Intermediate ms excel for business elective course for dlsu-d hs

INTERMEDIATE
MICROSOFT EXCEL
FOR BUSINESS
AN ELECTIVE COURSE FOR DLSU-D HIGHSCHOOL
PREPARED AND DELIVERED BY: MARK FREUD M. BOLIMA

COURSE OBJECTIVE
• Provide a complete understanding on the essential intermediate
components within MS Excel.
• Provide methods on how to effectively apply function & formula
based on the given data.
• Share effective methods when finding, replacing, sorting,
filtering data contained in Excel Worksheets.
• Develop understanding & master effective display of raw data
via charts in Excel.

SCOPE
• Creating & using AutoFill list effectively
• Referencing Formula & Functions and Solving associated errors
• Applying effective Conditional Formatting based on the given
date
• Managing the data & the Worksheet that contains them
• Sorting & Filtering Data
• Creating & Formatting Charts

INTERMEDIATE MS EXCEL FOR BUSINESS
• Filling Data
• Formula Referencing
• Labels and Names
• Logical Functions
• Conditional Formatting
• Working with Worksheets
• Finding and Replacing
• Sorting Data
• Filtering Data
• Creating Charts
• Formatting Charts

FILLING DATA
• AutoFill List
• An AutoFill list is a series or sequence of numbers or text strings that
can be filled into cells automatically when you drag your mouse pointer
down a column or across a row.
• By default, Excel has the capacity to AutoFill numbers and dates that
increase or decrease by a fixed increment. Excel‘s default AutoFill
feature can also handle text and number combinations that change by a
fixed amount, like Region1, Region2, Region3, etc.

FILLING DATA
• Custom AutoFill List
• Excel‘s AutoFill feature is convenient for many situations, but what if you
want to have cells automatically filled with specific values that do not
change by a fixed increment? What if, for example, you want to have a
series of different product names, or a sequence of addresses or
alphanumeric ID numbers entered into your cells with AutoFiIl?
• For these types of situations, Excel 2010 allows you to create a custom
AutoFill list that does not need to increase or decrease by a fixed
increment. With a custom AutoFill list, Excel will automatically fill in the
particular data items that you specify in your list, which can contain
words, text strings, or word/number combinations.

CREATING CUSTOM AUTOFILL
1. Go to File Tab.
2. Click Option
3. Click Advanced

1. Go to File Tab.
2. Click Option
3. Click Advanced
4. Edit Custom Lists

1. Go to File Tab.
2. Click Option
3. Click Advanced
4. Edit Custom Lists
5. Start with your edit.

NOW IT’S
YOUR
TURN TO
DO IT!

FORMULA REFERENCING
Understanding Relative and Absolute Cell References
• Worksheets are composed of rows (horizontal, referenced with
numbers) and columns (vertical, referenced with letters). The
intersection of each row with a column forms a cell, and each
cell is given a name in the format of Column & Row.

FORMULA REFERENCING
Understanding Relative and Absolute Cell References
• Relative References
• Unprotected connection
• Absolute Cell References
• Distinct relation
• Detailed formulation
• These references use dollar signs ($) to make sure a formula always
references the same location, no matter where it is moved.

FORMULA REFERENCING
Understanding Basic Mathematical Operators:

FORMULA REFERENCING
• These operators are listed from top to bottom in order of
precedence. This means that Excel does not simply calculate
expressions from left to right; certain operations are performed
before others. Items in boxes have the same level of
precedence, meaning multiplication and division, addition and
subtraction, and the greater than/less than operations each
have equal precedence.

FORMULA REFERENCING
• When calculated from left to right, 3*2+4 = 10. 3*2 is
evaluated first, and then 4 is added because multiplication
takes precedence over addition. However, 3+2*4 = 11. (2*4 is
8, 8 + 3 = 11.)

FORMULA REFERENCING
• You can impose your own order of operations by enclosing
expressions in parentheses (). The operations inside the
parentheses will be evaluated before the operations outside.
• If you have parentheses within parentheses such as ((2+3)*4),
the expression in the inner parentheses, (2+3) =5, will be
evaluated first, and the result will be used to evaluate the
expression in the outer parentheses, (5*4) =20.

FORMULA REFERENCING
• One easy way to remember precedence order is to remember
the word ―BEDMAS, which stands for Brackets (aka
Parentheses), Exponents, Division, Multiplication, Addition, and
Subtraction:
• Division and Multiplication have equal precedence, calculated from left
to right.
• Addition and Subtraction have equal precedence, calculated from left to
right.

FORMULA REFERENCING
Using Formulas with Multiple Cell References
• Excel is capable of doing complex calculations relatively
quickly. Most of the time, calculations in Excel will involve
using multiple pieces of data for each calculation. In order to
do this, we will need to be able to reference multiple cells at
the same time.

FORMULA REFERENCING
• Consider the following table of data:

FORMULA REFERENCING
• In order to calculate profit per item, sales need to be calculated
and then the cost of the items needs to be subtracted from the
sales.
To do this, first calculate the sales. Enter =B2*C2 in cell D2:

FORMULA REFERENCING
• This calculation is pretty easy to type because it only deals with
two cells. However, if we need to create a formula based on
many different fields, it can be very tedious to track down the
correct cell reference. To make entering formulas easier, you
can simply click the cells you need to use to automatically
insert them.

FORMULA REFERENCING
• If we enter the same formula (units sold x price) but click the
cells instead of type their names, the process goes a bit faster.
Click the cell that will contain the formula and press equals (=)
to begin the formula. Click the first cell that is to be added to
the formula:

FORMULA REFERENCING
• Type the mathematical operator and then click the second cell.
Notice that Excel has color-coded the selected cells so it‘s
easier to review the formula. Here, B3 is blue and C3 is green.
(You can just make out the green behind the flashing black and
white border.)

FORMULA REFERENCING
• Once all the sales values have been calculated, we can move
forward and calculate the profit. Profit is calculated by
subtracting the expenses from the sales. Using what we know
about Excel‘s operations and order of precedence, our formula
will be:
Sales – (Units Sold * Cost Per Item + Overhead) = Profit

FORMULA REFERENCING
Understanding the Formula Auditing Buttons
• Since formulas are such a critical part of Excel, there are a
number of tools we can use to make sure that we are properly
calculating the data. Even though Excel is capable of handling
very complex formulas, the auditing tools are very easy to use.
These tools are available on the Formulas tab under the
Formula Auditing group:

FORMULA REFERENCING
• Trace Precedents
• The Trace Precedents command is used to backtrack through all the cells
that are used to calculate the current formula. In the case of our profit
calculation from the previous example, Excel calculates each cell that
was used in the calculation of this formula:

FORMULA REFERENCING
• Trace Dependents
• The Trace Dependents command works the opposite way of Trace
Precedents: it highlights all the items that depend on the value in the
current cell. In our previous example, this obviously won‘t work in the
Profit column since there are no dependents to this value. Excel will alert
us if we click this command (or Trace Precedents) when it doesn‘t apply:

FORMULA REFERENCING
• Show Formulas
• The Show Formulas command will show all of the formulas in the
worksheet rather than their computed value. This is a toggle command
that also expands the column widths so the formulas are easier to read:

FORMULA REFERENCING
• Show Formulas
• This mode is very useful when you are creating formulas for a large
sheet. You can ensure that the formulas are correct before adding or
computing data. Viewing formulas also makes it easier for others to view
your work and understand how values are calculated instead of clicking
cells one at a time and looking at the formula bar.

FORMULA REFERENCING
• Error Checking
• This function works like the spell checking command in a word
processing program. Excel does actively check for some errors as you
are entering formulas, but there are some issues that Excel‘s automatic
checking cannot account for.
• For example, here we have mistyped a cell reference in the formula in
cell D2. This affects the formula in this cell as well as the dependent cell
in the Profit column:

FORMULA REFERENCING
• Error Checking
• Click the Error Checking command to make Excel scour your worksheet
for any errors. If any are found, they will be listed one at a time in the
Error Checking dialog box:

FORMULA REFERENCING
• Error Checking
• In this case, D2 contains a naming error: the cell reference ―B‖ is
incomplete. Use the buttons on the right to:
• Open the Help file for specific information about this error.
• Show the calculation steps that were followed in order to reach this point.
• Ignore this error for the time being
• Open the formula bar to fix the error by hand

FORMULA REFERENCING
• Error Checking
• Click the Options button to open the Options dialog to the Formulas
category. Here you can enable or disable the background checking
option, choose the color used to highlight errors, and reset errors that
were previously marked to be ignored:

FORMULA REFERENCING
• Error Checking

FORMULA REFERENCING
• Evaluate Formula
• As we have seen by examining the other commands in this section, there
are a number of commands we can use to easily and accurately track
what a formula is doing. The Evaluate Formula command takes this
concept one step further by showing you every single calculation that
was used to reach a particular value. This command is extremely useful
for making sure a complex formula is doing exactly what you intend it to
do, or for finding that one small piece that is causing your calculation to
fail along the way.

FORMULA REFERENCING
• Evaluate Formula

FORMULA REFERENCING
• Watch Window
• Imagine that you are compiling a very large number of survey results. As
you add more and more data to the worksheets, it can be challenging to
keep an eye on certain key values. The watch window is designed to
display the value of certain cells as other information is changed within
the worksheet. The watch window is a floating window that will remain
open no matter what you are doing with Excel.

FORMULA REFERENCING
• Watch Window
• Consider the completed sales worksheet that we have been using
throughout this lesson:

FORMULA REFERENCING
• Watch Window
• If you want to keep track of a certain value in the Profit column, a watch
window is perfect.
• To use this tool, simply click the cell you want to watch and then click
Watch Window. A new window will appear and show you all the vital
statistics regarding this value:

FORMULA REFERENCING
• Watch Window

FORMULA REFERENCING
• Watch Window
• The Watch Window is very simple to use:
1. To move the active cell to a value in the Watch Window, double-click a
value.
2. To add more values to this window, click Add Watch and specify the cell.
3. To remove values, select one from the Watch Window and click Delete
Watch.
4. When you are finished with the Watch Window, click the close button.

FORMULA REFERENCING
• Fixing Formula Errors (Common Errors and Warnings)

FORMULA REFERENCING
• Modifying Error Checking Options
• The effectiveness of error checking does depend on Excel being properly
configured. To manage these settings, click File - Options - Formulas.
Everything you need to make Excel help you along the way can be found
here.

FORMULA REFERENCING
• Modifying Error Checking Options

LABELS AND NAMES
What are Range Names?
• Range names are meaningful labels that we can assign to
individual cells or cell ranges. It makes formulas much more
readable, improve worksheet clarity, and greatly improve
worksheet organization. Range names can even help in overall
design of your worksheet. Most small worksheets are usually
constructed by filling a sheet with data and then performing
calculations.

LABELS AND NAMES
• However range names enables us to complete a sheet by doing
the opposite: constructing formulas and then adding the data.
When you are designing your worksheet, you can create
formulas using names instead of traditional cell references, and
then define the names for the corresponding ranges as data
becomes available.

LABELS AND NAMES
• Rather than using a cell/range reference (like C2:C55) we can
use a name like ”Employees” to describe the cell/range of cells.
We can use a range name anywhere that we would normally use
a cell reference or cell range reference.

LABELS AND NAMES
• As an added bonus, range names use absolute cell references.
This means that if you copy a formula or use AutoFill while
using named ranges, the formula will maintain its original cell
references:

LABELS AND NAMES
Defining and Using Range Names
• Now that you understand the purpose of ranges, let‘s explore
how to use them. To define a range name, select either a single
cell or cell range and click Formulas - Define Name:

LABELS AND NAMES
Defining and Using Range Names
1. Select the cell or range.
2. Click the Name Box at the left end of the formula bar.
3. Type the name that needs to be assigned. The name can be up to 255 characters in length.
4. Press ENTER.

LABELS AND NAMES
Alternative Method in Defining Range Names
2. Go to Formula tab, look under Defined Names group and click
on Define Name option.

LABELS AND NAMES
3. Type a name for the range at the Name field.

LABELS AND NAMES
3. Type a name for the range at the Name field.
4. Click down at Scope drop down field and select how the range
name should be applied.
5. Click on OK button.

LABELS AND NAMES
• Once a name has been applied, we will be able to see the name
in the name box (next to the formula bar), provided we have
selected the correct cell/range that has the name. We are also
free to modify the data in the range or even adding extra rows
or columns to the worksheet, the name will still apply:

LABELS AND NAMES
Using Name Manager
on Name Manager option.

LABELS AND NAMES
Using Name Manager
on Name Manager option.
2. The Name Manager window offers a single location to view
and manage all of the range names in our workbook. We can
use the three buttons at the top to create a New range, Edit a
range or Delete the currently selected range.

LABELS AND NAMES
Using Create From Selection
• Excel can automatically create a range name using this
command. Many people label their data in the top left-hand
corner, so this command can examine a selected range of cells
and determine a name from words that are selected in the
range.

LABELS AND NAMES
1. Select range of cells.

LABELS AND NAMES
2. Go to Formula tab, look under Defined Names and click on
Create from Selection option.

LABELS AND NAMES
3. Select the applicable option based on which cell contains the
text.

LABELS AND NAMES
3. Select the applicable option based on which cell contains the
text.
4. Excel will suggest that the range to be named based on the
left column based on the above example.
5. Click OK button to name this range ”Region 7”.

LOGICAL FUNCTIONS
Understanding Logical Functions in MS Excel
• Excel logical functions are:
• AND
• OR
• NOT
• FALSE
• TRUE
• IF
• IFERROR

LOGICAL FUNCTIONS
AND Function
• The AND function will returns the value of TRUE if all of its
arguments evaluate to TRUE and returns FALSE if one or more
arguments evaluate to FALSE. One common use for the AND
function is to expand the usefulness of other functions that
perform logical tests.
AND ( logical 1, [logical 2],… )

LOGICAL FUNCTIONS
AND Function
• The AND function arguments are as follows;
• logical 1 : Required. This first condition should evaluate to either a TRUE
or FALSE value or have references that contain logical values.
• logical 2 : Optional. Additional conditions to a maximum of 255 in total
that should evaluate to either TRUE or FALSE. The condition will ignore
an array or reference containing text or are empty cells.

LOGICAL FUNCTIONS
AND Function
Variation of Result with Different Combination of Arguments

LOGICAL FUNCTIONS
OR Function
• The OR Function will returns the value of TRUE if any of its
argument are TRUE and returns FALSE if all of its arguments are
FALSE.
OR ( logical 1, [logical 2],… )

LOGICAL FUNCTIONS
OR Function
• The AND function arguments are as follows;
• logical 2 : Optional. Additional conditions to a maximum of 255 in total
that should evaluate to either TRUE or FALSE. The condition will ignore
an array or reference containing text or are empty cells.

LOGICAL FUNCTIONS
OR Function
Variation of Result with Different Combination of Arguments

LOGICAL FUNCTIONS
NOT Function
• The NOT function reverses the value of the argument. Basically,
if the argument is true, the NOT function will return false. If the
argument is false, the NOT function will return true. In other
words, not true is false, and not false is true. It is normally
used to ensure a value is not equal to another particular value.
NOT ( logical 1)

LOGICAL FUNCTIONS
NOT Function
• The NOT function argument is as follows;

LOGICAL FUNCTIONS
FALSE Function
• The FALSE function will simply return the logical value of false.
The function takes the form = FALSE() with no arguments. It is
a way of specifying a logical value of false in a cell, formula or
larger function.

LOGICAL FUNCTIONS
TRUE Function
The TRUE function will simply return the logical value of true.
The function takes the form = FALSE( ) with no arguments. It is a
way of specifying a logical value of FALSE in a cell, formula or
larger function.

LOGICAL FUNCTIONS
IF Function
• The IF function is ideal for making choices based on logical
test. It will return Value 1 if the logical test evaluates to TRUE
and Value 2 if the logical test evaluates to FALSE. For example,
=IF(10>1, 100, 200) will return the value of 100, because 10>1
is TRUE. On the other hand =IF(10<1, 100, 200) will return the
value of 200, because 10<1 evaluates to FALSE. The syntax for
this function is;
IF ( logical_test, value1, value2 )

LOGICAL FUNCTIONS
IF Function
• The IF function arguments are as follows;
• Logical test : The condition that we need to test.
• value1 : The value that needs to be returned if the logical test is TRUE.
• value2 : The value that needs to be returned if the logical test is FALSE
• Furthermore we can also nest IF functions one inside another.
The outermost IF function will be acted upon first before any
nested IF is considered. We can nest up to 64 IF functions as
long as the number of opened parentheses matches the
number of closed parentheses.

LOGICAL FUNCTIONS
Example of Nested IF Functions
• IF function can be nested when we need to have multiple
conditions to satisfy. This is done by replacing the FALSE value
with another IF function to make a further test.

LOGICAL FUNCTIONS
Example of Nested IF Functions

LOGICAL FUNCTIONS
Using IF to Calculate Values
• The use of the IF function with numeric values is based on
using different comparison operators to express your
conditions.

LOGICAL FUNCTIONS
IFERROR Function
• IFERROR is used in Excel to trap errors in formulas. This
function can return a specific special value whenever the
formula produces an error. The syntax for this function is;
IFERROR ( value, value_if_error )

LOGICAL FUNCTIONS
IFERROR Function
• The IFERROR function arguments are as follows;
• value : Required. The argument that is checked for an error.
• Value if error : Required. The value to return if the formula evaluates to
an error. The following error types are evaluated: #N/A, #VALUE!, #REF!,
#DIV/0!, #NUM!, #NAME? or #NULL!.

LOGICAL FUNCTIONS
IFERROR Function

CONDITIONAL FORMATTING
• Conditional formatting options allow us to apply different
formatting options such as background color, borders, or font
formatting to data that meets certain conditions. Overdue
dates, for example, can be formatted to show up with a red
background or a green font color or both.
• Conditional formatting is applied to one or more cells and,
when the data in those cells meet the condition or conditions
specified, the chosen formats are applied. Conditional
formatting option is located under the Home tab within the
Styles group as shown below.

Formatting Cells with Highlight Cells Rules Option
1. Go to Home tab, look for Styles group and click down on the
Conditionally Formatting drop down menu.

2. Select Highlight Cell Rules and choose one of the options, such as
Greater Than… option.

3. Click on Collapse dialog button and select the cell/range that needs to
be set with the conditionally formatting.

3. Click on Collapse dialog button and select the cell/range that needs to
be set with the conditionally formatting.
4. Click down and select the preferred formatting option or click Custom
Format… option to specify a new formatting option.

1. Go to Home tab, look for Styles group and click down on the Conditionally
Formatting drop down menu.
2. Select Highlight Cell Rules and choose one of the options, such as Greater
Than… option.
3. Click on Collapse dialog button and select the cell/range that needs to be
set with the conditionally formatting.
Format… option to specify a new formatting option.
5. Select the custom format in the Format Cells window if Custom Format…
option was selected. Click OK button once done.
7. We can repeat steps 1 till 6 as many times needed based on the number of
different conditions that we need to apply.

Formatting Cells with Top/Bottom Rules Option
• Top/Bottom rules helps us select cells that are above/below or
within a specified percentage or grouping. The steps to do this
are as follows;

2. Select Top/Bottom Rules and choose one of the options under the sub
menu option.

menu option.
3. Indicate the percentage/no of items that needs to be applied the
conditional formatting.

menu option.
Format option to specify a new formatting option.

menu option.

menu option.
Note: We can apply another Top/Bottom rule as listed below as long as the
2nd and subsequent rule will not override the any of the previous rule.

List of Top/Bottom Rule Option

Working with Data Bars
• Data bar can be used to compare values, for an example in a sales
report; where we can quickly see which months have the smallest
sales, and which months have the largest. The steps to add Data Bars
conditional formatting are as follows;
1. Select the cells/range that we need to apply the Data Bars conditional
formatting. Don‘t include any row or column fields which are updated as
total field within the selection.
3. Select Data Bars and click on one of the Data Bars option. If the preferred
option is not available, click on More Rules… option.

formatting. Don‘t include any row or column fields which are updated
as total field within the selection.
3. Select Data Bars and click on one of the Data Bars option. If the
preferred option is not available, click on More Rules… option.
4. We should now have Data Bar displayed within the same cells as the
value.

Working with Color Scales
• Color Scales is where Excel will help to display shades of color
to represents the value in the cell. To add an color scales icon
set, execute the following steps;
3. Select Color Scales and click on one of the available option. If the

3. Select Color Scales and click on one of the available option. If the
4. We should now have Color Scales displayed within the same cells as
the value.

Updating Color Scales Preferences
• We can update the color scale setting to change the sequence
of colour used, the range for minimum, midpoint & maximum
value & etc. The steps to do this are as follows;
1. Select the cells/range that has the Color Scales formatting.
2. Go to Home tab, look under Styles group, click on the Conditional
3. Click on Manage Rules… option.
4. Click on Edit Rule… option.

value & etc. The steps to do this are as follows;
1. Select the cells/range that has the Color Scales formatting.
5. Select the preferred formatting/option and click on OK button.

Working with Icon Sets
• Icon Sets is where Excel will help to display an icon to
represents a range of values. To add an icon set, execute the
following steps;
1. Select the cells/range that we need to apply the Icon Set conditional
formatting.
formatting.
3. Select Icon Sets and click on one of the available option.

• Icon Sets is where Excel will help to display an icon to
represents a range of values. To add an icon set, execute the
following steps;
formatting.
formatting.
3. Select Icon Sets and click on one of the available option.
4. We should now have Icon Set displayed within the same cells as the
value.

Updating Icon Sets Presences
value, type of icon set & etc. The steps to do this are as follows;
1. Select the cells/range that has the Icon Sets formatting.

value, type of icon set & etc. The steps to do this are as follows;
1. Select the cells/range that has the Icon Sets formatting.
5. Select the preferred formatting/option and click on OK button.

Clearing Conditional Formatting
• Clearing Conditional Formatting can be done for a range of
cells/the entire worksheet. Updated below are the steps to do
both;
1. Select the cells/range that has the conditional formatting.
3. Click on Clear Rules option.

Clearing Conditional Formatting
• Clearing Conditional Formatting can be done for a range of
cells/the entire worksheet. Updated below are the steps to do
both;
3. Click on Clear Rules option.
4. Select one of the following options;
a) Select Clear Rules from Selected Cells
b) Select Clear Rules from Entire Sheet

WORKING WITH WORKSHEETS
• Excel will allow us to create and edit worksheets that are stored
in workbooks. Typically, people work with a single worksheet
(sometimes called a spreadsheet or just sheet). A worksheet is
a collection of rows and columns that holds text and numbers.
• Any time we create, open, or save an Excel file, we are working
with a workbook. Often, that workbook contains only one
worksheet. A workbook is a collection of one or more
worksheets stored in the same file.

Changing Worksheet Views
• Microsoft Excel has a variety of viewing options that changes
how our workbook is displayed. Common viewing options are
Normal view, Page Layout view and Page Break view. These
views can be useful for various tasks, especially to print the
spreadsheet.
• To change the worksheet views, locate and select the desired
worksheet view command at the bottom-right corner of the
Excel window.

Normal View
• This is the default view for all worksheets in Excel

Page Layout View
• This view can help us visualize how the worksheet will appear when
printed. We can also add headers and footers from this view.

Page Break View
• This view makes it easy to change the location of page breaks in your
workbook, which is especially helpful when printing a lot of data from
Excel.

Worksheet Zooming
• The Zoom slider in Excel helps us to zoom in & out on the content to
make for better reading & display. It is located at the bottom right hand
corner beside the status bar. We can slide to the percentage zoom
setting that we want or click the ‗-„ or ‘+‟ buttons to zoom in & out on a
gradual increment. This will not change the size of any of the actual
data.

Insert or Delete Cells, Rows, and Columns
• We can insert blank cells above or to the left of the active cell on a
worksheet. When we insert blank cells, Excel shifts other cells in the
same column down or cells in the same row to the right to accommodate
the new cells. This is done by right clicking either below/to the right of
the cell and selecting Insert.
• Alternative we can select the cell location and go to the Home tab, look
for the Cells group and select Insert. This will work the exactly as the
previous method. In opposite to that we can also delete selected
rows/columns by using almost the same method but choosing Delete
rather than Insert at the very end.

Insert or Delete Cells, Rows, and Columns
Note: Microsoft Excel has the following column and row limits: 16,384 (A
to XFD) columns wide by 1,048,576 rows tall.

Understanding Worksheet
• By default, Microsoft Office Excel provides three worksheets in a
workbook. We can insert additional worksheets (and other types of
sheets, such as a chart sheet, macro sheet, or dialog sheet) or delete
them as needed. Excel also allows us to change the number of
worksheets that appear by default in a new workbook.
• If we have access to a previously created worksheet template or
access to a template from Office Online, we can base a new
worksheet on that template. The name (or title) of a worksheet
appears on its sheet tab at the bottom of the screen. By default, the
name is Sheet1, Sheet2, and so on, but you can give any worksheet a
more appropriate name.

Inserting a New Worksheet
• To insert a new worksheet, do one of the following:
1. Click the Insert Worksheet tab at the bottom of the screen to insert a
new worksheet at the end of the existing worksheets.

Inserting a New Worksheet
• To insert a new worksheet, do one of the following:
1. Click the Insert Worksheet tab at the bottom of the screen to insert a
new worksheet at the end of the existing worksheets.
2. Go to Home tab, in the Cells Group and click on the Insert Sheet drop
down option under Insert to insert a new worksheet in front of an
existing worksheet.

Renaming a Worksheet
• Right-click the sheet tab on the Sheet tab bar and select
Rename. Type the new name and press ENTER.

Deleting One or More Worksheets
1. Select the worksheet or worksheets that we need to delete by following
one of the following actions;

Deleting One or More Worksheets
2. Go to Home tab, in the Cells group, click on the drop down menu for
Delete, and then click Delete Sheet.
Tip: You can also right-click the sheet tab of a worksheet or a
sheet tab of any selected worksheets that you want to delete,
and then click Delete Sheet.

Hide or Unhide a Worksheets
1. Select the worksheets that you want to hide
2. Go to Home tab and click on the drop down option for Format.

3. Under Visibility, click Hide & Unhide, and then click Hide or Unhide
Sheet

3. Under Visibility, click Hide & Unhide, and then click Hide or Unhide
Sheet
Note: If you have a larger number of worksheets that you want to
hide, be aware that while you can hide multiple worksheets at
once, you can unhide only one sheet at a time.

Hide or Unhide a Workbook
1. Go to View tab and click on Hide or Unhide option.

2. Select the workbook that needs to be hidden / unhidden and click on
the OK button.

2. Select the workbook that needs to be hidden / unhidden and click on
the OK button.
Note: If Unhide is unavailable, the workbook does not contain
hidden workbook windows. In the Unhide dialog box, double-
click the workbook window that you want to display.

Move or Copy Worksheets into Same Workbook
1. Select the worksheets that we need to move or copy.
2. Go to Home tab, in the Cells group, click Format, and then under
Organize Sheets, click Move or Copy Sheet.

3. In the Move or Copy dialog box, in the Before sheet list, do one of the
following:
a. Click the sheet above where the worksheet needs to be moved to and click
on OK button.

3. In the Move or Copy dialog box, in the Before sheet list, do one of the
following:
a. Click the sheet above where the worksheet needs to be moved to and click
on OK button.
b. Click (move to end) to insert the worksheet as the new last tab in the
workbook right before the Insert Worksheet tab.

Move or Copy Worksheets into Another Workbook
• Moving or copying worksheets between workbooks is only
possible if all the files are open in the same instance of Excel.
For example: if we open a workbook from a Windows
SharePoint Service site and have another locally, we would not
be able to move or copy a worksheet between them.
• We will need to make sure we open all the workbooks in the
same instance by browsing to the file in the Open dialog box
(File tab, Open). Listed below are the steps to move or copy a
worksheet between workbooks.

1. Ensure the target workbook is open in the same instance of Microsoft
Office Excel as the source workbook.
2. Go to the source workbook and select the sheet that needs to be
moved or copied.
3. Go to the Home tab, in the Cells group, click on the drop down option
for Format.

moved or copied.
for Format.
4. Go to Organize Sheets, click Move or Copy Sheet.

moved or copied.
for Format.
Tip: You can also right-click a selected sheet tab, and then click
Move or Copy.

moved or copied.
for Format.
5. In the Move or Copy dialog box, in the To book drop down, do one of
the following:
a. Select the destination workbook name and click OK button to move the
worksheet. Select the Create a copy checkbox if we need to copy instead
of move.

of move.
b. Select (new book) to move or copy the selected sheets to a new workbook.
Select the Create a copy checkbox if we need to copy instead of move.

of move.
b. Select (new book) to move or copy the selected sheets to a new workbook.
Select the Create a copy checkbox if we need to copy instead of move.
Note When you create a copy of the worksheet, the worksheet is
duplicated in the destination workbook. When you move a
worksheet, the worksheet is removed from the original workbook
and appears in the destination workbook only.

Tips…
1. To rename the moved or copied worksheet in the destination
workbook, right-click its sheet tab, click Rename, and then type the
new name in the sheet tab.
2. To change the color of the sheet tab, right-click the sheet tab, click
Tab Color, and then click the color that you want to use.

Hide or Unhide Columns and Rows
• We can hide a row or column by using the Hide command. However a
row or column can also become hidden when we change its row height
or column width to 0 (zero). You can display either again by using the
Unhide command. The below steps are how we can accomplish this;
1. Select the rows or columns that we need to hide.
2. On the Home tab, in the Cells group, click at the Format drop down
option.
3. Do one of the following:
a. Under Visibility, point to Hide & Unhide, and then click Hide Rows or Hide
Columns.

a. Under Visibility, point to Hide & Unhide, and then click Hide Rows or
Hide Columns.

• We can hide a row or column by using the Hide command. However a
row or column can also become hidden when we change its row height
or column width to 0 (zero). You can display either again by using the
Unhide command. The below steps are how we can accomplish this;
1. Select the rows or columns that we need to hide.
2. On the Home tab, in the Cells group, click at the Format drop down
option.
3. Do one of the following:
a. Under Visibility, point to Hide & Unhide, and then click Hide Rows or Hide
Columns.
b. Under Cell Size, click Row Height or Column Width, and then type 0 in the Row
Height or Column Width box.
Tip: You can also right-click a row or column (or a selection of
multiple rows or columns), and then click Hide.

FINDING AND REPLACING
• The Find command in Excel will search row-by-row from the
top of the current active worksheet based on the direction
specified. Once it finds the first cell that contains the value
searched, Excel will highlight the cell.

• Finding Text
1. Go to Home tab and click on Find & Select drop down menu.
2. Click on the Find Option

• Finding Text
As an alternative, we can press CTRL+F to bring up the Find and Replace
dialog window.

• Finding Text
3. Type the text that needs to be searched at Find what field and click on
either Find All/Find Next button.
Please take note a text match is not case sensitive (―Revenue‖ is the same as
―REVENUE‖) and any match is determined by matching the partial and not
necessarily the entire contents of a cell.

• We can make use of wildcard characters such as an asterisk (*)
or a question mark (?) to accommodate the following scenario;
a) Using the asterisk will help us find one or more undefined characters
in a string. E.g. s*d might provide a result of ‗sad‘, ‗Samarkand‘ and
‗started‘.
b) Using a question mark will help us find a single undefined character in
a string. E.g. s?d might provide a result of ‗sit‘ and ‗sat‘.
c) We will need to use a tilde (~) character if we are searching for a
asterisk, question mark or a tilde character. E.g. who~? might provide
a result of ‗who?‘.

• Replacing Values
2. Click Replace option
Alternative we can press CTRL + H to bring up the Find & Replace dialog
window

• Replacing Values
2. Click Replace option
3. Type the text that needs to be searched at Find what field, the new
text or value at Replace with field and click on either Replace
All/Replace button.

• Finding Formats
• The following step will help us to find all data which has a specific set of
number format, cell alignment, font format & border formatting
contained within a specific worksheet.
2. Click Find Option.
Alternative we can press CTRL + F to bring up the Find & Replace dialog
window

• Finding Formats
3. Click on Options button.

• Finding Formats
4. Click Format button.

• Finding Formats
5. Select the appropriate and indicate the type of formatting that needs to be
searched.

• Finding Formats
5. Select the appropriate and indicate the type of formatting that needs to be
searched.
6. The cells that meet the formatting criteria will now be highlighted within
the worksheet.

• Finding Constants and using Go To Special
• The following step will help us to find all constant data such as text
2. Click Go To Special button.

3. Select Formulas checkbox and click on OK button.

4. All the constant data such as text will now be highlighted within the
worksheet.

• Finding Formulas and using Go To Special
• The following step will help us to find formulas which are contained
within a specific worksheet.

4. The specified formulas will now be highlighted within the worksheet.

• Finding Text within the Workbook
2. Click Find option.
Alternative we can press CTRL + F to bring up the Find & Replace dialog
window

Options button.

Options button.
4. Select Workbook at Within drop down field.

Options button.
4. Select Workbook at Within drop down field.
5. Click on either Find All/Find Next button.

SORTING DATA
Sorting data is one of the first steps in effective data analysis. It
helps us to quickly visualize and understand the data, organize
and find the data that we need & ultimately make more effective
decisions. Excel allows us to sort data by the following methods:
a) Sort data by text (A to Z or Z to A)
b) Sort data by numbers (smallest to largest or largest to smallest)
c) Sort dates & times (oldest to newest or newest to oldest)
d) Sort data via a custom list (e.g. Large, Medium and Small)
e) Sort data by format (includes option such as cell colour, font colour or
icon set)

SORTING DATA
• Sorting Alphabetically
1. Select the data that needs to be sorted.
2. Check for the following conditions:
a) All the data are stored as TEXT format. When there is a combination of
NUMBER and TEXT format data, Excel will sort NUMBER format data before
the TEXT format data. Updating all the data to TEXT format will allow us to
sort correctly.
b) There is no leading space before the data. This normally happens when
importing data from another application. Amending the data using CTRL +
H will allow us to sort correctly.
3. Go to Data tab and click:

SORTING DATA
• Sorting Numerically
2. Check whether all the data are stored as TEXT format. When there is a
combination of NUMBER and TEXT format data, Excel will sort NUMBER
format data before the TEXT format data. Updating all the data to
NUMBER format will allow us to sort correctly.
3. Go to Data tab and click on:

SORTING DATA
• Sorting Dates and Time
2. Check whether all the data are stored as dates or time format. Amend
the data where necessary. Consider adding a custom list if the data
needs to be sorted by day of the week.
3. Go to Data tab and click on:

SORTING DATA
2. Check whether all the data are stored as dates or time format. Amend the data
where necessary. Consider adding a custom list if the data needs to be sorted
by day of the week.
3. Go to Data tab and click on sort option
4. Select which column that needs to be sorted by selecting an option at the
Column drop down list.
5. Click on Sort On drop down list and select either Cell Color/Font Color/Cell
Icon as the sorting option.

SORTING DATA
where necessary. Consider adding a custom list if the data needs to be sorted
by day of the week.
4. Select which column that needs to be sorted by selecting an option at the
Column drop down list.
5. Click on Sort On drop down list and select either Cell Color/Font Color/Cell
Icon as the sorting option.
6. Click and select first preferred cell colour/font colour/cell icon at the
Order drop down list and indicate whether the colour should be at the
top/bottom of the sorted data.

SORTING DATA
where necessary. Consider adding a custom list if the data needs to be sorted by
day of the week.
4. Select which column that needs to be sorted by selecting an option at the Column
drop down list.
5. Click on Sort On drop down list and select either Cell Color/Font Color/Cell Icon as
the sorting option.
6. Click and select first preferred cell colour/font colour/cell icon at the
Order drop down list and indicate whether the colour should be at the
top/bottom of the sorted data.
7. Click on Add Level and repeat steps 4, 5 & 6 to indicate the next preferred
colour in the sorting order. We can keep adding different levels until all

SORTING DATA
• Sorting by Rows
2. Go to Data tab and click on Sort option.

SORTING DATA
• Sorting by Rows
3. Click on Options.

SORTING DATA
• Sorting by Rows
4. Click on Sort left to right in this Sort Option dialog window.

SORTING DATA
• Sorting by Rows
4. Click on Sort left to right in this Sort Option dialog window.
6. Continue by selecting preferred option at Column, Sort On & Order
drop down list.

FILTERING DATA
Filter helps us to find and work with a subset of data in a range
of cells or table. We are able to hide rows that are not needed
while still using functions like copy, find, edit, format, chart &
print with the rest of the data. It also allows us to apply filter on
multiple column so that each additional filter is based on the
current filter/reduce the current subset of data.

FILTERING DATA
• Filtering Text
1. Select the data that needs to be filtered.
2. Go to Data tab and click on Filter option under the Sort & Filter group.

FILTERING DATA
• Filtering Text
1. Select the data that needs to be filtered.
2. Go to Data tab and click on Filter option under the Sort & Filter group.
3. Click on the dropdown arrow in the column header.
4. Select a filtering option by using one of the following methods:
1. Select or clear one or more text values to filter.
2. Type the first few characters/first word of the intended filter at the Search
field.
3. Click on Text Filters and choose one of the special filter option/Custom Filters.
Note: Custom Filter allows more than a single filter at a time. We will
need to type in the preferred text values, select preferred operand of
AND or OR, and click on the OK button to use this option.

FILTERING DATA
• Filtering Text
Note: Custom Filter allows more than a single filter at a time. We
will need to type in the preferred text values, select preferred
operand of AND or OR, and click on the OK button to use this
option.

FILTERING DATA
• Filtering Number
• We will have additional mathematical operands as the filter options when
dealing with numbers. Refer to below screenshot for a list of the
additional options.

FILTERING DATA
• Filtering Date or Time
• Refer to below screenshot for a list of additional time & date based
operands that will be provided when dealing with time & date
information.

FILTERING DATA
• Filtering by Cell Color, Font Color, or Icon Set
• Excel will provide different options when the data to be filtered has
coloured cell, coloured font or icon set. The number of options depends
on the number of variation in the cell/font/icon set. Refer to below
screenshot for a list of the additional options.

FILTERING DATA
• Clearing Filter
• On a Single Column
1. Click on the filter button at the column header which needs to be cleared.
• Clearing All Filter in the Worksheet
1. Go to Data tab and click on Clear option under the Sort & Filter group.

CREATING CHARTS
Understanding Charts in Excel
• Charts are used to display series of numeric data in a graphical
format to make it easier to understand large quantities of data.
It also helps us to view the relationship between the different
series of data so that we can analyse and look for the important
trends within it.
• There are many types of charts available in Excel with different
purpose & ability. Updated below is a list of those available
charts.

CREATING CHARTS
• Choosing the correct chart type will determine whether or not
the information is easily understood by the audience. Don‘t
worry about making the perfect choice though as Excel will still
allow us to change the chart type, layout, style & element later.

CREATING CHARTS
Creating a New Chart
1. Select the cells that contain the data.
2. Go to Insert tab and follow one of the steps listed below:
a) Choose one of the chart button at Charts group and click on the preferred
chart sub-type option provided.

CREATING CHARTS
a) Choose one of the chart button at Charts group and click on the preferred chart sub-type option
provided.
b) Click on Other Charts button at Charts group and select All Chart Types. Select the preferred
chart type at the Insert Chart dialog window.

CREATING CHARTS
a) Choose one of the chart button at Charts group and click on the preferred
chart sub-type option provided.
b) Click on Other Charts button at Charts group and select All Chart Types.
Select the preferred chart type at the Insert Chart dialog window.
c) Press F11 (chart embedded on new worksheet) or ALT + F11 (chart
embedded on existing worksheet) for the default chart type to be created.

CREATING CHARTS
Resizing an Existing Chart
• Select/right click the on the existing chart object and bring the
mouse cursor to the edge of the chart object. Drag the chart to
a preferred size when the mouse cursor becomes a double
ended arrow that allows resizing.

CREATING CHARTS
Resizing an Existing Chart
• Select/right click the on the existing chart object and bring the
mouse cursor to the edge of the chart object. Drag the chart to
a preferred size when the mouse cursor becomes a double
ended arrow that allows resizing.
Moving an Existing Chart
• Select/right click on the chart object. Drag and move the chart
to the preferred location.

CREATING CHARTS
Changing the Chart Type of an Existing Chart
1. Select/right click on the chart object.
2. Go to the Design tab and click on Change Chart Type button.

CREATING CHARTS
Changing the Chart Type of an Existing Chart
2. Go to the Design tab and click on Change Chart Type button.
3. Select the new preferred chart in the Change Chart Type dialog window
and click OK button.

CREATING CHARTS
Modifying an Existing Chart Layout
2. Go to Layout tab and click on the available options under the Labels,
Axes, Background & Analysis group.

CREATING CHARTS
List of Available Options Under Layout Tab for Chart Objects

CREATING CHARTS
Modifying an Existing Chart Style
1. Select/right click the chart object.
2. Go to Design tab and select the preferred option under Chart Styles
group.

CREATING CHARTS
Adding a Text Box to an Existing Chart Style
2. Go to the Layout tab and click on Text Box button.

CREATING CHARTS
Drawing a Shape in an Existing Chart Style
2. Go to the Layout tab and click on Shapes option. Select the preferred
shape from the given options and draw the preferred shape on the
chart

CREATING CHARTS
Deleting an Existing Chart Style
2. Delete the Chart/s.

CREATING CHARTS
Understanding and Creating Sparklines
• Sparklines are small charts that fit inside individual cells in a
sheet. Because of their condensed size, sparklines can reveal
patterns in large data sets in a concise and highly visual way. It
is used to show trends in a series of values, such as seasonal
increases or decreases, economic cycles, or to highlight
maximum and minimum values. A sparkline has the greatest
effect when it's positioned near the data that it represents. The
following are the steps to create a sparkline:

CREATING CHARTS
1. Select the data range that we need to analyze and create the sparkline.

CREATING CHARTS
2. Go to Insert tab, look under the Sparklines group & select either Line,
Column or Win/Loss type option.

CREATING CHARTS
3. Click on the Collapse dialog option and select where the sparkline
should be created.

CREATING CHARTS
3. Click on the Collapse dialog option and select where the sparkline
should be created.
4. Click on Ok button.
5. We would now have the sparkline displayed.

CREATING CHARTS
Changing the Type of Sparkline
1. Select the cell/range that contains the sparkline.
2. Go to Design tab, look under Type group and select the preferred
sparkline type.

CREATING CHARTS
Changing the Sparkline Style
2. Go to Design tab and select the preferred Style under the Style group.
Note: Alternatively we can also click on the Sparkline Color & Marker Color
option to manually set a preferred style for the sparkline.

CREATING CHARTS
Showing and Hiding Data Markers
• We can show or hide data markers for the Line style sparkline
by following the below method:
2. Go to Design tab, look under Show group and select Markers option to
show/hide the marker.

CREATING CHARTS
Handling Empty or Zero Value Cells
2. Go to Design tab, look under Sparkline group, click under Edit Data
option and select Hidden & Empty Cells option.

CREATING CHARTS
Handling Empty or Zero Value Cells
2. Go to Design tab, look under Sparkline group, click under Edit Data
option and select Hidden & Empty Cells option.
3. Select the preferred option and click on OK button.

CREATING CHARTS
Deleting Sparklines
2. Go to Design tab, look under Group and click on Clear option.

FORMATTING CHARTS
Updating Text Formatting in a Selected Chart Element
1. Click the chart element that contains the text.
2. Choose one of the following options:
a) Go to Home tab and click on the formatting options available under the
Font group.

FORMATTING CHARTS
Updating Text Formatting in a Selected Chart Element
1. Click the chart element that contains the text.
2. Choose one of the following options:
a) Go to Home tab and click on the formatting options available under the
Font group.
b) Go to Format tab and click on the formatting options available under the
WordArt Styles group.

FORMATTING CHARTS
Updating Chart Elements’ Color, Effect & Background
1. Click the chart element that needs to be formatted.
2. Got to Format tab and click on the formatting options available under
Shape Styles group.

FORMATTING CHARTS
Using Themes in Excel
1. Go to Page Layout tab and click on the Themes option. Please take
note that Themes will override all existing formatting applied.

DID
YOU
GET IT?
THANK
YOU!Prepared & Delivered
by:
Mark Freud M. Bolima

Intermediate ms excel for business elective course for dlsu-d hs

Empfohlen

Empfohlen

Weitere ähnliche Inhalte

Was ist angesagt?

Was ist angesagt? (20)

Ähnlich wie Intermediate ms excel for business elective course for dlsu-d hs

Ähnlich wie Intermediate ms excel for business elective course for dlsu-d hs (20)

Kürzlich hochgeladen

Kürzlich hochgeladen (20)

Intermediate ms excel for business elective course for dlsu-d hs