learn basics of excel in this very competitive world. Includes referencing, formatting, text to columns

2. Pictures of Team
Vaishnavi
Sanghamitra
Joseph Jeshin
Rea Jeslyn

3. What is Microsoft Excel?
• Microsoft Excel is a spreadsheet program included in the Microsoft
Office suite of applications. Spreadsheets present tables of values
arranged in rows and columns that can be manipulated mathematically
using both basic and complex arithmetic operations and functions.
• Microsoft Excel has the basic features of all spreadsheets,[2] using a grid
of cells arranged in numbered rows and letter-named columns to
organize data manipulations like arithmetic operations. It has a battery
of supplied functions to answer statistical, engineering and financial
needs. In addition, it can display data as line graphs, histograms and
charts, and with a very limited three-dimensional graphical display. It
allows sectioning of data to view its dependencies on various factors for
different perspectives (using pivot tables and the scenario manager)
• In addition to its standard spreadsheet features, Excel also offers
programming support via Microsoft's Visual Basic for Applications
(VBA), the ability to access data from external sources via
Microsoft’s Dynamic Data Exchange (DDE), and extensive graphing
and charting capabilities.

4. History of Microsoft Excel
• Microsoft originally marketed a spreadsheet program called Multiplan in 1982,
which was very popular on CP/M systems, but on MS-DOS systems it lost
popularity to Lotus 1-2-3. This promoted development of a new spreadsheet
called Excel which started with the intention to, 'do everything 1-2-3 does and
do it better‘
• Excel was the first spreadsheet that allowed the user to define the appearance
of spreadsheets (fonts, character attributes and cell appearance). It also
introduced intelligent cell recomputation, where only cells dependent on the
cell being modified are updated (previous spreadsheet programs recomputed
everything all the time or waited for a specific user command). Excel has
extensive graphing capabilities.
• When first bundled into
Microsoft Office in 1993,
Microsoft Word and Microsoft
PowerPoint had their GUIs
redesigned for consistency with
Excel, the killer app on the PC at
the time.

5. Difference between Version
2003 & 2007
Basis 2003 2007 & Above
Extension Extension - .xls Extension - .xlsx
Rows Approx 65,000
rows
More than
10,00,000 rows
Columns 256 columns 16,384 columns
Graphic tools Limited graphic
tools
Better graphic tools
Formula Same formula bar
since Excel 1997
Resizable formula
bar and context
based formula auto
complete
Formatting Conditional
formatting limited
to 3 tests
Many tests are
allowed in the new
version
Colour palette Limited colours Unlimited colours

6. Shortcut Keys
• Ctrl + Right
Moves to the last cell of the
row
• Ctrl + Left
Moves to the first cell of the
row
• Ctrl + Shift + Right
OR
Shift + Space
Selects the entire row
• Ctrl +Space
OR
Ctrl + Shift + Down
Selects the entire column

7. • File
• Options
• General
• Colour Scheme
Changing the Colour Scheme
BLACK
GREY

8. Name Manager
1. Go to formulas
2. Select Name Manager
3. Fill in the required data

9. Remove Suplicates
Before removing
duplicates
After removing
duplicates

10. Hide
• Selects columns/ rows
• Right click
• Choose hide option
• Selects columns/ rows
• Right click
• Choose unhide option
Unhide

11. Group/ Ungroup
• Selects columns/ rows
• Data
• Group
OR
Group
Shift + Alt + Right
Ungroup
Shift + Alt + Left
Before grouping data
After grouping data
Procedure

12. Sorting
1) Select the data
2) Go to Home
3) Select the ‘Sort and Filter’ option
4) Enter the criteria as appropriate

13. Filters
1) Select the data
2) Go to home
3) Select the Sort and Filter Option
4) Select filter
5) Filters will be added on the heading and data
could be selected accordingly

14. Removing blank spaces
1) Selects columns/ rows
2) Use the Go to function
(Ctrl + G)
3) Select Go to Special
4) Select Blanks
5) Right click
6) Select the delete option
7) Select Shift cells up

15. Data Validation
In the example given the input is
invalid since that data exceeds the
range. Hence the error alert has
been displayed
1. Selects the area where data validation is
to be performed.
2. Go to Data
3. Select Data Validation
4. Input validation criteria
5. Input message
6. Error alert
VALUES

16. LIST
Data Validation
To input a list with the pass/
fail option

17. Conditional Formatting
1. Select the data
2. Go to Home
3. Select Conditional formatting
4. Go to Highlight cell rules
5. Choose the option which is appropriate
In this example the option chosen is
to format cells that are less than 25
with
Light Red fill with Dark Text

18. Referencing
• The ‘$’ symbol is used for referencing.
1. Click a cell where you want to enter a formula.
2. Type = (an equal sign) to begin the formula.
3. Select a cell, and then type an arithmetic operator (+, -, *, or /).
4. Select another cell, and then press the F4 key to make that cell reference absolute.
5. You can continue to press F4 to have Excel cycle through the different reference
types.
6. If necessary, continue entering the formula.
7. Click the Enter button on the formula bar, or
press Enter.

19. Text to Columns
1. Select the cell which has the data
2. Go to data
3. Select ‘Text to Columns’
4. Select the ‘Delimited’ Option
5. Select the appropriate
delimiters.
In this example commas have
been selected

20. Background
• Go to the view tab and click on
the check box in show for
gridlines.
Gridlines
• Press on background under the Page
Layout tab to insert a logo or
background to the spreadsheet.

21. Formulas
(Logical Function)

22. Sum Function
Formula Autosum Sum Function
Alt + = (Adds the data in the cells)

23. Average Function
Formula Autosum Average Function

24. Minimum Function
Formula Autosum Minimum

25. Maximum Function
Formula Autosum Maximum

26. Count Function
Formula Autosum Count

27. IF Function
Formula Logical IF
What does this function do ?
Checks whether a condition is met, and returns one value if TRUE,
and another value if FALSE.

28. AND Function
Formula Logical AND
What does this function do ?
Checks whether all arguments are TRUE, and returns TRUE if al
arguments are TRUE.

29. OR Function
Formula Logical OR
What does this function do ?
Checks whether any of the arguments are TRUE, and returns TRUE or
FALSE. Returns FALSE only if all arguments are FALSE.

30. COUNTA Function
Formula Logical COUNTA
What does this function do ?
Counts the number of cells in a range that are not empty.

31. COUNTIF Function
Formula Logical COUNTIF
What does this function do ?
Counts the number of cells within a range that meet the given
condition.

32. COUNTBLANK Function
Formula Logical COUNTBLANK
What does this function do ?
Counts the number of empty cells in a specified range of
cells.

33. IRERROR Function
Formula Logical IFERROR
What does this function do ?
Returns value_if_error if expression is an error and the value of
the expression itself otherwise.

34. Formulas
(Text Function)

35. Concatenate
What does this function do ?
Formula Text Concatenate
Joins several text strings into one text string.

36. Left/Right
What does this function do ?
Formula Text Left/Right
Returns the specified number of characters from the start of a text string .

37. Mid
What does this function do ?
Formula Text Left/Right
Returns the characters from the middle of the text string, given a starting
position and length.

38. Len
What does this function do ?
Formula Text Left/Right
Returns the number of characters in a string.

39. Trim
What does this function do ?
Formula Text Left/Right
Removes all spaces from a text string except for single spaces between words.

40. Upper/Lower/Proper
What does this function do ?
Formula Text Upper/Lower/Proper
Coverts a text string to all uppercase/lowercase/propercase (first
letter of each word is in upper case and rest is lower case) letters.

41. Substitute
What does this function do ?
Formula Text Substitute
Replaces existing text with new text in a string.

42. Exact
What does this function do ?
Formula Text Substitute
Checks whether two text strings are exactly the same, and returns TRUE
and FALSE. EXACT is case-sensitive.

43. Date and Time
Current Date – ctrl + “;”
Current Time – ctrl+ shift + “;”
Current Date and Time - =NOW()

44. STEP 1
STEP 2
STEP 3
RESULT
What if analysis
1. Input the formula
2. Go to Data
3. Select What if analysis
4. Choose which cells to change
5. Enter values for the changing cells
6. Select show summary to obtain result

45. Consolidate
SHEET 1 SHEET 2
RESULT1. Go to consolidate
2. Enter the reference from Sheet 1 and
select Add
3. Enter the reference from Sheet 2
and select Add
4. Select the operation (Sum/ Count)
5. Select use labels in Top Row and
Top left column

46. Pivot Tables
1. Select the data
2. Go to ‘Insert’
3. Select Create Pivot Table
4. Choose fields to add
report
5. Select the appropriate
Column/ Row labels and
Report Filter
RESULT WHEN ONLY ONE CUSTOMER IS
SELECTED

47. Pivot Chart
1. Select the data
2. Go to ‘Insert’
3. Select Create Pivot Chart
4. Choose fields to add
report
5. Select the appropriate
Column/ Row labels and
Report Filter

48. Dashboard
1. Copy the pivot charts onto a new sheet and do necessary
formatting
2. Go to ‘Insert’
3. Select the ‘Slicer’ option
4. Add necessary slicers
SLICERS
CHARTS

49. VLookUP
1. Go to functions and choose
vlookup.
2. Enter look up value.
3. Table range under
‘table_array’.
4. Enter the column number
under which the result lies
under ‘Col_index_num’.
5. Choose 1 for ‘True’ for
approximate match and 0 for
‘False’ for Exact match.

50. HLookUP
1. Go to functions and choose
hlookup.
2. Enter look up value.
3. Table range under
‘table_array’.
4. Enter the row number under
which the result lies under
‘Row_index_num’.
5. Choose 1 for ‘True’ for
approximate match and 0 for
‘False’ for Exact match.

51. Bar/ Column Charts
What are Bar Charts ?
Bar charts are one of the most
commonly used types of graph and are
used to display and compare the
number, frequency or other measure
for different categories or groups
1. Select the data grid
2. Click on Insert
3. Go to Bar and select the type of
bar chart is required to
represent the data

52. Bar/Column Charts
• By default the bar chart will
appear.
• By using the formatting tools for
the bar chart the design ,layout
and format of the chart can be
changed as required.
1. Right click on the chart and
go to Format Chart Area to
change the appearance of the
chart.

53. Bar/ Column Charts
• Changes such as border colour, border styles, shadow, size and other
properties of the charted can be made.
• In the above chart we have made changes in he background, color
scheme, border and glow and soft edges.

54. Line Chart Pie Chart
A line chart or line graph is a type
of chart which displays information as
a series of data points called 'markers'
connected by straight line segments
A pie chart displays data, information, and
statistics in an easy-to-read 'pie-slice'
format with varying slice sizes telling you
how much of one data element exists.

55. Legends
What are legends ?
The legend is linked to
the data being graphically
displayed in the plot
area of the chart.
The legend is also known
as a Chart's Key.

56. Change Chart Type
1. Right click on the chart
2. Change the chart type as per
convenience
3. Change the legend,
formatting and design
A dialogue box full of other chart
types are available.
The data of the previous chart will
automatically be set.

57. References
• Wikipedia.com
• Webopedia.com
• Haresoftware.com