How to use excel

1. LECTURE
SPREADSHEET (MS EXCEL)

2. INTRODUCTION
• Spreadsheet
is an application package used in manipulation of figures, also it is used
in data presentation and analysis
• Spreadsheet
is a file made of rows and columns that help sort data, arrange data
easily, and calculate numerical data.
What makes a spreadsheet software program unique is its ability
to calculate values using mathematical formulas and the data in
cells.

3. EXAMPLES OF SPREADSHEET PROGRAMS
• Today, Microsoft Excel is the most popular and widely used
spreadsheet program, but there are also many alternatives.
Below application packages that fall under this spreadsheet.
Microsoft Excel
Google Sheets - (Online and free)
iWork Numbers - Apple Office Suite
LibreOffice – for calculation
Lotus 1-2-3
Lotus Symphony - Spreadsheets

4. MICROSOFT - EXCEL
• Microsoft Excel
Is a software program that allows users to organize, format and
calculate data with formulas using a spreadsheet system.
• The features of excel is ability to perform basic calculations, use
graphing tools, create pivot tables and create macros.
• Excel has the same basic features as all spreadsheet
applications, which use a collection of cells arranged into rows
and columns to organize

5. COMPONENT OF MS-EXCEL
• Workbook: A workbook is a collection of worksheets that are saved together in
one file. Individual worksheets can be given descriptive names and you can
switch from one worksheet to another by using the sheet tabs that appear
beneath the worksheet grid area.
• Worksheet: A worksheet is the grid of columns and rows that information is
inputted into. In many spreadsheet applications (such as Microsoft Excel) one file
-- called a workbook -- can contain several worksheets.
• Rows: is the horizontally arrangement of a cell on the spreadsheet screen. An
Excel spreadsheet contains 16,384 rows which are labeled numerically

6. COMPONENT OF MS-EXCEL
• Column: are the vertically arrangement of a cell on the spreadsheet screen. An Excel
spreadsheet contains 256 columns that are labeled with the letters of the alphabet.
When the column labels reach letter "Z" they continue on with AA, AB, AC...... AZ
and then BA, BB, BC.....BZ etc
• Cell: A cell is a rectangular area formed by the intersection of a column and a row.
Cells are identified by the Cell Name (or Reference, which is found by combining the
Column Letter with the Row Number. For example the cell in Column "C" in Row "3"
would be cell C3.
• Cell Reference: A cell reference is the name of the cell that is found by combining
the Column Letter with the Row Number. For example the cell in Column "C" in Row
"3" would be cell C3.

7. COMPONENT OF MS-EXCEL
• Active Cell: The active cell is the cell in the spreadsheet that is currently selected
for data entry. You can change which cell is the active cell by clicking the left
mouse button once or using the arrow keys on the keyboard. The current active
cell can be identified as being the one that has a darker black border around it.
• Anchor Cell: The anchor cell is the first cell that is highlighted in a range. When
a range of cells is selected, they appear as highlighted in black. The anchor cell,
however, remains white. If only one cell is selected in the sheet, it is the anchor
cell

8. COMPONENT OF MS-EXCEL
• Data: Data refers to the type of information that can be stored in the cells of a
spreadsheet. Spreadsheet data types include values (numbers), labels, formulas
and functions
• Fill Handle: The fill handle is the small bold square in the bottom right corner of
a cell that can be used to copy (fill) data to adjacent cells in the same row or
column. When you hover over the fill handle box, the mouse pointer will change
to a black plus sign. You may then click the left mouse button, (and hold it
down) while selecting the adjacent cells to copy to. Releasing the mouse button
will then fill the content

9. COMPONENT OF MS-EXCEL
• Filter: Filtering will allow you to quickly find the information that you are looking for
in a spreadsheet. When you apply a filter, you control the data that is displayed on
the screen by setting criteria. Data contained in rows that don't meet your criteria
will temporarily disappear from view when the filter is applied. When the filter is
cleared, all of the data will once again appear in the spreadsheet
• Gridlines: Gridlines are the horizontal and vertical lines on the screen that separate
cells in a spreadsheet. Gridlines typically do not print unless the option is set in the
layout options of the spreadsheet
• Labels: Labels refer to text that is typed into the cells of a spreadsheet. Labels have
no numeric value and cannot be used in a formula or function

10. COMPONENT OF MS-EXCEL
• Formula: A formula is a spreadsheet mathematical expression that used to calculate a result
and display it in the active cell. A formula is written using cell references and must begin with
an equal sign "=" to distinguish it from a label. An example of a formula would be: =A3+C3
which would take whatever value was entered into cell A3 and add it to the value that was
typed into C3. After typing the formula and pressing the Enter key, the resulting value will be
displayed
• Freezing Columns and/or Rows: Freezing is a technique that can be used in larger
spreadsheets to assist in viewing the information on the screen. If a spreadsheet contains
many rows, you can freeze the rows containing your heading labels so that as you scroll down
in the sheet the headings stay at the top and line up with the appropriate data. Likewise, if
your spreadsheet contains many columns, the leftmost columns may be frozen so that they
stay with the data as you scroll to the right.

11. COMPONENT OF MS-EXCEL
• Function: Functions are built-in formulas that are used to enter either commonly
used or very complex formulas. Like formulas, functions begin with an equal
sign "=" and use cell references in their format. One commonly used function is
the Sum function, which will add up the values in a range. The function:
=sum(H2:H25) would add all values contained in cells H2 through H25 and
return the result when the enter key is pressed
Note:
• If you want to write any formula you should start with equal sign followed by
bracket

13. BASIC SPREADSHEET FEATURES
1. Ability to create, save, retrieve and modify worksheets
2. Built in function and formulas eg. Add, multiply, statistical function, logical
function etc.
3. Data formatting; both labels and numerals(digit) using predefined formats eg
Bold, Italic, colour, size, alignment, etc
4. Data sorting and filtering capability
Sorting eg. Ascending and descending
Filtering eg. Extraction of Data

14. BASIC SPREADSHEET FEATURES
5. ability to adjust column width and row height, hide rows and column and freeze pane
6. charting facilities to draw graphs such as line chart, bar charts, column charts, pie
chart etc
7. ability to perform “what if” function which can be used to find out the effect of
changing value
8. Printing of entire worksheets, parts, entire workbook as single or multiple copies
9. Ability to protect files/worksheet
Eg. 1. Entire workbook by putting password
2. Worksheet for protecting changes or any form
10. Summarizing data using consolidation and pivot tables (allow merging of several
worksheets into a summary)

15. CREATE GRAPHS AND CHARTS IN SPREADSHEET
1. Consider the type of graph you want to make.
There are three basic types of graph that you can create in Excel, each of which works best for
certain types of data:
• Bar - Displays one or more sets of data using vertical bars. Best for listing differences
in data over time or comparing two similar sets of data.
• Line - Displays one or more sets of data using horizontal lines. Best for showing
growth or decline in data over time.
• Pie - Displays one set of data as fractions of a whole. Best for showing a visual
distribution of data.

16. CREATE GRAPHS AND CHARTS IN SPREADSHEET
2. Add your graph's headers.
• The headers, which determine the labels for individual sections of data, should go
in the top row of the spreadsheet starting with cell B1 and moving right from
there.. For example, to create a set of data called "Number of Lights" and another
set called "Power Bill", you would type Number of Lights into cell B1 and Power
Bill into C1
• Always leave cell A1 blank.

17. CREATE GRAPHS AND CHARTS IN SPREADSHEET
3. Add your graph's labels.
• The labels that separate rows of data go in the A column (starting in cell A2).
Things like time (e.g., "Day 1", "Day 2", etc.) are usually used as labels. For
example, if you're comparing your budget with your friend's budget in a bar
graph, you might label each column by week or month.
• You should add a label for each row of data.

18. CREATE GRAPHS AND CHARTS IN SPREADSHEET
4. Enter your graph's data.
• Starting in the cell immediately below your first header and immediately to the
right of your first label (most likely B2), enter the numbers that you want to use
for your graph.
• You can press the Tab ↹ key once you're done typing in one cell to enter the
data and jump one cell to the right if you're filling in multiple cells in a row.

19. CREATE GRAPHS AND CHARTS IN SPREADSHEET
5. Select your data.
• Click and drag your mouse from the top-left corner of the data group (e.g.,
cell A1) to the bottom-right corner, making sure to select the headers and labels
as well.

20. CREATE GRAPHS AND CHARTS IN SPREADSHEET
6. Click the Insert tab.
It's near the top of the Excel window. Doing so will open a toolbar below
the Insert tab.

21. CREATE GRAPHS AND CHARTS IN SPREADSHEET
7. Select a graph type.
• In the "Charts" section of the Insert toolbar, click the visual representation of the
type of graph that you want to use. A drop-down menu with different options will
appear.
• A bar graph resembles a series of vertical bars.
• A line graph resembles two or more squiggly lines.
• A pie graph resembles a sectioned-off circle.

22. CREATE GRAPHS AND CHARTS IN SPREADSHEET
8. Select a graph format.
• In your selected graph's drop-down menu, click a version of the graph (e.g., 3D)
that you want to use in your Excel document. The graph will be created in your
document. You can also hover over a format to see a preview of what it will look
like when using your data.

23. CREATE GRAPHS AND CHARTS IN SPREADSHEET
9. Add a title to the graph.
• Double-click the "Chart Title" text at the top of the chart, then delete the "Chart
Title" text, replace it with your own, and click a blank space on the graph.

24. FIVE BASIC EXCEL FORMULAS
1. SUM
• The SUM function is the first must-know formula in Excel. It usually aggregates
values from a selection of columns or rows from your selected range.
• Example:
=SUM(B2:G2) – A simple selection that sums the values of a row.
2. AVERAGE
• The AVERAGE function should remind you of simple averages of data such as
the average number of shareholders in a given shareholding pool.

25. FIVE BASIC EXCEL FORMULAS
• Example:
=AVERAGE(B2:B11) – Shows a simple average, also similar to (SUM(B2:B11)/10)
3. COUNT
• The COUNT function counts all cells in a given range that contain only numeric
values.
• Example
=COUNT(A1:C1) – Now it can count rows.

26. FIVE BASIC EXCEL FORMULAS
4. COUNTA
• Like the COUNT function, COUNTA counts all cells in a given rage. However, it
counts all cells regardless of type. That is, unlike COUNT that only counts
numerics, it also counts dates, times, strings, logical values, errors, empty string,
or text.
• Example
=COUNTA(C2:H2) will count columns C to H

27. FIVE BASIC EXCEL FORMULAS
5. IF
• The IF function is often used when you want to sort your data according to a
given logic. The best part of the IF formula is that you can embed formulas and
function in it.
• Example:
=IF(C2<D3, ‘TRUE,’ ‘FALSE’) – Checks if the value at C3 is less than the value at D3.
If the logic is true, let the cell value be TRUE, else, FALSE

28. ANY QUESTION??????
THANKS FOR LISTENING
BY: Deacon. PrayGod Mwanga