Excel training by rajesh p

GYAN SESSION – OCT 2014
Rajesh P Menon
Excel Training

Objectives and Take away
 Objectives
 The main objective of this Session is to give the
participants insight into Excel which can be used as a
tool for managing organization data and also to
analyze the data in efficient way
 Take away
 At the end of this session each participants should be
able to generate MIS and reports on their own using
Excel features and functionalities acquired

Session Topics
 Excel Overview
 Excel Formulas and data Formatting
 Working with Excel functions and Data
fill utility
 Data validation, analysis (Pivot tables
and Charts), Data Filter and Sorting
 Report Printing in Excel
 Working with Charts and Graphs
 Introduction on Macros
 Conclusion

CHAPTER 1
EXCEL OVERVIEW
GYAN Excel Training

Excel Overview
 What is Excel
 Microsoft Excel is an electronic spreadsheet that runs
on a personal computer i.e. desktop, laptop etc.
 A spreadsheet is the computer equivalent of a paper
ledger sheet. It consists of a grid made from columns
and rows.
 Benefits of using Excel
 You can use it to organize your data into rows and
columns i.e. in a tabular format.
 You can use it to perform mathematical and financial
calculations accurately.
 You can use it to generate MIS and various trend

Excel Overview
MS Office Button
Quick Access Bar
Title Bar
Formula Bar

Excel Overview
Example of a Ribbon shown below along with the explanation

Excel Overview
Useful information about Excel 2007 which you can use and
remember
FEATURE MAXIMUM LIMIT
Worksheet Size 1,048,576 rows by 16,384 columns
Column Width 255 characters
Row Height 409 points
Total number of characters that a cell
can contain
32,767 characters
Characters in a Header & Footer 255 characters
Sheets in a workbook Limited by System memory
Date range allowed January 1, 1900 to Dec 31, 9999

CHAPTER 2
EXCEL FORMULAS & FORMATTING
DATA
GYAN Excel Training

Excel Formulas and Formatting
 Formatting in Excel
 Change the column width manually and
automatically.
 Change the row height manually and automatically.
 Auto adjust the entire sheet
 Editing/Clearing data in a cell
 Inserting/Deleting columns/rows in a sheet
 Aligning cells (top, bottom & center) and text (Left,
Right and Center)
 Wrapping text

 Formatting in Excel Contd…
 Changing the fonts and paragraph
 Formatting the numbers and dates
 Using Format Painter
 Merge and Center
 Undo and Redo
 Borders & Shading
 Conditional Formatting
 Format as table

 Exercise for Formatting
 Open the sheet “Exercise Sheet for
participants” provided to you

 Arithmetic Operations in Excel
 Basic Arithmetic
 Addition
 Subtraction
 Division
 Multiplication
 Exponent (Power and roots) and brackets – Excel
follows the BODMAS concept

CHAPTER 3
WORKING WITH EXCEL
FUNCTIONS & AUTO FILL UTILITY
GYAN Excel Training

Key Excel Functions
 Functions in Excel
 Function Categories – Arithmetic, Financial, Text,
Date, Logical, Reference
 Commonly Used Arithmetic functions – Sum, Average,
Count, Round, Max and Min
 Commonly used financial functions – PV, FV, PMT
 Commonly used String functions – Upper, Lower,
Proper, Concatenate
 Commonly used Logical function and operator – If,
And, Or
 Commonly used Lookup functions – Vlookup, Hlookup

Excel Auto Fill
 Auto Filling of Data in Excel
 Excel has provided a intelligent feature known as Auto
Filling of the data
 Example – Type January in cell A1 and then use the
handler and drag the same either vertically or
horizontally. By doing the same the data gets filled
automatically i.e. February, March, and so on
 See the next slide which shows the Auto fill list that
are available in the Excel by default.

Excel Auto Fill
 Some more examples of standard list below

Excel Auto Fill
 Auto Filling of Custom Data in Excel
 You can also create Custom Auto fill list. This can be
achieved by selecting Office Button and then select
Excel Options and from the Popular tab select “Edit
Custom Lists”.
 Create the Custom list that you use frequently and is
not available by default. In this example below I have
created a Auto list of alphabets from A to Z.

Excel Auto Fill
 Auto Filling of Data in Excel – Custom Lists

CHAPTER 4
DATA VALIDATION, ANALYSIS,
FILTERING AND SORTING
GYAN Excel Training

Data Management Using Excel
 Data Management
 Excel is extensively used by Corporates / Banks /FI
etc for managing large volume of data including
Balance sheets
 The major functionality available in the Excel for
managing data and extracting reports are as follows:
 Data Sorting
 Data filtering
 Data Validation
 Data Grouping
 Data Subtotal
 Pivot Tables

 Data Sorting
 Sorting allows one to manipulate and manage data in a
worksheet on a give set or criteria.
 There are two types of sorting features available in Excel
 Basic Sorting
 Custom Sorting
 Basic Sorts : To arrange the data based on the first column
select the option as displayed below. Remember that all the
data is selected before you sort or else the data will be
distorted.

 Data Sorting
 Custom Sort : if you want to sort on more than 1
criteria then you need to use the Custom sort.
 On clicking the above the following dialogue box will
open and here you can select multiple sorting criteria.

 Data Sorting contd ..
The following
dialogue box
will open and
here you can
select multiple
sorting
criteria.

 Data Filtering
 Filtering allows to display data in a worksheet that
meets a given set of criteria.
 To filter the data select the option as displayed below.
Excel automatically places the filter on the topmost
header row of the selected data in the worksheet.
 The filtered data can then be copied to another
worksheet as reports or it can be directly printed

 Data Validation
 Validation helps to build business rules while capturing
data in Excel.
 This feature also helps reduce data entry errors which
in turn helps in easy reconciliation.
 For example we are capturing students exam data and
the marks column should contain marks between 0 to
100. We can build validation which will enforce the
same and thus help us to eliminate data entry errors.
 Time to show the same in Excel.

 Data Subtotal
 The subtotal command can be used to outline data in
many different ways
 It uses common functions like SUM, COUNT,
AVERAGE, MAX, MIN and PRODUCT to summarize
the data
 The data must be sorted before the subtotal command
can be used and this is very important
 Open the Sales data sheet for this exercise. We will
find the subtotals of all the sales figures based on the
product

Once you click on
the Subtotal option
the following box
opens where you
can provide the
parameters for
change, function
and subtotal
Select the data
sheet and then
click on the Data
ribbon and you
can select
subtotal from the
Outline group.

Once the above actions are done the sheet will look like the
following. You can click on the levels highlighted below to see
different views

 Data Grouping
 The Group utility helps you to group any range of cells
– either columns or rows
 It does not calculate a subtotal of the group
 This feature gives you a ability to show or hide any part
of your worksheet ad display only the information you
need
 In our Sales data sheet we can group Qtr2 to Qtr4 and
then hide that to see only the Qtr1 data

Pivot Tables
 What are pivot tables
 Pivot tables are a versatile reporting tool that makes it
easy to extract information from large tables of data
without using any formula
 Pivot tables are extremely user friendly because by
moving, or pivoting, fields of data from one location to
another using drag and drop we can look at the same
data in a number of different ways

Pivot Tables Contd…
 Important points to remember
 There has to be at least 3 columns of data for crating
pivot table
 It is important that the data is entered correctly.
Remember GIGO
 Leave no blank rows or columns when entering the
data. This means that even between the column
header and first row of data there should not be any
blank row

The Pivot table
field name list
The data areas
are linked to the
Pivot table

 Filtering the Pivot table data
 The Pivot table has built in filtering tools that can be
used to fine tune the results shown by the table
 Filtering data involves using specific criteria to limit the
data that is displayed by the Pivot table
 To do this the user has to select the drop down from
the header of the Pivot table report and filter

CHAPTER 5
REPORT PRINTING IN EXCEL
GYAN Excel Training

Excel Printing
 Header & Footer in Excel
 Header and Footers helps while printing the Excel
data in hard copy (printer). For example - the
company logo can be inserted as a Header and page
number can be inserted in the Footer
 The advantage of the Header and Footer is that it will
repeat in each and every page that you print and the
report will look authentic
 To insert Header and Footer go to the ‘Insert’ Ribbon
and select ‘Header and Footer’ from the Text option.
The Page layout view will automatically become
active (default is Normal view) and you can insert the
logo and page numbers.

Excel Printing
 Printing in Excel
 To print any document from Excel just press Ctrl+P or
click on Office button and select Print.
 You can select the Print Preview to see how the
output will look before printing the document
 Other features are – Page Orientation, Paper size,
Margins
 You can also use Page Break view to check how the
output looks and it also helps to compress the
contents for printing in single sheets

CHAPTER 6
WORKING WITH GRAPHS &
CHARTS
GYAN Excel Training

Graphs/Charts
 A chart or graph often makes it easier to
understand the data in a worksheet because
users can easily pick out patterns and trends
illustrated in the chart that are otherwise difficult
to see
 In Excel we can create the following types of
graphs
 Bar Graphs
 Line Graphs
 Scatter Plot Graphs
 Pie Charts

Bar Graphs
 Bar Graphs are the most common type of graph used to
display data. Also known as “Column charts”, bar graphs
are most often used to show the amounts or the number
of times a value occurs
 Bar Graphs make it easy to see the difference in the data
being compared. See the example below.
0
50
100
150
200
250
Acapulco Amsterdam Achorage Dallas Glasgow Madrid New York Tokyo Toronto
Temperature
City Name
Average Temperature

Line Graphs
 Line Graphs are often used to plot changes in data over
time, such as monthly temperature change or daily stock
price change
 They can also be used to plot data recorded from
scientific experiments, such as how a chemical reacts to
changing temperature or atmospheric pressure. See the
chart below.
0
50
100
150
200
250
January April July October
Temperature comparison
Acapulco
Amsterdam

Pie Charts
 Pie charts, or circle graphs (as they are sometimes
known), are used to show percentages
 The circle of the pie charts represents 100%
 The circle is subdivided into slices representing data
values
Peanut Butter
19%
chocolate chip
33%
Oatmeal Raisin
30%
Cake
18%
Peanut Butter
chocolate chip
Oatmeal Raisin
Cake

SESSION
INTRODUCTION TO MACRO
GYAN Excel Training

Macros
 A Macro is a tool which helps the users to
automate many actions
 This helps in saving time to do the repetiive
tasks
 You can create data entry forms using Macros
and that only a programmer or persons with
reasoning ability can do

How to create Macros
 To record a macro follow the steps
 First activate the Developer tab (ribbon)
 In the Developer ribbon click on the Start
Recording
 Record you actions
 Once done press the Stop Recording
 To run the macro click the shortcut or select the
macro and it will display the list of the macros.
Select the one you want to run and leave the
rest to Excel 

SESSION
WHAT’S MAIL MERGE
GYAN Excel Training

Mail Merge
 Mail merge utility helps users to create multiple
documents from a single template and
structured data source
 The document created using Mail merge can be
sent to many recipients wit small changes, such
as change in address or a change in greeting
line
 Placeholders are created in the document
which will point to the external data source like
Excel or any database and while generating the
document these placeholders are replaced with
the values in the data source

Mail Merge Contd…
We will see the illustration whereby we are using the data
from the “mail merge data” sheet and creating document in
Word
Excel Data Source
which contains the
invitee list
In MS Word open a
new document and
select the Mailings
Ribbon and click on
“Start Mail Merge”

Mail Merge Contd…
Forr selecting the
data source see the
screen shot
Once the data source is selected then the
following Mail merge options becomes
active

Mail Merge Contd…
Once the data source is selected now it is time to create
the template and also inserting the placeholders in the
document
The dropdown
above shows the list
of column in the
Excel data source
The placeholders
are created as
shown

Mail Merge Contd…
Now the final stages of the mail merge. We have to generate
the letters using the data source provided and lets see how that
is done
Once you have
created the
document then click
on the Finish Merge
and create the
merged document
Click this option to
preview the document
and it will show the
record which is
currently selected

Conclusion
 Today we had discussed on the following:
 How to enter Excel Formulas and formatting data
 How to use the Excel functions
 How the Auto fill feature to be used
 How to Print reports
 How to Filter and Sort the data
 How to create Pivot tables
 How to group and subtotal
 How to create Charts/Graphs
 Mail merge using Excel & Word

Questions/Discussions
 Questions and Discussion
 What Next ?
 You can reach me on 8095254254 from
morning 10 AM to 9 PM on weekends
 On weekdays you can call me between 7
PM to 10 PM.
 My email id is
rajeshp.menon@gmail.com

Excel training by rajesh p

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