font size to show all data in a cell.
If a small amount of data isn't visible in a cell, you can reduce the font size of the data instead of
resizing the column.
1. Select the cells you want to format.
2. On the Format menu, click Cells, then click the Alignment tab.
3. Select the Shrink to fit checkbox.
CHANGING ROW HEIGHT.
To change the height of a single row.
1. Point to the boundary below the row heading. When the pointer changes to a two-headed
arrow, drag the boundary until the row is the height you want.
To change the height of multiple rows.
1. Select the rows you want to change, then drag a boundary below a selected row heading.
To change the row height for all rows on the worksheet, click the Select All button, then drag
the boundary below any row heading.
To change the height to fit the contents.
1. Double-click the boundary below the row heading.
-OR-
Select the row(s). On the Format menu point to Row, click Autofit.
To change the rows to a specific height.
1. Select the row(s).
2. On the Format menu, point to Row, click Height, and then enter a number.

POSITIONING (ALIGNING) DATA IN A CELL.

Purpose.
√ Adjusting the alignment of the cell contents, helps to distinguish different types of
information in cells.
Usually when you enter text data into a worksheet, it is normally aligned to the left in a cell,
while numbers, dates & times are aligned to the right.
To center the data, or align data to the left or right in a cell.
Method 1.
1. Select the cells with the data you want to reposition.
2. On the Formatting toolbar, click the appropriate alignment button.
 Click the Align Left button - to align text to the left of the cell.
 Click the Center button - to center text in the cell.
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 Click the Align Right button - to align text to the right.
Method 2.
1. Select the cells with the data you want to reposition.
2. On the Format menu, click Cells, click the Alignment tab. In the Horizontal box, select the
options you want; Right (Indent), Center, Left (Indent), or Justify.
Tips.
 In case you have a long cell entry that you want displayed in a single cell, select the Wrap
text checkbox on the Alignment tab.
 To restore the default alignment, select the cells, click Cells on the Format menu, and then
click the Alignment tab. In the Horizontal box, click General.
Method 3. Using Label Prefixes.
Label prefixes are special types of characters used to dictate the location of entities within cells.
Tip. Type the label prefix before entering the value to be aligned.
To align the contents Use
To the Left of the cell ‘ (apostrophe)
To the Center of the cell ^ (pur)
To the Right of the cell “ (quotation mark)
To repeat a value \ (backslash).
Note. These Label prefixes are mostly used in Lotus 1-2-3.
To Align data at the top, center, or bottom of a cell.
1. On the Format menu, click Cells, then click the Alignment tab.
2. In the Vertical box, click the option you want.
To center an entry as a heading across several columns.
1. Select the cells that contain the data you want centered across a range of cells. Extend your
selection to include only adjacent blank cells to the right.
2. On the Format menu, click Cells, then click the Alignment tab. Under Horizontal, select
Center Across Selection.

Merging cells across columns.

You can easily merge headings across the top of a range of cells. When you merge cells, the
selected cells are combined into one cell. This spreads the content of one cell over many cells.
1. Copy the data you want into the upper-leftmost cell within the range.
2. Select the cells you want to merge.
Warning. Excel places only the data in the upper-leftmost cell of the selected range into the
resulting merged cell. If there is data in other cells, the data is deleted when you merge the
cells.
3. To merge cells in a row or column and center the cell contents, click the Merge and Center
button on the Formatting toolbar,
-Or-
On the Format menu, click Cells, click the Alignment tab, then select the Merge cells
checkbox.
This will combine the cells and center the heading in the new, wider cell.
Tip.
You can change the text alignment in the merged cell by clicking the Align Left, Center, or
Align Right buttons on the Formatting toolbar.

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Merged cell - A single cell that is created by combining two or more selected cells. The cell
reference for a merged cell is the upper left cell in the original selected range.
To rotate text in a cell.
You can rotate cell contents as much as 90 degrees up or down.
1. Select the cells in which you want to rotate text.
2. On the Format menu, click Cells, then click the Alignment tab.
3. In the Orientation box, click an angle (in degrees) like 45, 60 or 90, or drag the indicator to
the angle you want.
To display text vertically from top to bottom, click the vertical Text Box under Orientation.
HIDING ROWS OR COLUMNS.
Purpose.
√ Hiding rows or columns prevents the display and printing of data held in particular rows or
columns. For instance, when your rows or columns contain confidential formulas not
necessary in the printed report.
1. Select the rows or columns you want to hide.
2. On the Format menu, point to Row or Column, then click Hide.
The selected rows or columns including their headings will not be visible.
To display a hidden row or column.
1. To display hidden rows, select the row below and the row above the hidden rows.
To display hidden columns, select the column to the left and the column to the right of the
hidden columns. For example, to redisplay hidden column C, select column B & column D.
If you want to redisplay noncontiguous columns, say, column C, D & F, select all the
columns from B through G, i.e. columns B, E & G.
2. On the Format menu, point to Row or Column, then click Unhide.
Tip. If the first row or column of a worksheet is hidden, to display it;
1. Click Go To on the Edit menu.
2. In the Reference box, type A1, and click OK.
3. On the Format menu, point to Row or Column, then click Unhide.

COPYING & MOVING OF DATA IN A WORKSHEET.

Purpose.
√ Reduces the effort & time taken to repeat the same information and formatting in other cells,
or worksheets.
√ Facilitates the copying of information between different Ms-Excel files.
√ Facilitates the copying of information between Ms-Excel and other Windows applications.
To Move or Copy data in cells.
1. Select the range of cells you want moved or copied.
To Move cells, click the Cut button on the Standard toolbar (or click Cut on the Edit menu,
or press CTRL+X).
To Copy cells, click the Copy button on the toolbar (or click Copy on the Edit menu, or
press CTRL+C).
Ms-Excel will place whatever you had selected into the ‘Clipboard’ (a temporary storage
area within the computer).
2. Go to one of the cells into which you want to place the data.

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3. Click on the Paste button on the Standard toolbar (or click Paste on the Edit menu, or press
CTRL+V). This places whatever was in the clipboard into your worksheet starting from the
current position.
Note. When you copy a cell by clicking Cut or Copy, and Paste, Ms-Excel copies the entire
cell, including formulas and their resulting values, comments, and cell formats.
Moving border - An animated border that appears around a worksheet range that has been cut or
copied. To cancel the moving border after you finish copying, press the ESC key.
To Insert moved or copied cells between existing cells.
1. Select the cells that contain the data you want to move or copy.
2. To move or copy the selection, click Cut or Copy on the Standard toolbar.
3. On the Insert menu, click Cut Cells or Copied Cells.
4. If you are moving or copying a range of cells, and not a row or column, in the Insert Paste
dialog box, click the direction to shift the surrounding cells, i.e. Shift cells right or Shift
cells down.
To Move Rows or Columns.
1. Select the row or column you want to move.
You can move multiple adjacent rows or columns.
2. Click Cut on the Standard toolbar or from the Edit menu.
3. Select the row below or the column to the right of where you want to move your selection.
4. On the Insert menu, click Cut Cells.

CHANGE THE FORMATTING OF TEXT.

Method 1: Using the Formatting toolbar.
To Change the Font name or Font size, or the text color.
1. Select cells or text you want to format.
2. On the Formatting toolbar;
 Click the font you want in the Font box.
 Click a font size in the Font Size box.
 To apply a color, click the arrow next to Font Color, then click a color on the palette

To Make selected text or numbers bold, italic, or single underlined.

1. On the Formatting toolbar, click a button for the format you want.
To make text Click
Bold Bold
Italic Italic
Underlined Underline
Method 2: Using the Format menu.
1. Select cells or text you want to format.
2. On the Format menu, click Cells, then click the Font tab.
3. In the Font box, click the font name you want.
In the Font Style box, click Bold, Italic, or Bold Italic.
In the Font Size box, click the font size you want.
In the Color box, click the arrow next to Font Color, then click a color on the palette.
To use a double underline, click the arrow next to Underline, then select Double.
To use Superscripts or Subscripts, select the checkboxes under Effects.
4. Click the OK button.

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APPLYING BORDERS, SHADINGS & PATTERNS TO A WORKSHEET.

You can apply borders to cells, shade cells with a background color, or shade cells with a color
pattern in order:
Purpose.
√ To distinguish between different types of information in a worksheet.
√ To make the worksheet more appealing to the eye.
√ To draw attention to important data in the worksheet.
To Apply a Border to cells.
1. Select the range of cells that you want to put a border around.
2. On the Format menu, select Cells. In the resulting dialog box, click on the Border tab.
3. Under the Presets section, select the Border style you want, e.g. Outline or Inside borders or
both.
4. To change the line style for the border, click a style in the Style list, and then click a button to
indicate the border placement.
You can specify the colour of the lines from the Color drop-down list.
5. Click the OK button when you are done.
To remove cell borders, under the Presets section, click None.
To Apply or Remove cell Shadings.
1. Select the cells you want to apply shading to or remove shading from.
2. On the Format menu, click Cells, then click the Patterns tab.
3. In the Cell shading box, click the color you want to shade the cells with.
4. To include a background color with the pattern, click the arrow next to the Pattern box, then
click the pattern style and color you want.
5. Click the OK button.
The borders, shades and patterns that you have specified all apply to the range you had
selected.
To Remove a shading, under Cell shading, choose No color.

Adding or Removing a background pattern on a sheet.

1. Click the sheet that you want to add a background pattern to or delete a background pattern
from. Make sure only one sheet is selected.
To Add a background pattern to an entire sheet.
1. On the Format menu, point to Sheet, then click Background.
2. Select the graphics file to use for the background pattern. The selected graphic is repeated to
fill the sheet.
Note. Background patterns do not print.
To Remove the background pattern from a sheet.
1. On the Format menu, point to Sheet, then click Delete Background.
To Apply or Remove automatic formatting on a range of cells.
AutoFormat –An inbuilt collection of cell formats such as font size, patterns, and alignment that
you can apply to a range of data.
1. Select the range you want to format or remove the AutoFormat from.
2. On the Format menu, click AutoFormat.
3. Click the format you want.
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If you want to use only selected parts of the autoformat, click Options, and then clear the
checkboxes for the formats you don't want to apply.
To remove an Autoformat, at the bottom of the list, click the format above None.

FORMATTING NUMBERS IN A WORKSHEET.

Purpose.
Formatting of numbers in a worksheet can make your worksheet much more presentable.
For example,
√ Long numbers without commas are difficult to read.
√ Too many uneven decimal places in a worksheet make it difficult to compare figures.
√ A worksheet that has some figures with six decimal places, others with commas and others
with no decimal places has an untidy appearance.
To Add or Remove the Thousands separator in a number.
Method 1.
1. Select the range of cells containing the numbers whose format you want to change.
2. Click the Comma Style (,) button on the Formatting toolbar.
Method 2.
1. On the Format menu, click Cells, then click the Number tab.
2. In the Category list, click Number.
3. Select or clear the Use 1000 separator (,) checkbox.
All numbers in the selected range will be displayed with commas separating the thousands
and with two decimal points, e.g., 7,375.00
To Change the no. of Decimal places displayed in a number.
Method 1.
1. Select the range of cells whose decimal places you want to change.
2. To display more digits after the decimal point (to increase the no. of decimal places), click
the Increase Decimal button on the Formatting toolbar.
To display fewer digits after the decimal point (to decrease the no. of decimal places), click
the Decrease Decimal button.

Method 2:
1. On the Format menu, click Cells, then click the Number tab.
2. In the Category list, click Currency, Accounting, Percentage, or Scientific.
3. In the Decimal places box, enter the number of decimal places you want to display.
If you want to change the currency symbol, click the symbol you want to use in the Symbol
list.
To Display numbers as Percentages or Fractions.
Method 1.
To quickly display nos. as percentages of 100, click the Percent Style (%) button on the
Formatting toolbar.
Method 2.
1. Select the range cells you want to format as percentages.
2. On the Format menu, click Cells, then click the Number tab.
3. To display nos. as percentages, click Percentage in the Category list. In the Decimal places
box, enter the number of decimal places you want to display.
4. To display nos. as fractions, click Fraction in the Category list, then click the type of
fraction you want to use.
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To Add or Remove a Currency symbol.

Method 1.
1. Select the range of cells you want to format as currency.
2. Click the Currency Style ($) button on the Formatting toolbar.
Method 2.
1. On the Format menu, click Cells, then click the Number tab.
2. In the Category list, click Currency.
3. In the Symbol list, select the currency symbol that you want.
To remove a currency symbol, click None in the Symbol list.
To Display minus signs on negative numbers.
1. Select the cells you want to change.
2. On the Format menu, click Cells, then click the Number tab.
For simple numbers, click Number in the Category list.
For currency, click Currency in the Category list.
3. In the Negative numbers box, select the display style for negative numbers.
To Reset a number format.
1. Select the cells you want to reset to the default number format.
2. On the Format menu, click Cells, then click the Number tab.
3. In the Category list, click General.
Exercise.
1. Explain step-by-step how you would perform the following operations on a worksheet in
Microsoft Excel.
(i). Enter data into a worksheet cell.
(ii). Edit cell contents.
(iii). Make text in a cell Bold, Italic and double-underlined.
(iv). Adjust a column width to accommodate the longest cell entry in a range of cells.
2. Explain what are Label prefixes in spreadsheets. (10 Mk)
3. A worksheet table has columns A through N. The Chief Accountant doesn’t require the
information contained in columns E, F and G. Give a step-by-step procedure on how to make
sure that only the columns with the required information are printed.
4. You have the number 435273.7865 in a cell. How will it look if you format the cell as
commas and 2 decimal places?

FINDING RECORDS.
Purpose.
√ Suppose you wanted to view records that meet given conditions, you would have to sort the
table according to the conditions so as to find out where those records appear in the list.
Such conditions are referred to as ‘Criteria’.
However, this method will require you to sort the table whenever you want to find something
different.
Ms-Excel offers an easier solution to this through the Filter command on the Data menu.
1. Click on any cell in the table that contains the records you want to search for.
2. On the Data menu, choose Filter, then select AutoFilter from the submenu.
A downward arrow appears on the right of each field name.
3. Click the down arrow on a column to display the conditions that can be set. Select a
condition (Criteria) from that list.

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Note. If the criteria you want is not in the list or if you want to enter two conditions, then
perform the following steps:
(i). Select the column / field to search by clicking on the down arrow to the right of the
field name.
The Custom AutoFilter dialog box appears.
(ii). In the Show rows where: box, select the conditions to use by clicking on the down
arrow. The list includes ‘is greater than’; ‘is less than’, etc.
(iii). Enter the Value to compare the contents of the field width. You could type or select it
from a drop down list of values available in the database.
4. Click the OK button to complete the task.
Note. To redisplay the records, click on the down arrow to the right of the field name that you
had selected, and select the option All.
Example:
A B C D
1 Date Person Item Amount
2 26-Jan-97 Morris Bar 95
3 28-Mar-97 Albert Take Away 136
4 28-Jan-97 Anne Lunch 53
5 09-Mar-97 Susan Breakfast 112
6 12-Jun-97 Jane Snacks 56
7 12-Apr-97 Richard Snacks 118
8 15-Mar-97 Peter Bar 114
9 25-Mar-97 Mike Take Away 80
10 01-Mar-97 James Bar 167
11 09-Jun-97 Morris Take Away 71
12 16-Jun-97 Susan Lunch 80
Suppose you want to view all the sales that exceed 100 Shillings but are below 150 shillings
from a week’s list of sales records.
 The field to use for the search would be Amount. So, click on the down arrow on the right
of the Amount field.
 The Operator would be is greater than, and the value would be 100.
 Enter the second criteria, as Amount is less than 150, then click the OK button.
 All the records whose amount is between 100 and 150 will be displayed (Only the records
matching the criteria are displayed).
A B C D
1 Date Person Item Amount
3 28-Mar-97 Albert Take Away 136
5 09-Mar-97 Susan Breakfast 112
7 12-Apr-97 Richard Snacks 118
8 15-Mar-97 Peter Bar 114
10 01-Mar-97 James Bar 167

PIVOT TABLES.
Purpose.
√ A Pivot table helps us to summarize and analyze large amounts of existing data, from a list
or table, using the format and calculation methods of your choice.
Suppose we wanted the daily totals for each of the sales persons along with the total sale for
each day: A PivotTable can help us get that kind of information much more easily.
1. Select any cell in the list or table you want to summarize.
2. On the Data menu, select PivotTable and PivotChart Report…
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3. This will activate Step 1 of the PivotTable Wizard. In this step, select the source of data Ms-
Excel will use to create the Pivot Table. From the choices given, select Microsoft Excel list
or Database.
Click on the Next button.
4. Step 2 of the Wizard shows you the range containing the list of data detected around the
position of your cell pointer of Step 1. If necessary, change the range.
Click on the Next button.
5. Click the Layout… button to specify how you want the PivotTable to appear.
6. On the right hand side of the PivotTable and PivotChart Wizard – Layout dialog box, the
Pivot Wizard shows the column titles (field names) found in your list.
 Drag the field name whose contents you want to summarize downward to the area marked
ROW.
 Drag the field name whose contents you want to summarize across the PivotTable to the
area marked COLUMN.
 Drag the field name that contains the data to be summarized into the area marked DATA.
7. Step 3 of 3 will be displayed again allowing you to specify a convenient location for the
PivotTable. The PivotTable may be positioned either as a new worksheet or on the existing
worksheet.
If you select Existing worksheet in this dialog box, then you must specify the cell where the
top left corner of the PivotTable will be positioned.
8. To specify a name for the PivotTable, click on the Options button.
9. Click on the Finish button. Ms-Excel places the Pivot Table in the location you specified.
Refreshing Records in the PivotTable.
1. Select a cell in the PivotTable.
2. On the PivotTable toolbar, click on the Refresh Data button.
Note. To refresh the PivotTable whenever you open the workbook, click Options on the
PivotTable menu of the PivotTable toolbar. Under Data source options, select the Refresh on
open checkbox.

CELL REFERENCES (Cell Addresses).

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 A Cell reference is the identity of a cell in a worksheet.
 A Reference identifies a cell or a range of cells on a worksheet and tells Ms-Excel where to
look for the values or data you want to use in a formula.
Examples of Cell references.
(i). Single cell reference.
(ii). Mixed cell reference.
(iii). Label cell reference.
(iv). Relative cell reference.
(v). Absolute cell reference.

REFERENCING OF CELLS.
A cell is identified by use of the Column letter heading & the Row number heading.
To refer to a cell, enter the column letter followed by the row number. For example, B2 refers to
the cell at the intersection of column B & row 2.
Examples of cell references.
To refer to Type
The cell in column A & row 10 A10
The range of cells in column A & rows 10 to 20 A10:A20
The range of cells in row 15 & columns B to E B15:E15
All cells in row 5 5:5
All cells in rows 5 to 10 5:10
All cells in column H H:H
All cells in columns H to J H:J
The range of cells in columns A to E & rows 10 to 20 A10:E20

PERFORMING CALCULATIONS IN MS-EXCEL.

USING WORKSHEET FUNCTIONS.
 A Function is a special command, which you can type into a formula to perform arithmetic
operations.
 A Worksheet function is a special inbuilt formula that performs an operation on the values
that you provide.
 It is an inbuilt equation that is used for calculation.
A function performs operations or calculations using specific values, called arguments. The
arguments can be either cell references or values or both.
Categories of Functions in Ms-Excel.
Functions are grouped into broad categories by some common features particular to the function.
1. Financial functions.
Analyze investments and securities; determine depreciation, calculate cash flows and loans,
e.g. the PMT function.

2. Date & Time functions.

Calculate values that represent dates and times.
E.g., the TODAY function is used to return the current date according to the computer’s
internal clock.

3. Math & Trigonometry functions.

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Can be used to perform simple mathematical operations, such as calculating Square roots
(SQRT), rounding a number (ROUND), calculating the total value for a range of cells
(SUM), etc.
They are also used to replace complex trigonometric calculations like Sine (SIN), Cosine
(COS), etc.
E.g., ABS – gives the Absolute value of a number. The Absolute value of a number is the
number without its sign.
Syntax: ABS(number)
4. Statistical functions.
Perform calculations (statistical analysis) on ranges of data.
E.g., AVERAGE - calculates the average (arithmetic mean) of a set of values in a range.
STDEV – Estimates Standard Deviation based on a sample. Standard Deviation is a
measure of how widely values are dispersed from the Average value (Mean).
Syntax: STDEV(number1,number2,….)
5. Logical functions.
Calculate the results of logical formulas. E.g., the IF Function.
6. Look up & Reference functions.
Finds or refers to the contents of a cell. For example, the VLOOKUP function.
7. Database functions.
Perform statistical calculations and queries on database tables. For instance, DSUM will find
the total of values in a particular field (column).
8. Information functions.
Return information about cells, ranges, the operating system, and some Ms-Excel tools, or to
mark places where information is missing or incorrect.
E.g., CELL - returns information about the formatting, location or contents of a cell.
CREATING MS-EXCEL FORMULAS.
Purpose.
√ When you need to perform a calculation in Ms-Excel, you use a formula.
You can create simple formulas that can be used; lets say, to add the values in two cells, or
you can create complex formulas that can calculate the Standard deviation of certain values.
For example, the formula ‘=SUM(D1:D7)’ uses a function to add the values in the range
D1:D7. It gives the same result as the formula ‘=D1+D2+D3+D4+D5+D6+D7’.
Before you write your formula in Ms-Excel, it is advisable to do the following;
(i). Decide what you want to be calculated, e.g., the Total Cost of items.
(ii). Note down the values in the worksheet required for the calculation and use them to write
down the formula, e.g. Quantity * Price.
(iii). Substitute the values with their cell references, e.g. B3*D3.

Calculation operators in formulas.

Operator - A sign or a symbol that specifies the type of calculation to perform on the elements
of a formula.
Excel includes 4 different types of calculation operators:
(i). Arithmetic (Mathematical) operators.
(ii). Logical (Comparison) Logical operators.
(iii). Reference operators.
(iv). Text concatenation operators.
Arithmetic (Mathematical) operators.
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Performs basic mathematical operations such as Addition, Subtraction, Division or
Multiplication.
Arithmetic operator Meaning Example.
+ (Plus sign) Addition 3+3
- (Minus sign) Subtraction 3–1
* (Asterisk) Multiplication 3*3
/ (Forward slash) Division 3/3
% (Percent sign) Percent 20%
Logical (Comparison) operators.
Compares two values and produces a logical value, either TRUE or FALSE.
Comparison Meaning Example.
= (equal sign) Equal to A1=B1
> (greater than sign) Greater than A1>B1
< (less than sign) Less than A1<B1
>= (greater than or equal to sign) Greater than or equal to A1>=B1
<= (less than or equal to sign) Less than or equal to A1<=B1
<> (not equal to sign) Not equal to A1<>B1
Reference operators.
Combine ranges of cells for calculations.
Reference operator Meaning Example.
: (colon) Range operator; produces one B5:B9
reference to all the cells between
two references, including the two
references.
, (comma) Union operator; combines multiple SUM(B5:B9,D5:D9)
references into one reference.
Text concatenation operators.
Use the ampersand (&) to join one or more strings to produce a single piece of text.
Text operator Meaning Example.
& (ampersand) Connects two values to produce “North” & “wind” produces
one continuous text value “Northwind”
Creating a simple formula.
A Formula in Ms-Excel always begins with an equal (=) sign. Ms-Excel uses this sign to
differentiate between a Label (text) and a Formula. The equal sign tells Ms-Excel that the
characters that follow constitute a formula.
Following the equal sign are the elements to be calculated called Operands or Arguments. The
Arguments are separated by calculation operators, and enclosed by an opening & closing
parentheses (brackets).
1. Click on the cell in which you want to enter the formula.
2. Type the = (equal sign) to activate the Formula bar. The equal sign (=) tells Ms-Excel that
you are entering a formula in the cell.
3. Type the formula directly into the Formula box.
To tell Ms-Excel where to find the data that will be used in the calculation, type a cell
reference.
4. Press the ENTER key. Ms-Excel immediately calculates & shows the result in the cell,
while the formula is displayed in the Formula bar.
Notes.

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 A Formula can refer to other cells on the same worksheet.
 Ms-Excel calculates a formula from left to right, according to a specific order for each
operator in the formula.
You can change the order of operations by using parenthesis. E.g., to calculate B4+25, then
divide the result by the sum of the values in cells D5, E5 and F5, the formula would be:
=(B4+25)/SUM(D5:F5)
In this example, the parentheses around the first part of the formula forces Ms-Excel to
calculate B4+25 first, then divide the result by the sum of the values in cells D5, E5, and F5.
Working with more than one cell.
A group of two or more cells on a worksheet is referred to as a Range. The cells in a range can
be adjacent or nonadjacent.
A range is usually a selection that you want Ms-Excel to work on. A range can be part of a row
or rectangle, e.g. D12:K12, or part of a column, e.g. D12:D14.
A range is identified by its first cell & last cell, separated by a Colon (:), e.g. A4:E9
1. To work with a range, you must select the cells that form the range.
How?
 Click the first cell of the range, then drag to the last cell. E.g. to select the range B4
through E4; click on cell B4, drag the mouse pointer to cell E4, then release the mouse
button.
-OR-
 Click the first cell in the range, hold down the SHIFT key & click the last cell in the range
(or use the Arrow keys to extend the selection).
Tip. To enter the same formula into a range of cells; select the range first, type the formula, then
press CTRL+ENTER.
You can also enter a formula into a range of cells by copying a formula from another cell.
Creating a formula that contains a function.
1. Click the cell where the result of the formula will be displayed.
2. On the Insert menu, click Function, (or click the Paste Function button on the toolbar).
3. Click a function from the Function Category list. When you select a function, a description
of the function appears in the dialog box.
Click the OK button.
4. Type in the arguments to compute in the parentheses in the formula. To enter a range, use a
Colon to separate the first & the last cells in the range, or use a Comma to separate reference
to individual cells.
5. After you complete the formula, click the OK button or press the ENTER key.
Note. The structure of a function begins with an Equal sign (=), followed by the Function
name, & the Arguments for the function. The Arguments are separated by commas or a colon,
and enclosed in an opening & closing parenthesis.

Performing Common Calculations.

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ADDING NUMBERS.
Method 1.
Type the numbers directly into a cell and press the ENTER key to display the results.
Example: cells D5, E5 & F5 contain the values 5, 15 & 20. To add all the values in the range,
type: =D5+E5+F5
-OR-
=5+15+20
To Add all numbers in a contiguous row or column.
You can insert a sum for a range of cells automatically using the AutoSum (Σ) button on the
Standard toolbar.
1. Click a cell below the column of numbers or to the right of the row of numbers.
2. Click AutoSum on the Standard toolbar. Ms-Excel suggests a formula.
3. To accept the formula, press the ENTER. To change the suggested formula, select the range
before pressing the ENTER key.
To Add numbers that are not in a contiguous row or column.
Use the SUM function. SUM adds all the numbers in a range of cells.
Syntax: SUM(number1,number2,…..)
Number1,number2,… are the arguments for which you want the total value or sum.
Example 1: Cells A2, A3 & A4 contain values -5, 15, and 30.
To add Formula
The numbers in the cells A2 to A4. =SUM(A2:A4)
The numbers in cells A2:A4, and 15. =SUM(A2:A4, 15)
The values in cell A2, A4 and 2. =SUM(A2,A4, 2)
3 and 2 =SUM(3,2)

Example 2:
A B
1 Salesperson Invoice
2 Buchanan 15,000
3 Buchanan 9,000
4 Suyama 8,000
5 Suyama 20,000
6 Buchanan 5,000
7 Dodsworth 22,500
Formula Adds
=SUM(B2:B4) the values in cells B2, B3 and B4.
=SUM(B2:B3, B5) two invoices from Buchanan, & 1 from Suyama
=SUM(B2,B5,B7) individual invoices from Buchanan, Suyama,& Dodsworth.
SUBTRACTING NUMBERS.
Type the formula ‘=10-5’ in a cell to display the result 5.
Example: cells A2, A3 & A4 contain the values 15,000, 9,000 & -8,000.
Formula Description Result
=A2-A3 Subtracts 9,000 from 15,000 6,000
=SUM(A2:A4) Adds all nos. in the list, including negative nos. 16,000

To calculate a running balance.

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You can build a formula in a banking transaction to calculate your running balance.
Example 1.
Assume that cell F6 contains the previous balance of 4,000/=, cell D7 contains the first
transaction’s deposit subtotal of 190,500, and cell E7 contains any cash-received amount of
50,000.
To calculate the current balance for the first transaction, enter the following formula in cell F7:
=SUM(F6,D7,-E7)
Example 2.
A B C
1 Deposits Withdrawals Balance
2 $1,000 $625 =SUM(A2,-B2)
3 1000 740 =SUM(C2,A3,-B3)

TO INCREASE OR DECREASE A NUMBER BY A PERCENTAGE.

Example 1.
Assume that cell F5 contains a numeric value of 30,000. To increase the value stored in cell F5
by 5 percent;
=F5*(1+5%)
If the percentage amount is stored in a cell, let say, cell F2:
=F5*(1+$F$2) = (31,500)
Note. The reference to F2 is an Absolute cell reference so that the formula can be copied to
other cells without changing the reference to F2.
Example 2.
A B
1 Number Percent Increase
2 23 3%
Formula Description Result
=A2*(1+5%) Increases the no. in A2 by 5% 24.15
=A2*(1+B2) Increase the no. in A2 by the percent value in B2: 3% 23.69
=A2*(1-B2) Decrease the no. in A2 by the percent value in B2: 3% 22.31

MULTIPLYING NUMBERS.
Use the asterisk (*) operator or the PRODUCT function.
PRODUCT multiplies all the nos. given as arguments and returns the product.
Syntax: PRODUCT (number1, number2,…..)
Number1, number2,… are the numbers you want to multiply.
Formula Description Result
=5*10 50
=A2*B2 multiplies the contents in cells A2 and B2.
=(5+2)*3 adds 5 and 2 together then multiplies the result by 3 21
Example: Using the values shown in the worksheet below, calculate the cost of the milk.
A B C D
1 Item Quantity Price Total cost
2 Milk 26 Litres 15.00
3 Sugar 19 Kgs 48.90

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The Total cost of the milk will be given by, Quantity* Price. Therefore, in cell D2, type the
formula; =B2*C2.
Note. If you omit ‘=’ symbol before B2, Ms-Excel will not recognize it as a formula and what
you have typed will literally appear as ‘B2*C2’, which will not yield the expected result.
To Multiply numbers in different cells using a formula.
Cells A2, A3 & A4 contain the values 5, 15, 30.
To multiply Formula
The numbers in cells A2 & A3 =A2*A3
All the numbers in the range =PRODUCT(A2:A4)
All the numbers in the range, and 2. =PRODUCT(A2:A4,2)
DIVIDING NUMBERS.
Type a formula such as =10/5 in a cell to display the result 2.
Example.
Cells A2 & A3 contain values 15,000 and 12.
Formula Description Result
=A2/A3 Divides 15,000 by 12 1,250

GETTING THE SQUARE ROOT OF A NUMBER.

Use the SQRT function. SQRT gives a positive square root of a specific number.
Syntax: SQRT(number)
Number - is the number for which you want the square root. If number is negative, SQRT
returns the #NUM! error value.
Example 1: Cell B2 contains the number 215; to get the square root, type:
=SQRT(215) -OR- =SQRT(B2)
Examples 2:
Formula Description Result
= SQRT(16) 4
=SQRT(-16) #NUM!

RAISING A NUMBER TO A POWER.

Use the POWER function. POWER gives the result of a no. raised to a power.
Syntax: POWER(number,power)
Number - is the base no. It can be any real number.
Power - is the exponent to which the base no. is raised.
Note. The up carat (^) operator can be used instead of POWER to indicate to what power the
base no. is to be raised.
Description Formula Result
5 squared =5^2 -OR- =POWER(5,2) 25
5 cubed =5^3 -OR- =POWER(5,3) 125
4 raised to the power of 5/4 =4^05/4 -OR- =POWER(4,5/4) 5.656854
98.6 raised to the power of 3.2 =98.6^3.2 -OR- =POWER(98.6,3.2) 2401077

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The PMT Function
PMT calculates the payment on a loan (principal) at a given interest rate for a specified no. of
payment periods (term).
Syntax: =PMT(Principal - Amount,Interest-Rate,Term)
Principal and Terms are values. Interest is a decimal or percentage value greater than -1.
Example;
A businessman took out a Ksh. 800,000 loan for 4 years at an annual Interest Rate of 26%,
compounded monthly. If the monthly installments are paid on the last day of each month,
determine the installment to be paid.
=PMT(800000,0.26/12,48)
The Monthly installment is 26,973.85
Note. The Interest is divided by 12 in order to get the monthly rate, and term (in years) is
multiplied by 12 to convert it into months.

The FV Function
FV calculates the future value of a fixed investment earning a fixed interest over a specified
period.
E.g., let’s say, you want to plan for your retirement in 20 years and decide to invest Ksh. 20,000
each year. If the investment pays 20% interest compounded annually, the formula would be:
=FV(20%,20,-20000)
You would collect Ksh. 3,733,760 after 20 years.

ROUNDING OF NUMBERS.
The ROUND function rounds a given number to a specified no. of digits.
Syntax: ROUND(number,num_digits)
Number –is the no. you want to round.
num_digits – specifies the no. of digits to which you want to round the no.
Notes.
 If num_digits is greater than 0 (zero), then number is rounded to the specified no. of decimal
places.
 If num_digits is 0 (zero), the number is rounded to the nearest Integer (whole no.).
 If num_digits is less than 0 (zero), then number is rounded to the left of the decimal point.
Example 1:
Formula Description Result
=ROUND(2.15,1) 2.2
=ROUND(2.149,1) 2.1
=ROUND(21.5,-1) num_digits is less than 0 (zero), 20
Example 2: Cells A2:A4 contain values 20.3, 5.9 and -5.9.
Formula Description Result
=ROUND(A2,0) Rounds 20.3 down, because the fractional part is less than .5 20
=ROUND(A3,0) Rounds 5.9 up, because the fractional part is greater than .5 6
=ROUND(A4,0) Rounds -5.9 down, because the fractional part is less than -.5 -6
=ROUND(-1.475,2) -1.48

To Round a number to a near fraction.

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For Example, cells A2 & A3 contain values 1.25 and 30.452.
Formula Description Result
=ROUND(A2,1) Rounds the no. to the nearest 1 decimal place.
Because the portion to be rounded is 0.05 or greater,
the no. is rounded up 1.3
=ROUND(A3,2) Rounds the no. to the nearest 2 decimal places.
Because the portion to be rounded, 0.002, is less than 0.005,
the no. is rounded down 30.45

GETTING THE LOGARITHM OF A NUMBER.

LOG - Gives the logarithm of a number to the base you specify.
Syntax: LOG(number,base)
Number -is the positive real no. for which you want the logarithm.
Base -is the base of the logarithm. If base is omitted, it is assumed to be 10.
Formula Result
=LOG(10) 1
=LOG(8, 2) 3
=LOG(86, 2.7182818) 4.454347

GETTING THE BASE-10 LOGARITHM OF A NUMBER.

LOG10 - Gives the base-10 logarithm of a number.
Syntax: LOG10(number)
Number -is the positive real number for which you want the base-10 logarithm.
Formula Description Result
=LOG10(86) Base-10 logarithm of 86 1.934498451
=LOG10(10) Base-10 logarithm of 10 1
=LOG10(10^5) Base-10 logarithm of 10 power 5 5

MOD - Gives the remainder after a number is divided by a divisor.

Usually, the result has the same sign as the divisor.
Syntax: MOD(number,divisor)
Number -is the number for which you want to find the remainder.
If divisor is 0, MOD returns the #DIV/0! error value.
Description Formula Result
Remainder of 3/2 =MOD(3, 2) 1
Remainder of -3/2 =MOD(-3, 2) 1
Remainder of 3/-2 =MOD(3, -2) -1
Remainder of -3/-2 =MOD(-3, -2) -1

COS - Gives the cosine of the given angle.

Syntax: COS(number)
Number - is the angle in radians for which you want the cosine. If the angle is in degrees,
multiply it by PI()/180 to convert it to radians.
Description Formula Result in radians.
Cosine of 1.047 radians =COS(1.047) 0.500171
Cosine of 60 degrees =COS(60*PI()/180) 0.5

SIN - Gives the sine of the given angle.

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Syntax: SIN(number)
Number -is the angle in radians for which you want the sine. If your argument is in degrees,
multiply it by PI()/180 to convert it to radians.
Description Formula Result in radians.
Sine of pi/2 radians =SIN(PI()/2) 1
Sine of 30 degrees =SIN(30*PI()/180) 0.5

TAN - Gives the tangent of the given angle.

Syntax: TAN(number)
Number- is the angle in radians for which you want the tangent.
Description Formula Result in radians.
Tangent of 0.785 radians =TAN(0.785) 0.99920
Tangent of 45 degrees =TAN(45*PI()/180) 1

TRUNC – Truncates (shortens) a number to an Integer by removing the fractional part of the
number.
Syntax: TRUNC(number,num_digits)
Number -is the number you want to truncate.
Num_digits -is a number specifying the precision of the truncation.
Description Formula Result
Integer part of 8.9 =TRUNC(8.9) 8
Integer part of -8.9 =TRUNC(-8.9) -8

CALCULATING THE AVERAGE (ARITHMETIC MEAN) OF NUMBERS.

Use the AVERAGE function. AVERAGE gives the average (arithmetic mean) of the
arguments provided.
Syntax: AVERAGE(number1,number2,...)
Number1, number2, ... are numeric arguments for which you want the average.
Note. The arguments must numbers or references that contain numbers. If a reference argument
contains text, logical values, or empty cells, those values are ignored; however, cells with the
value zero are included.
Example: Cells A2:A6 contain values 10, 7, 9, 27, & 4.
Description Formula Result
Average all of nos. in the list =AVERAGE(A2:A6) 11.4
Average cells A2 to A4 and A6 =AVERAGE(A2:A4,A6) 7.5
Average the nos. in cell A2 to A5, and 5 =AVERAGE(A2:A5, 5) 11.6
CALCULATE THE SMALLEST OR LARGEST NUMBER IN A RANGE.
Use the MIN or MAX functions.
MAX- Gives the largest value in a set of values.
MIN - Gives the smallest number in a set of values.
Syntax: MAX or MIN(number1,number2,...)
Number1, number2, .. are nos. for which you want to find the maximum or minimum value.
Notes. If the arguments in the reference contain no numbers, MAX or MIN returns 0 (zero).
Empty cells, logical values, or text in the reference are ignored.

Example: Cells A2:A6 contain values 10, 7, 9, 27 & 2.

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Description Formula Result
Largest number in the range =MAX(A2:A6) 27
Smallest number in the range =MIN(A2:A6) 2
Largest of the numbers in cells A2:A6, and 30 =MAX(A2:A6, 30)
Smallest of the numbers given, and 0 =MIN(A2:A6,0)
CALCULATE THE MEDIAN OF A GROUP OF NUMBERS.
Median is the value at the center of an ordered range of nos.
Use the MEDIAN function. MEDIAN gives the number in the middle of a set of numbers.
Syntax: MEDIAN(number1,number2,...)
Number1, number2, ... are numbers for which you want the median.
Notes.
 Cells with the value zero are included.
 If there is an even number of nos. in the set, then MEDIAN calculates the average of the two
numbers in the middle.
Example: Cells A2:A7 contain values 1, 2, 3, 4, 5 and 6.
Description Formula
Median of the first 5 nos. in the list =MEDIAN(A2:A6)
Median of all the nos. given, or the average of 3 and 4 =MEDIAN(A2:A7)

MODE - Gives the most frequently occurring, or repetitive, value in a range of data.
Syntax: MODE(number1,number2,...)
Number1, number2, ... are the arguments for which you want to calculate the mode.
Note.
 Cells with the value zero are included.
 If the data set contains no duplicate data points, MODE returns the #N/A error value.
Example: Cells A2:A7 contain the values 5.6, 4, 4, 3, 2, and 4.
Description Formula
Mode, or most frequently occurring no. in the list =MODE(A2:A7)
Tip. In a set of values, the Mode is the most frequently occurring value; the Median is the
middle value; and the Mean is the average value.

COUNTING CELLS THAT CONTAIN NUMBERS.

COUNT - Counts the no. of cells that contain numbers within the list of arguments.
Syntax: COUNT(value1,value2,...)
Value1, value2, ... are the arguments that can contain or refer to a variety of different types of
data, but only numbers are counted.
Note. Empty cells, logical values, text, or error values in the reference are ignored.
Example 1.
A
1 Data
2 Sales
3 12/8/2007
4
5 19
6 22.44
Formula Description Result
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=COUNT(A2:A6) Counts no. of cells that contain nos. in the list 3 (date is a number).
=COUNT(A2:A3,A6) Counts no. of cells that contain nos. in cells 2
A2:A3, & A6
Example 2.
A
1 Sales
2 12/8/90
3
4 19
5 22.24
6 TRUE
7 #DIV/0!
Formula Description Result
=COUNT(A1:A7) Counts the no. of cells that contain nos. in the list 3
=COUNT(A5:A7) Counts the no. of cells that contain nos. in the last 3 rows
of the list 1
=COUNT(A1:A7,2) Counts the no. of cells that contain numbers in the list,
and the value 2 4

LOGICAL FUNCTIONS
Logical functions can be used either to test whether a condition is TRUE or FALSE or to check
for multiple conditions.
For example, use the IF function to determine whether a condition is true or false. One value is
returned if the condition is TRUE, and a different value is returned if the condition is FALSE.

NOT -Reverses the value of its argument. Use NOT when you want to make sure a value is not
equal to one particular value.
If logical is FALSE, NOT returns TRUE; if logical is TRUE, NOT returns FALSE.
Syntax: NOT(logical)
Logical - is a value or expression that can be evaluated to TRUE or FALSE.
Formula Description Result
=NOT(FALSE) Reverses FALSE TRUE
=NOT(1+1=2) Reverses an equation that evaluates to TRUE FALSE

AND - Returns TRUE if all its arguments are TRUE; returns FALSE if one or more argument is
FALSE.
Syntax: AND(logical1,logical2, ...)
Logical1, logical2, .. are the conditions you want to test that can be either TRUE or FALSE.
Note. The arguments must evaluate to logical values such as TRUE or FALSE, or the arguments
must be references that contain logical values. If the specified range contains no logical values,
AND returns the #VALUE! error value.
Example 1.
Formula Description Result
=AND(TRUE, TRUE) All arguments are TRUE TRUE
=AND(TRUE, FALSE) One argument is FALSE FALSE
=AND(2+2=4, 2+3=5) All arguments evaluate to TRUE TRUE

Example 2. Cells A2:A3 contain values 50 and 104.

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If A2 contains a number between 1 and 100, then:
Formula Result
=AND(1<A2,A2<100) TRUE
Suppose you want to display A3 if it contains a number strictly between 1 and 100, and you want
to display a message if it is not. If A3 contains 104, then:
Formula Result
=IF(AND(1<A3,A3<100), A3,"The value is out of range.") “The value is out of range”.
If A3 contains 50, then:
Formula Description Result
=IF(AND(1<A2, A2<100), A2, "The value is out of range.") 50, because A3 it
between 1 & 100.

OR - Returns TRUE if any argument is TRUE; returns FALSE if all arguments are FALSE.
Syntax: OR(logical1,logical2,...)
Logical1,logical2,... are conditions you want to test that can be either TRUE or FALSE.
Notes.
 The arguments must evaluate to logical values such as TRUE or FALSE, or references that
contain logical values. If the specified range contains no logical values, OR returns the
#VALUE! error value.
 If a reference argument contains text or empty cells, those values are ignored.
Formula Description Result
=OR(TRUE) One argument is TRUE TRUE
=OR(1+1=1,2+2=5) All arguments evaluate to FALSE FALSE
=OR(TRUE,FALSE,TRUE) At least one argument is TRUE TRUE
Example:
Cells A2, A3 & A4 contain the values 15, 9, and 8.
Formula Description Result
=AND(A2>A3, A2<A4) Is 15 greater than 9 and less than 8? FALSE
=OR(A2>A3, A2<A4) Is 15 greater than 9 or less than 8? TRUE
=NOT(A2+A3=24) Is 15 plus 9 not equal to 24? FALSE

THE “IF” function.

IF is used to conduct conditional tests on values and formulas.
It evaluates a condition and returns one of two values, depending on the result of the evaluation.
If the condition is TRUE, IF returns one value. If the condition is FALSE, IF returns the other
value.
Format: IF(Condition, Action-to-be-taken when condition is true, Action-to-be-taken when
condition is false)
Note. The condition is usually a logical formula.
E.g., A5=100 is a logical expression; if the value in cell A5 is equal to 100, the expression
evaluates to TRUE. Otherwise, the expression evaluates to FALSE.
Example 1.
Cell A2 contains the value 50.
On a budget sheet, cell A5 contains a formula to calculate the current budget.
=IF(A2<=100,"Within budget","Over budget")

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If the result of the formula in A5 is less than or equal to 100, then the function displays “Within
budget”. Otherwise, the function displays “Over budget”.
Example 2.
=IF(A2=100,SUM(B5:B15),"")
In this example, if the value in cell A2 is 100, then the condition is TRUE, and the total value for
the range B5:B15 is calculated. Otherwise, condition is FALSE, an empty text ("") is returned
that leaves the cell that contains the IF function blank.
Example 3.
Suppose an expense worksheet contains in A2:A4 the data for “Actual Expenses” for January,
February, and March: 1,500, 500 and 500. Cells B2:B4 contains the data for “Predicted
Expenses” for the same periods: 900, 900, and 925.
A B C
1 Actual Expenses Predicted Expenses
2 1500 900
3 500 900
4 500 925
You can write a formula in cell C2:C4 to check whether you are over budget for a particular
month, generating text for a message:
Formula Description Result
st
=IF(A2>B2,"Over Budget","OK") Checks whether the 1 row is over budget Over Budget
=IF(A3>B3,"Over Budget","OK") Checks whether the 2nd row is over budget OK
To check if a number is greater than or less than another number.
Cell A2, A3 & A4 contain the values 15,000; 9,000 and 8,000.
Formula Description Result
=A2>A3 Is A2 greater than no. in A3? TRUE
=IF(A3<=A4, "OK","Not OK") Is A3 less than or equal to the no. in A4? Not OK

NESTING FUNCTIONS WITHIN FUNCTIONS.

You can use a function as one of the arguments of another function.
Note. When a function is used as an argument, it must return the same type of value that the
argument uses.
For example, if the argument returns a TRUE or FALSE value, then the nested function must
return a TRUE or FALSE. If it doesn’t, Ms-Excel displays a #VALUE error value.
Example 1.
=IF(SUM(K10:K19)>=5000,10%,5%)
In this example, the SUM function is being nested. Assume that the result of the SUM function
is 935. Since the sum of the range K10:K19 is not greater than or equal to 5000, the result is 5%.

Example 2. Cells A2, A3 and A4 contain the values 45, 90, 78.
Suppose you want to assign letter grades to numbers referenced by the name AverageScore. See
the table below.
If AverageScore is Then return
Greater than 89 A
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From 80 to 89 B
From 70 to 79 C
From 60 to 69 D
Less than 60 F
Formula Description Result
=IF(A2>89,"A",IF(A2>79,"B", Assigns a letter grade to the first score F
IF(A2>69,"C",IF(A2>59,"D","F"))))
=IF(A3>89,"A",IF(A3>79,"B", Assigns a letter grade to the second score A
IF(A3>69,"C",IF(A3>59,"D","F"))))

=IF(A4>89,"A",IF(A4>79,"B", Assigns a letter grade to the third score C

IF(A4>69,"C",IF(A4>59,"D","F"))))
In the above formula, the second IF statement is also the value_if_false argument to the first IF
statement. Similarly, the third IF statement is the value_if_false argument to the second IF
statement.
For example, if the first logical_test / condition (AverageScore>89) is TRUE, "A" is returned. If
the first logical_test is FALSE, the second IF statement is evaluated, and so on.
EDIT/ CHANGE A FORMULA.
1. Select the cell containing the formula you want to edit.
2. Click in the Formula bar, make the changes to the formula, then press the ENTER key.
Note. If formulas are not used, there will be no automatic recalculation when any of the
numbers change.
Automatic recalculation:
This means that, Spreadsheets are able to calculate values such as SUM, AVERAGES,
PERCENTAGES, etc automatically without requiring the intervention of the user (or without
putting the user into the hard task of thinking).

COPYING A FORMULA.
Purpose.
√ You can copy (or fill) formulas into a range of cells. This reduces the effort & time taken to
insert similar formulas in other cells, especially in a large worksheet.
Note. Copying will only be used if the formula to apply in all the cells is the same.
When you copy a formula, Absolute cell references do not change but Relative cell references
will change.
Method 1.
1. Select the cell that contains the formula you want to copy to other cells.
2. Click Copy on the Standard toolbar or on the Edit menu.
3. Select the cell you want to paste the formula in. To select a range of cells, drag to extend the
selection.
4. To copy the formula and any formatting, click Paste on the Edit menu or on the Standard
toolbar .
To copy the formula only, on the Edit menu, click Paste Special, then click Formulas.
Method 2: Using the Fill handle to copy a formula to adjacent cells.
Fill handle - the small black square in the corner of the selection. When you point to the fill
handle, the pointer changes to a black cross.
1. Drag the fill handle up to the last cell in the range (which you want to copy the same formula
to) and release the mouse button.
To display or hide the fill handle.
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1. Click Options on the Tools menu and click the Edit tab.
2. Select or clear the Allow cell drag and drop check box.
Method 3.
1. Select the range starting with the cell that has the formula.
2. On the Edit menu, point to Fill, select the Up, Down, Left or Right option.

To Delete a Formula.
1. Click the cell that contains the formula you want to delete.
2. Press the DELETE key.
When you delete a formula, Ms-Excel removes the formula and its values.

RELATIVE REFERENCES
When you create a formula, cells or ranges of cells will be referred to based on their position
relative to the cell that contains the formula. If cell B6 contains the formula =A5; Ms-Excel
finds the value one cell above and one cell to the left of B6.
If the position of the cell that contains the formula changes, the reference is changed.
A Relative reference is a cell reference, which changes automatically when the formula is
copied to another cell or range. It describes the location of a cell in terms of its distance (in rows
and columns) from another cell.
Note. When you copy a formula containing relative references down or across from one cell to
another, Ms-Excel adjusts the references in the pasted formula automatically to refer to a
different cell that is the same no. of rows & columns away from the formula.
Example 1:
If the formula in cell B6 (i.e., =A5) (which is one cell above & one cell to the left of B6) is
copied to cell B7. Ms-Excel will adjust the formula in cell B7 to =A6, which refers to the cell
that is one cell above and one cell to the left of cell B7.
Example 2:
If cell A3 contains the formula =A1+A2, and you copy cell A3 to cell B3, the formula in cell B3
becomes =B1+B2.
ABSOLUTE REFERENCES.
In a formula, an Absolute cell reference is the exact address of a cell, regardless of the position
of the cell that contains the formula.
An absolute cell reference takes the form $A$1, $B$1, etc.
The table below shows the different types of references.
Reference: Effect on a cell reference
A1 Relative reference.
$A$1 Both rows and column references are absolute
A$1, B$1 Absolute row reference, i.e., only the row reference is absolute.
$A1, $B1 Absolute column reference, i.e., only the column reference is absolute.
Unlike relative references, Absolute references don’t automatically adjust when you copy
formulas across rows and down columns. For example, if you copy an absolute reference in cell
B2 to cell B3, it stays the same in both cells.
Therefore, if you don’t want Ms-Excel to adjust references when you copy a formula to a
different cell, i.e., if a formula refers to a particular cell and you would like to copy it such that
the subsequent copies of cell references still refer to that same cell reference, you must use
Absolute referencing.

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For example,
If your formula multiplies cell A5 with cell C1 (=A5*C1), you can create an absolute reference
to cell C1 by placing a dollar sign ($) before the parts of the reference that you don’t want them
to change.
To create an absolute reference to cell C1, for instance, add dollar signs to the formula as
follows: =A5*$C$1.
Note. To enter the dollar sign in a cell reference; move the cell pointer in the cell reference to be
made absolute, then press the function key F4 or the keyboard combination SHIFT+4.

Worked Example:
A B C D E F G H
1 ABC Company Sales Performance Report
2
3 Salesman Target Qtr1 Qtr2 Qtr3 Qtr4 Total Commission
4 Albert 750 148 156 171 140 615 =G4*$A$13
5 Carl 650 122 131 153 118 524 =G5*$A$13
6 Cornell 800 211 243 246 250 950 =G6*$A$13
7 Edwin 700 129 150 92 218 589 =G7*$A$13
8 Francis 1,000 311 270 247 322 1,150 =G8*$A$13
9
10 Totals 3,900 921 950 909 1,048 7,728 =G10*$A$13
11
12 Commission Rate
13 15% (or 0.15)
To get the commission for each salesperson, the formula =G4*$A$13 is entered in cell H4. The
dollar sign ($) indicates an absolute reference to the cell A13. This means that, whenever the
commission rate formula is copied, it always refers to cell A13.
When the formula =G4*$A$13 is copied down to H10, the results will be as shown.
1. Determine which cell reference is to be absolute, e.g., in the example above cell A13.
2. Type the dollar sign ($) just before the part of the cell reference that you want to remain
exactly the same when you copy the formula to another cell.
3. Copy the formula to the rest of the cells.

FORMULAS AND ERROR VALUES.

If a formula cannot properly evaluate a result, Ms-Excel will display an error value.
For example, error values can be as a result of using text where a formula expects a numeric
value, deleting a cell that is referenced by a formula, or using a cell that is not wide enough to
display the result.
1. #####
Causes.
- This error value occurs when the cell contains a number, date or time that is wider than the
cell.
-OR-
- It occurs when the cell contains a date or a time formula that produces a negative result.
Suggested action.

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(i). Increase the width of the column by dragging the boundary between the column
headings.
(ii). Apply a different number format in the cell to make the number fit within the
existing cell width. E.g., decrease the no. of decimal places after the decimal point.
(iii). Ensure that the data and time formulas are correct. When you subtract dates and
times, make sure you build the formula correctly.
If a formula has a result of a negative value, you can display the value by formatting the
cell with a format that is not a date or time format.
1. Click Cells on the Format menu, click the Number tab, then select a format that is
not a date or time format.

2. #N/A
The #NA error value occurs when a value is not available to a function or formula.
Possible cause Suggested action
(i). Omitting 1 or more arguments in a function Enter all arguments in the function.
(ii). Using a custom worksheet function that is Make sure the function is working
not available properly
3. #DIV/0!
This error value occurs when you enter a formula that contains a division by zero (0).
E.g., =5/0. It may also occur when you divide a cell by another cell that is blank.
Suggested action.
(i). Change the divisor to a number other than zero.
4. #NULL!
The #NULL! error value occurs when you specify an intersection of two areas that do not
intersect. i.e., using an incorrect range operator or using an incorrect cell reference.
Suggested action.
(i). Use the correct range operator. For instance, to refer to two areas that don’t intersect,
use the Comma.
E.g. if the formula sums two ranges, separate the two ranges with a comma.
=SUM(A1:A9,C1:C6).
(ii). Check for typing errors in the reference to the ranges.
5. #NAME?
The #NAME? error value occurs when Ms-Excel doesn’t recognize text in a formula.
Possible cause Suggested action
(i). Deleting a name used in the formula, or Make sure the name exists.
using a name that does not exist
(ii). Misspelling the name of a function Correct the spelling.
(iii). Omitting a colon (:) in a range reference Make sure all range references in the
formula use a colon.
E.g. =SUM(A1:A5)
(iv). Entering text in a formula without Enclose text in the formula in double
enclosing the text in double quotation marks (“). quotation marks.
Ms-Excel tries to interpret your entry as a name E.g. the following formula joins a
even though you intended it to be used as text. piece of text “The total amount is”
with the value in cell B5:
=”The total amount is” & B5
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6. #NUM!
This occurs when a problem occurs with a number in a formula or function. E.g., Entering a
formula that produces a number to a number that is too large or too small to be represented in
Ms-Excel.
Suggested action
(i). Change the formula so that its result is between – 1*10307 and 1*10307.
7. #VALUE!
The #VALUE error value occurs when the wrong type of argument or operand is used.

8. #REF!
The #REF error value occurs when a cell reference is not valid. For instance, deleting cells
referred to by other formulas, or pasting moved cells over cells referred to by other formulas.
Suggested action
(i). Change the formulas, or restore the cells on the worksheet by clicking Undo
immediately after you delete or paste the cells.
Exercise.
1. You have entered a formula to add the contents of B5 and C4 in cell F5. What will it become
when you copy it to cell H8?
______________________________________________
Explain the reason for your answer.
2. What causes the following error messages in Microsoft Excel. Show how we can solve them.
(i). #####
(ii). #VALUE!
(iii). #DIV/0!
(iv). #NAME?
3. The first column in the table below contains formulas as entered into the cell D46. In the
second column, enter the formulas as they would appear when copied to B56.
Formula in D46 Formula when copied to B56
=D1
=F5*C10
=H$46+J40
=$E12-D$14*$F$2

DATA SORTING.
Sorting is the process of arranging data within a range in a particular order.
Purpose.
√ Sorting helps in arranging data in some order of priority, i.e., from lowest to highest or from
highest to lowest.
√ It also helps to quickly locate the highest or lowest value in a list.
When you sort, Ms-Excel rearranges rows, columns, or individual cells by using the sort order
that you specify. You can sort a list in Ascending (1-9, A-Z) or Descending order (9-1, Z-A).
You can perform a sort based on the contents of one or more columns.
Note. The data is sorted in reference to columns.
To sort rows in ascending or descending order based on the contents of one column.
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1. Click a cell in the column by which you want to sort. The column on which the list is
arranged is known as the Key.
2. To arrange the data from lowest to highest, click on the Sort Ascending button on the
toolbar. To arrange the data from highest to lowest, click on the Sort Descending button on
the toolbar.
-Or-
On the Data menu, click Sort. In the Sort by box, click the column you want to sort and
then choose the sort order.

To sort rows based on the contents of two or more columns.

1. Click a cell in the list you want to sort.
2. On the Data menu, click Sort to display the Sort dialog box.
3. Under Sort By, specify the first column by which you want to sort, then choose the sort order
by clicking on the Ascending or Descending box.
4. You can add up to two keys in the Then By boxes according to your need.
Assume that you need to sort by more than 3 columns, i.e., your list contains employee
information and you need to organize it by Department, Title, Last Name, and First Name,
sort the list twice. Click First Name in the first Sort by box and then sort the list. Click
Department in the second Sort by box, click Title in the first Then by box, and click Last
Name in the second Then by box, and then sort the list.
5. Select any other sort options you want, then click OK to perform the sort.
Sort columns based on the contents of rows.
1. Click a cell in the list you want to sort.
2. On the Data menu, click Sort.
3. Click the Options button.
4. Under Orientation, click Sort left to right, then click OK.
5. In the Sort by and Then by, click the rows you want to sort.
Examples:
(i). A teacher may arrange pupil’s records according to the marks scored in a test, starting with
the highest to the lowest in order to assign class positions.
(ii). An Accountant may arrange a list of financial records according to the date of the
transaction and customer name in order for him to be able to quickly locate any record
using the transaction date and name of customer.
(iii). Arranging a telephone list according to alphabetical order of last name in order to easily
locate a name and phone number. If there are several people with similar last names, you
can specify two keys such that the records are arranged in order of first name as well.

LINKING WORKSHEETS.
Purpose.
√ Sheets are normally independent. If a change in a value in one sheet is intended to affect
other values in different sheets, it is advisable to link the sheets so that Ms-Excel will
automatically update the affected values if you make any changes.
Alternatively, you can calculate the new values and manually make the changes to all the
other sheets. This would be unreliable & cumbersome especially if this is to be done for
many values in many large worksheets.

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1. When typing in a formula that refers to a cell in another sheet, include the name of the sheet
before that particular cell reference separated by a colon.
Example 1:
The formula =G6*Sheet1!B6 (instead of =G6*B6) will refer to B6 in Sheet 1 rather than in the
current sheet.
Example 2:
Typing the formula =Salesinfo!A10 in cell A10 of Sheet2 will cause the contents of cell A10 in
the Sheet named Salesinfo to be also the contents of A10 in Sheet2.
Exercise.
1. How would you display the contents of the cell B45 of worksheet named Price in the cell B5
of worksheet named Sales such that the two cells always display the same value?

CREATING CHARTS.
Purpose.
√ Charts are used to present data effectively. They make relationships among numbers easy for
users to see because they turn numbers into shapes that can be compared to one another.
For instance, rather than having to analyze several columns on worksheet numbers, you can
see at a glance whether sales are falling or rising over quarterly periods, or how the actual
sales compare to the projected sales.
Different Types of Charts and their uses.
(i). Line Chart: A Line graph is used to show trends.
(ii). Bar Chart: - It can be used to show comparison of Sales and Target.
(iii). A Stacked Bar Chart: - It can be used to show the distribution of sales by month and
compare the performance of salesmen.
(iv). A Pie Chart: shows the distribution of sales.
(v). Scatter Charts.
(vi). Column Charts.
Steps required when creating a simple chart.
1. Enter the data you want to be represented in the chart on the worksheet.
2. Select the cells or range that contains the data you want to be represented in chart.
If the cells you want to select for your chart are not in a continuous range,
 Select the first group of cells that contain the data you want to include.
 Hold down the CTRL, then select any additional cell groups you want to include. The
nonadjacent selections must form a rectangle.
3. On the Insert menu, click Chart (or click the Chart Wizard button on the Standard
toolbar). Then use the Chart Wizard to help you through the process of choosing the chart
type and the various chart options.
4. Select Chart type.
 In the Chart type dialog box, click the Standard Types tab or the Custom Types tab.
 Under Chart Type, click the chart category you want to use, then select the type of chart
under Chart subtypes on the right.
A brief description of the chart selected appears below the sub-types. This helps you
decide whether the type suits the data you have selected. You may also view a sample of
the chart that will be produced.
 Click on the Next button.
5. Specify the range of cells to include in the chart.
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This gives you a chance to select your range again if necessary.
In the Chart Source data dialog box,
 Click the Data range tab, then confirm the selected range or enter a new range.
 Under Series in, click an option to change the way in which the data should be plotted;
across Rows or down Columns. To help you decide the right option, the sample chart
changes according to the selection you have made.
 If you are sure about the range you have selected and the sample chart is what is desired,
click on the Next button.
6. Select the Chart options.
In this step, there are several chart options as indicated by the various categories at the top of
the Chart Options dialog box.
 Click the Titles tab. Click in the Chart Title area and type in the title for your chart.
Type in the titles for axes in their respective places.
 Click the Legend tab, and then select the Show Legend box. Under Placement, click an
option to show where the legend will be placed.
 Click on the Next button.
Legend - A box that identifies the patterns or colors that are assigned to the data series or
categories in a chart. A legend indicates which color (pattern) represents what data item.
Axis - A line that borders one side of the plot area, providing a frame of reference for
measurement or comparison in a chart.
For most charts, data values are plotted along the value axis, which is usually vertical (Y-
axis), and categories are plotted along the category axis, which is usually horizontal (X-axis).
Note. Ms-Excel creates the axis values from the worksheet data.
7. Select the Location of Chart placement.
This step involves placing the chart you have created.
You can create a chart as an embedded object on the sheet you are working on or on its own
sheet.
 Under Place chart, click an option either to insert the chart as a new sheet or as an
object in the current data sheet.
8. Click on the Finish button.
To change the Chart type.
1. Click the chart to activate the Chart menu.
2. On the Chart menu, click Chart Type.
3. Click the Standard Types tab, click the inbuilt chart type you want to use, then click the OK
button
Changing Chart Options.
1. Click the chart. On the Chart menu, click Chart Options to display the Chart Options
dialog box.
To add or change the Chart Title.
1. Click the Titles tab.
2. Click in the Chart title box, and then type the text for the title.
To add a Legend to a chart.
1. Click the Legend tab.
2. Select the Show legend check box.
3. Under Placement, click the option you want.
Note. When you click one of the Placement options, the legend moves, and the Plot
Area (area bounded by the axes) automatically adjusts to accommodate it.

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To change Data series names or the Legend text.
1. Click the chart. On the Chart menu, click Source Data.
2. On the Series tab, click the data series name you want to change.
3. In the Name box, specify the worksheet cell you want to use as the legend text or data series
name. You can also type the name you want to use.
To edit the Chart title and the Axes titles.
1. On the chart, click the title you want to change.
2. Type the new text you want.
3. Press the ENTER key.

How worksheet data is represented in a chart.

A chart is linked to the worksheet data it's created from and is updated automatically when you
change the worksheet data.
To change the Cell range used to create a chart.
1. Click the chart.
2. On the Chart menu, click Source Data, then click the Data Range tab.
3. Make sure the entire reference in the Data range box is selected.
4. On the worksheet, select the cells that contain the data you want to appear in the chart.
If you want the column and row labels to appear in the chart, include the cells that contain
them in the selection.
To include a new range into an existing chart.
This helps to add information not already in the chart.
1. Select the range you want to add in the chart.
2. Position the mouse pointer along the edge of the selected range until it changes into an arrow.
3. Drag the range into the chart.
Ms-Excel will automatically update the chart so that it includes the new range.
To change the Placement of a chart.
1. Click the chart. On the Chart menu, click Location.
2. To place the chart on a new chart sheet, click As new sheet, then type a name for the new
chart sheet in the As new sheet box.
To place the chart as an embedded object on a worksheet, click As object in, click a sheet
name in the As object in box, and then click the OK button.
Drag the embedded chart where you want it on the worksheet.
To Move and resize chart items by using the Mouse.
1. Click the chart item you want to move or resize.
To move an item, point to the item, then drag it to another location of the sheet.
To resize a chart item, point to a Sizing handle. When the pointer changes to a double-
headed arrow, drag the sizing handle until the item is the size you want.

Delete data from a chart

To delete data from both the worksheet and the chart.
1. Delete the data from the worksheet. The chart will be updated automatically.
To delete data from the chart only.
1. Click the data series you want to delete.
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2. Press the DELETE key.
To delete data labels, titles, or legends in a chart.
1. Click the chart item you want to delete.
2. Press the DELETE key.
To change the Font, font Size, font Colour of text in a chart or make the text Bold, Italic or
Underlined.
1. Click the chart text, or select the individual characters you want to format.
2. On the Formatting toolbar, click a button for the format you want.

Setting up a chart for printing.

You can adjust where the chart will print on the page by sizing and moving the chart with the
mouse in Page break view.
1. Click the worksheet outside of the chart area.
2. On the View menu, click Page Break Preview.
3. To set printing options for a chart sheet, click Page Setup on the File menu.
4. Click the Chart tab, and then select the options you want.
Tip. To print an embedded chart without its associated worksheet data, click the embedded chart
to select it, and then follow the above instructions for chart sheets.
Chart area - the entire chart and all its elements.
To zoom or size the display of a chart sheet.
1. Click the tab for the chart sheet.
2. Click Zoom on the View menu, then click the option you want.
To size the chart sheet so that it fills the entire workbook window, click Sized with Window
on the View menu. When a chart sheet is sized with the window, you cannot zoom in or out
of it.
To view an embedded chart in a separate window.
1. Click the embedded chart you want to see in its own window.
2. On the View menu, click Chart Window.
Printing the chart.
Purpose.
√ To create a paper copy of the chart to present to other people.
√ To maintain a paper filing system alongside the computer filing system.
1. To print both the worksheet and the chart, click on the Print button on the toolbar.
To print the chart only, select the chart by clicking on it, then select Print on the File menu.
2. Under Print what in the resulting dialog box, click on Selected Chart, and then choose OK.
Exercise.
1. (a). What is a Chart?
(b). What are the steps required when creating a simple chart?
2. The chart has ‘Thousands’ displayed along the Y-axis, yet the figures are in Millions of
Kenya Shillings. How do you change the chart such that it displays ‘Millions of Kenya
Shillings’ instead?
3. You want the legends to become the X-axis titles and the X-axis titles to be used as the
legends. How do you implement this?

PRINTING A WORKSHEET.

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Purpose.
√ Whenever you need a paper copy of the worksheet to present to other people.
√ If you maintain a paper filing system alongside the computer filing system.
PAGE SETUP.
You can control the appearance or layout of printed worksheets by changing options in the Page
Setup dialog box.
Purpose.
√ To define where one page ends and another page starts.
√ To print a large worksheet to fit on a single page.
√ To add descriptive information to be printed with your worksheet.
√ To define rows and columns you want to print on each page of the output.
√ To change the order in which various worksheets should print.
Setting the Page Margins.
1. Select the worksheet you want to print.
2. On the File menu, click Page Setup, then click the Margins tab.
3. In the Top, Bottom, Left, and Right boxes, enter the margin size you want.
You can also tell Ms-Excel to automatically position your worksheet at the center of the
page, both horizontally (across) and vertically (downwards) by clicking the options under
Center on Page.
To set Header or Footer margins.
 To change the distance from the top edge to the header, enter a new margin size in the
Header box.
 To change the distance from the bottom edge to the footer, enter a new margin size in the
Footer box.
These settings should be smaller than your top and bottom margin settings.
Tip. To see how the margins will affect the printed document, click Print Preview before the
document is printed.
Setting the paper Orientation.
Orientation specifies how the worksheet will be printed on a page.
1. On the Page Setup dialog box, click the Page tab.
2. Under Orientation, click Portrait or Landscape.
To set the Paper size for printing.
1. Click the Page tab.
2. In the Paper size box, select the size of paper you want to use from the resulting drop down
list.
3. If you want Ms-Excel to fit your worksheet on one page; under Scaling, click on Fit to and
make sure that the specification is “Fit to: 1 page(s) wide by 1 tall”.
Setting the print Quality.
You can speed up the time it takes to print a worksheet by temporarily changing the printing
quality.
1. Click in the worksheet.
2. On the File menu, click Page Setup, then click the Page tab.
3. In the Print quality box, click the resolution you want to use.
To print in Draft quality,
 Click Draft in the Print quality box.
Note. Draft quality increases printing speed by ignoring formatting and most graphics.

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To add header and/or footer comments to be printed with your worksheet.
1. On the Page Setup dialog box, click the Header/Footer tab.
2. Under Header, type in the information you want to appear at the top of each page.
Under Footer, type in the information you want to appear at the bottom of each page.
Alternatively, you can click on the arrow on the right of the Header or Footer to reveal a list
of preset headers and footers and then select one of them.

To print with or without Cell gridlines.

1. On the Page Setup dialog box, click the Sheet tab.
2. Select or clear the Gridlines checkbox.
Note. Worksheets print faster if you print without gridlines.

To print the Row and Column headings.

Row headings are the row numbers to the left of the worksheet. Column headings are the letters
that appear at the top of the columns on a worksheet.
1. On the Page Setup dialog box, click the Sheet tab.
2. Select the Row and column headings checkbox.
To specify which areas of the sheet you want to print, click in the Print Area box, then drag
through the worksheet the areas that you want to print.
Choosing the printer.
There are many types of printers and Ms-Excel communicates with each one differently.
Therefore, you have to tell Ms-Excel which printer is connected in order to get the right results.
1. On the File menu, select Print to display the Print dialog box.
2. Select the printer you want to use from the list of printers shown in the Name box.
Note. If the wrong printer has been selected in the Printer Setup, the printer will produce funny
characters (garbage) when you order Ms-Excel to print the worksheet.
To define what part of the worksheet to print.
Purpose.
√ To select a certain portion of the worksheet for printing.
To print a selected area of a worksheet.
1. On the View menu, click Page Break Preview.
2. Select the area you want to be printed.
3. Right-click a cell within the selection (or on the File menu, point to Print Area), then click
Set Print Area.
When you save the document, your print area selection is also saved.
Note. Page break preview - shows you what data will go on each page so you can adjust the
print area and page breaks.
To print a selection, or the active worksheet(s).
1. To print a specific selection, select the range of cells to print.
2. On the File menu, click Print.
3. Under Print what, select an option to print, i.e., Selection or Active sheet(s).
When you choose Selection, Ms-Excel prints the selection and ignores any print area defined
on for printing on the worksheet.
To print more than one copy at a time.
1. In the Number of copies box, enter the number of copies you want to print.

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Preview a page before printing
1. Click Print Preview on the File menu (or on the Standard toolbar) to see a picture of how
your worksheet will look when it is printed on a paper.
2. Use the buttons on the toolbar to look over the page or make adjustments before printing.
3. If what you see in the Print Preview screen satisfies you, click the Print button on the
toolbar to start printing.
4. To return to the normal Ms-Excel screen, click the Close button in the Print Preview screen.
Print preview displays the printed page so you can adjust columns and margins. The way pages
appear in the preview window depends on the available fonts, the resolution of the printer, and
the available colors.

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