Lecture 6: Excel

Muhammad Shahzad Ali

LECTURE

6
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MICROSOFT EXCEL

Institute of Management Sciences

Lecture 6: Excel

Muhammad Shahzad Ali

Microsoft Excel 2007 is an application that helps you create complex and dynamic spreadsheets. You can use this robust application to enter numerical values or data into the rows or columns of a spreadsheet, and to use these numerical entries for calculations, charts, formulas, statistical analysis, etc.

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Lecture 6: Excel

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The Microsoft Office Excel 2007 is a member of the Microsoft Office 2007 suite of programs. It is a powerful tool for analyzing, sharing, and managing information to help you make more informed decisions.

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Lecture 6: Excel

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The first screen that you will see a new blank worksheet that contains grid of cells. This grid is the most important part of the Excel window. It's where you'll perform all your work, such as entering data, writing formulas, and reviewing the results.

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Lecture 6: Excel

Muhammad Shahzad Ali

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Lecture 6: Excel

Muhammad Shahzad Ali

Microsoft Excel 2007 Workbook and Worksheet

A worksheet is the grid of cells where you can type the data. The grid divides your worksheet into rows and columns. Columns are identified with letters (A, B, C ), while rows are identified with numbers (1, 2, 3 ). A cell is identified by column and row.
For example, B8 is the address of a cell in column B (the second column), and row 8 (the eighth row).
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A worksheet in Excel 2007 consists of 16,384 columns and over 1 million rows. The worksheets in turn are grouped together into a workbook. By default each workbook in Excel 2007 contains 3 blank worksheets, which are identified by tabs displaying along the bottom of your screen. By default the first worksheet is called Sheet1, the next is Sheet2 and so on as shown on next slide.
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Lecture 6: Excel

Muhammad Shahzad Ali

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Lecture 6: Excel

Muhammad Shahzad Ali

Excel 2007 Screen Elements and it Functions

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Lecture 6: Excel

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Office button:
When clicked, this button opens the Office menu, from which you can open, save, print, and exit as well as the Excel Options button that enables you to change Excel's default settings.

Quick Access Toolbar:

A small toolbar next to the Office button contains shortcuts for some of the most common commands such as Save, Undo, and Redo buttons. You also can customize quick access toolbar.
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Ribbon:
A combination of old versions menu bar and toolbar, arranged into a series of tabs ranging from Home through View. Each tab contains buttons, lists, and commands.

Name box:
Displays the address of the current active cell where you work in the worksheet.

Formula bar:
Displays the address of the active cell on the left edge, and it also shows you the current cell's contents.
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Lecture 6: Excel

Muhammad Shahzad Ali

Worksheet area:
This area contains all the cells of the current worksheet identified by column headings, using letters along the top, and row headings, using numbers along the left edge with tabs for selecting new worksheets.

Sheet tabs:
Excel 2007 contains 3 blank worksheet tabs by default. Click on the intended tab will go to the particular worksheet.
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Lecture 6: Excel

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Status bar:
Reports information about the worksheet and provides shortcuts for changing the view and the zoom.

Zoom control:
Use to zoom the Excel screen in or out by dragging the slider.

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Lecture 6: Excel

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Customizing Status Bar Options in Excel 2007

Excel 2007 status bar provides you with additional information when you select a range of cells. This information included the status of the Num Lock, Caps Lock, and Scroll Lock keys on your keyboard. This bar keeps you informed of the program's current mode and any special keys you engage, and enables you to select a new worksheet view and to zoom in and out on the worksheet.

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Lecture 6: Excel

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However, you also can customize the status bar! Customize the status bar in Excel 2007 and make the overlooked status bar keep you up to date on the status of certain items within your Excel spreadsheet. To add options to the Status Bar
Right-click the Status Bar to bring up the Customize Status Bar menu.

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Lecture 6: Excel

Muhammad Shahzad Ali

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Lecture 6: Excel

Muhammad Shahzad Ali

Click to select the options you want, click again if you do not want the item displayed. When finished, click anywhere on the spreadsheet to close the menu.

To remove options from the Status Bar

Right-click on the Excel status bar and click on any option that you wish to remove from the status bar. The menu's options are enabled (selected) when a check mark appears next to them and vice-versa.
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How to Enter Data into Excel 2007 Worksheet?

To enter text into a worksheet

Select the cell in which you want to enter the text. Type in the text/data into the cell. Press the Enter key. Text entries are left aligned by default.

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To enter numbers into a worksheet

Select the cell in which you want to enter a number. Type in the number into the cell and press Enter. If you want to enter a negative number, type a minus sign in front of it or enclose it in parentheses (bracket), e.g. -15 or (15). To indicate decimal places, you type a full stop such as 125.89. The numbers will be right aligned by default.
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To enter dates and times into a worksheet

Select the cell in which you want to enter the date or time. Type in the date or time. Separate the date with either hyphens (-) or slashes (/). Press Enter. To enter the current date, press Ctrl + ; To enter the current time, press Ctrl + :
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To speed up your data entry

Enter key: Pressing the key will enters the data and moves the active cell highlight down to the next cell in the current column. Tab key: Pressing the key will enters the data and moves the active cell highlight to the next cell in the current row.

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Arrow keys: Pressing the key will enters the data and moves the active cell highlight to the next cell in the direction of the specific arrow key pressed. Esc key: Pressing the key will will cancels the current data entry.

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Lecture 6: Excel

Muhammad Shahzad Ali

Changing the Excel Cell Color

To change the Excel cell color background

Highlight the cells that you want to alter.
We'll start with the cells A2 to B5.

From the Home tab, in the Font group, point to the Fill Color icon. Click the arrow just to the right of the Fill Color icon. You'll see some colors appear:

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Muhammad Shahzad Ali

Move your mouse over any of the colors and the cells will change automatically.
You can then see what the new color looks like.

Click with the left mouse button to set the color you want. If you don't like any of the colors displayed, click on More Colors option.

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Muhammad Shahzad Ali

To change the text color

Highlight the text that you want to change color. From the Home tab, in the Font group, point to the Font Color icon. Click the arrow just to the right of the Font Color icon. You'll see some colors appear. Select a color just like you did for the background color of the cell.
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Discover the Excel 2007 Paste Special Secrets

Paste Special allows you to specify that only the entries be copied (without the formatting) or that just the formatting be copied (without the entries).

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Lecture 6: Excel

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To use the Paste Special dialog box

Select the range of data you wish to copy. On the Home tab, in the Clipboard group, click Copy icon.
OR press Ctrl+C.

Click the cell where you want to paste the range.

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Lecture 6: Excel

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On the Home tab, in the Clipboard group, click the down arrow of the Paste icon and click the Paste Special option. From the Paste Special dialog box displayed, select the necessary option from the Paste section:

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Lecture 6: Excel

Muhammad Shahzad Ali

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Lecture 6: Excel

Muhammad Shahzad Ali

In the Operation section, select the available suitable option. For example, if you select the Add option, Excel adds the corresponding values in the source range and the destination range and replaces the destination range with the new values. The Skip Blanks option prevents Excel from overwriting cell contents in your paste area with blank cells from the copied range.
It is useful if you're copying a range to another area but don't want the blank cells in the copied range to overwrite existing data.

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Lecture 6: Excel

Muhammad Shahzad Ali

The Transpose option can change the orientation of the pasted entries.
For example, if the original cells' entries run down the rows of a single column of the worksheet, the transposed pasted entries will run across the columns of a single row.

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Lecture 6: Excel

Muhammad Shahzad Ali

To use the Transpose option

Select the range of data you wish to copy and transpose. On the Home tab, in the Clipboard group, click Copy icon.
OR press Ctrl+C.

Click the cell where you want to place the range. On the Home tab, in the Clipboard group, click the down arrow of the Paste icon and click Transpose.
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Lecture 6: Excel

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Excel Cell Alignment

The Excel alignment formatting options are contained within the Alignment group on the Home tab. The options allow you to change alignment of the text in a cell or cells, text orientation, merge several cells together and so on. For more alignment options, you can click on the Alignment group dialog box launcher to display the Format Cells dialog box.

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Lecture 6: Excel

Muhammad Shahzad Ali

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Lecture 6: Excel

Muhammad Shahzad Ali

To align data between the left and right sides of a cell

Select the cell, or cells, you wish to align. On the Home tab, in the Alignment group, click the Align Text Left icon to align data with the left edge of the cell. Click on the Center icon to center data in the cell. Click on the Align Text Right icon to align data with the right edge of the cell.
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To align data between the top and bottom of a cell

Select the cell, or cells, you wish to align. On the Home tab, in the Alignment group, click the Top Align icon to align data in the top position of the cell. Click on the Middle Align icon to centralized data vertically in the cell. Click the Bottom Align icon to align data in the bottom position of the cell.
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To change the orientation of data cells

Select the cell, or cells, you wish to change. On the Home tab, in the Alignment group, click the Orientation icon. You will see a drop down menu allowing you to format the cell orientation.

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Lecture 6: Excel

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Lecture 6: Excel

Muhammad Shahzad Ali

To wrap multiple lines of data in a cell

Type the text 'The Ultimate Guide to Excel 2007' into the cell C5 and press Enter.
The entry will appear as one long line that does not 'fit' into the cell.

Select the cell C5 and then on the Home tab, in the Alignment group, click the Wrap Text icon.
The text will wrap as follow:

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Lecture 6: Excel

Muhammad Shahzad Ali

To merge several cells

Select the cells that you wish to merge to become one cell. On the Home tab, in the Alignment group, click the Merge & Center icon.

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To shrink the text into one cell

Type the data you require into the cell and press Enter. Right-click on the selected cells, click Format Cells.

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Lecture 6: Excel

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From the Format Cells dialog box displayed, click on the Alignment tab. Under the Text control section, tick the Shrink to fit check box and click on OK.

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Lecture 6: Excel

Muhammad Shahzad Ali

Number Formatting in Excel 2007

Number Formats help you to change the appearance of numbers or values in a cell in the Excel spreadsheet. They are not difficult, and can be achieve with a few clicks. Formatting is done to improve the appearance of the spreadsheet and to make the numbers easier to read and understand. Commonly used number formats include adding commas ( , ), percent symbols ( % ), decimal places, and dollar signs( $ )
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Lecture 6: Excel

Muhammad Shahzad Ali

In Excel 2007, the basic number formatting options are located on the Home tab, Number group as shown here.

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To change the basic number formatting

Select the cell containing number that you wish to format. Click on the down arrow next to the Number Format drop-down list and select a suitable command.

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Lecture 6: Excel

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Lecture 6: Excel

Muhammad Shahzad Ali

To change number formatting using the formatting icons

You can quickly change the formatting of a cell or selected range by using the following icons on the Home tab, Number group.

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Lecture 6: Excel

Muhammad Shahzad Ali

To format a number as a currency

Select the cell or range of cells you want to format. Right-click on the cell and choose Format Cells from the pop-up menu. From the Format Cells dialog box displayed, select the Number tab. Under the Category: section, select Currency.

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Lecture 6: Excel

Muhammad Shahzad Ali

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Muhammad Shahzad Ali

Select the number of decimal places you require by using the Decimal places: spin box arrows. In the Symbol: drop down list, select the type of currency. Click OK.

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Lecture 6: Excel

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To format a number as a percentage

Select the cell or range of cells you wish to format. Right-click on the cell and choose Format Cells from the pop-up menu. From the Format Cells dialog box displayed, select the Number tab. Under the Category: section, select Percentage. Select the number of decimal places you require by using the Decimal places: spin box arrows. Click OK.
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To change the number of decimal places

Select the cell or range of cells, you wish to change the number of decimal places. To increase a decimal place, click on the Increase Decimal icon on the Home tab, Number group.
You can continue to click to increase the decimals as required.

To reduce a decimal place, click on the Decrease Decimal icon on the Home tab, Number group.
You can continue to click to reduce the decimals as required.
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Lecture 6: Excel

Muhammad Shahzad Ali

To round numbers using a numeric format

Select the cell or range of cells you wish to format. Right-click on the cell and choose Format Cells from the pop-up menu. From the Format Cells dialog box displayed, select the Number tab. In the Category: section, select Number. Select the number of decimal places you require by using the Decimal places spin box arrows. Click OK.

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Lecture 6: Excel

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To change colors based on the value in the cells

Select the cells you wish to change, which contain numeric values. Right-click on the cell and choose Format Cells from the pop-up menu. From the Format Cells dialog box displayed, select the Number tab. Choose Custom from the Category: list box. Use the scroll bars in the Type: section of the dialog box to view what custom number formats are available. For example, to force all negative numbers to be displayed in red, you would select the option illustrated below. Click OK.
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Lecture 6: Excel

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Lecture 6: Excel

Muhammad Shahzad Ali

Excel Header and Footer

The Excel header and footer are lines of text that print at the top (header) and bottom (footer) of each page in the spreadsheet. Normally we type in descriptive text to add information to a spreadsheet such as titles, dates, page numbers, etc. A header or footer can appear in three locations on the page. It can be in the top/bottom left corner, the center, and the right corner of the page.
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To insert header and footer

Click the View tab. In the Workbook Views group, click the Page Layout icon. Click in the area marked Click to add header.

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Muhammad Shahzad Ali

Choose where you want the text to be, left, center or right aligned.
In our example as shown above, it's center align.

Type the desired text in the appropriate box. You also can use the Header & Footer Tools Design Tab, Header & Footer Elements group to insert the appropriate text.

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Lecture 6: Excel

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Lecture 6: Excel

Muhammad Shahzad Ali

If you wish to go to the footer, click on Go to Footer icon in the Navigation group. Click the Home tab to apply formatting to the text (font, bold, underline, or color).

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Lecture 6: Excel

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To view header and footer

Headers and footers are not visible in the normal worksheet view. You can use the Page Layout view to see the headers and footers. To view a header or footer before printing the spreadsheet, use the Print Preview option (Office button - Print).

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Lecture 6: Excel

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To edit the excel header and footer

From the View tab, in the Workbook Views group, click the Page Layout icon. Edit or change the elements in the header or footer as you wish. When finish, just press the Esc key and save your work.

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Lecture 6: Excel

Muhammad Shahzad Ali

How to Edit Cell or Turn Off Editing

By default, Excel 2007 allows you to edit the cell information either in the Formula bar or in the cell itself. However, in some cases, you may want to turn the incell editing feature off because you want to protect your worksheet cells data being modify!

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Lecture 6: Excel

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To edit the worksheet cells

Select the cell and press F2 key and start modifying OR simply double-click on a cell that you wish to modify. When finish, just press Enter.

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Lecture 6: Excel

Muhammad Shahzad Ali

To turn off the cell editing

Click the Office Button and then click Excel Options button. From the Excel Options dialog box displayed, click the Advanced at the left side of the dialog box.

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Lecture 6: Excel

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Under the Editing options section, clear the Allow editing directly in cells check box. Click on OK.

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Lecture 6: Excel

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How to Merge Cells in Excel 2007 and Vice-Versa

If you look at Row 2, you'll see that the "Items Price" heading stretches across three cells. This is not three separate cells, with a color change for each individual cell. The B2, B3 and B4 cells were merged.
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Lecture 6: Excel

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To merge cells in Excel 2007

Type the words "Items Price" into cell B2 of a spreadsheet. Highlight the cells B2, B3 and B4 On the Home tab, in the Alignment group, locate the Merge and Center icon. Click the down arrow to see the following options:

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Click on Merge & Center. The three cells will then become one - B2, to be exact
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To unmerge cells in Excel 2007

Click on the cell B2 (the cell that merged before). On the Home tab, in the Alignment group, click on the down arrow next to the Merge and Center icon. Select Unmerge Cells. The cell B2 is now separated into 3 cells.

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