CONFIDENTIAL

Managerial Computing
Working with Excel

June 2007

D. BALASUBRAMANIAM
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EXCEL Essentials
1. Page Setup 18. Sum Product Function
2. Page Setup- Tab “Page” 19. NPV
3. Page Setup- Tab “Margins” 20. Count Function
4. Page Setup- Tab “Header/Footer” 21. Round, Roundup and Rounddown
5. Page Setup- Tab " Sheet” 22. VLOOKUP
6. Paste Special 23. HLOOKUP
7. Transpose 24. Insert
8. Replace 25. Insert- Define
9. Formula Bar 26. Number and Alignment
10. Customize Toolbars 27. Border
11. Customize Toolbars (Contd) 28. Row
12. Name Cells/ Ranges 29. Conditional Formatting
13. IF Function 30. Auditing Features
14. IS ERROR Function 31. Track Changes
15. AND/OR Function 32. Protecting cells and worksheets
16. SUM and SUMIF 33. Switch off the Microsoft actors
17. Subtotals and Total
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 File Functions

Managing Multiple Pages

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1. PAGE SETUP
Page Setup is critical to ensure that the printout has optimum layout
Why you It has the following tabs-
need to  Page
Know this
 Margins
 Header/Footer
 Sheet

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2. PAGE SETUP- TAB “PAGE”

This function allows you to setup the page for printing purpose
Why you Page orientation- Portrait or Landscape
need to Scaling-
know this
Ensure optimum page space utilization by adjusting the % or
To ensure that the entire matter is printed onto 1 page

Select File- Page Setup

How you
Select Page
use this
Give the Page Orientation-Portrait/ Landscape
feature
Setup the percentage scaling

Check a page with scaling=10%

Exercise and scaling=100%

Increase the % to ensure

optimum space utilization

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3. PAGE SETUP- TAB ”MARGINS”

Why you
need to  This function allows you to setup the margins of the page and align
Know this the matter in a horizontal and vertical center

 Select File- Page Setup

How you  Select Margins
Use this
 Select the number in the left, right, top and bottom as per the
feature
requirements

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4. PAGE SETUP- TAB ”HEADER/FOOTER”

 Custom Header allows you to set date, time, company logo, font, page, path and
Why you file, tab name at the top of the page
need to
 Custom Footer allows you to give page numbers, time, date, page, path and file,
Know this tab name at the bottom of the page
 You can also add customized Header/ Footer, if required and align it to the left,
center or right
 Select File- Page Setup
How you
 Select Header/ Footer
use this
feature  Select the items from the Custom Header that you need at the top of the page
 Select the items from the Custom Footer that you need at the bottom of the page

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5. PAGE SETUP- TAB “SHEET”

This function has the following features-
 Print area- This feature allows you to set the print area.
Why you  Repeat rows/columns- This feature allows you to repeat the row or the column required on each
need to page
know this  Print: This feature allows you to print with or without gridlines
 Page order: This feature allows you to set the page order that you want in the printout –Down,
then over or Over, then down

 Select File- Page Setup- tab Sheet

 Select Print area
 Select the rows/columns required on each pages
How you  Select Page order
use this
feature

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Edit Functions

Tips for Editing

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6. PASTE SPECIAL COMMAND

 Saves you lots of time
Why you  Retyping formulas
need to  Converting formulas into values
know this  Reformatting cells
 Transposing cells (i.e., convert row-entered data blocks into
column-entered ones)

 Copy the cells of interest

How you
 Place the cursor where you want to past the information
use this
feature  Select Edit : Paste Special from the menu bar
 Select the appropriate options from the dialog box that appears

 Convert the Rounded Avg Sale/ Ticket

calculations into values (i.e., get rid of
the formulas)
Exercise
 Copy and paste the entire dataset into a
new spreadsheet in transposed manner

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7. PASTE SPECIAL TRANSPOSE

Why you  This function allows you to get the data in a particular format
need to
 To convert the data from vertical to horizontal format
know this
 To convert the data from horizontal to vertical format

 Copy the data

How you
use this  Place the cursor in the cell where you want the transposed data
feature  Select Edit- Paste Special
 Select Transpose

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8. REPLACE
 This feature allows you to replace one set of data with another set of data in
Why you selected area, worksheet or the entire workbook. For example, you want to
need to replace the A’s with G’s
Know this

 Select the entire data area where you want to affect the replacement

How you  Select Edit-Replace

use this  In Find tab, give the data that you want to replace
feature
 In Replace tab, give the data that you want to replace with
 Suppose, you want to replace in the entire workbook, go to options & select
“workbook” in the “within” drop down menu
 Also, select “Match case/ match entire contents” appropriately

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 View Functions

Managing Views & Toolbars

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9. FORMULA BAR
Why you
need to  This function allows you to view the formulas and edit them
know this

How you
use this
feature  Select View-Formula Bar

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10. CUSTOMIZE TOOL BARS

Why you  How many icons on the tool bar to you use regularly?
need to
know this
 How often do you have to use the menu bar or mouse to do
something you wish were accessible with a single click?

Select View: Toolbars: Customize

How you
use this Click on the Commands tab
feature Drag items on and off the toolbar as you wish
OR
Right click toolbar area
Select Customize
SelectCommands tab in
Customize dialog box
From appropriate menu,
find the command for which
you want to add button
Drag button to location on
toolbar

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11. CUSTOMIZING YOUR TOOLBAR

(CONTINUED)
Other favorites ...
Why you
need to
• Paste values
know this
• Select visible cells
• Save as
• Show comment (toggles it)
• Set print area
• Page setup
…or create your own icons!
• Merge cells
• Auto filter Auto filter off – show all

Exercise Modify your toolbar as desired

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Insert Functions

Simplifying Inserting

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12. NAME CELLS/RANGES

Allows specific cells or cell ranges to be referred to by name
Why you
need to Allows you to write equations such as = Quantity*Cost
know this instead of =$B$12*$C$4
Useful for repetitive terms such as NPV, sales

How you Select the cell or cell range

use this
feature Select Insert : Name : Define from the menu bar

Define cells A2:A10 as “Sales”

Exercise Produce the same numbers in cells A2:A10
Attempt the same from cell A1:A9
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13. IF FUNCTION
Conditional comparisons are used in virtually all spreadsheets
Why you
need to Knowing how to use IF in a nested manner and in combination with
know this other functions will save hours of time

How you IF(Comparison,TrueAction,FalseAction)

use this IF(Comparison,TrueAction,) ==> Cell shows 0 if condition is false
feature
IF(Comparison,TrueAction,””) ==> Cell shows blank if condition is false

 Create a “Mumbai” variable

Exercise  1 if the store is in Mumbai

 0 if the store is in other places

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14. IS ERROR FUNCTION

Why you
 This function allows you to check whether the value is an error and returns true
need to
or false
know this

How you  Say you want to find percentage increase in sales for the current year
use this compared to the previous year. In that case, ISERROR function is used as:
feature =IF(ISERROR((current year/previous year-1)),”n.a”,(current year/previous year-
1))

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15. AND AND OR FUNCTIONS

Why you
need to  Used with the IF function to enable more complicated logical
know this comparisons

How you
AND Comparison 1,Comparison2,Comparison3,…)
use this
feature OR Comparison 1,Comparison2,Comparison3,…)

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16. SUM AND SUMIF FUNCTIONS

Why you SUM is used in virtually all spreadsheets
need to SUMIF can save lots of time in most spreadsheets if you know how to
know this use the function

SUM(Range1,Range2,Value1,…)

SUMIF(Range, ”Comparison”, Sum Range)

How you Ifa Sum Range IS NOT specified, SUMIF sums the cells meeting the
use this comparison criteria in the specified Range
feature If a Sum Range IS specified, SUMIF sums the cells in Sum Range where
the corresponding cells in Range meets the comparison criteria
NOTE: The “” signs must be used for the comparison value

Calculate the total store space for

stores larger than 50 branches
Exercise
Calculate the total daily sales for all
stores larger than 50 branches

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17. SUBTOTALS AND TOTALS

Why you
need to  Want to add lines with subtotals in your P&L or balance sheet, but
know this still need to run the total over all numbers? Don’t want to get
confused with nested subtotals and totals in your spreadsheet ?

Instead of ‘=sum range)’ add ‘=subtotal(9,range)’ where you need


How you a subtotal or total.
use this
feature You may nest this function as you like. Excel keeps track of

everything

 Create a simple column with various numbers

Exercise
Add various subtotals running over various parts of your
spreadsheet and finally over the whole column

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18. SUMPRODUCT FUNCTION

Why you
If you need to multiply two column and need the sum of the
need to multiplication, sum product comes easy.
know this

How you
use this  Insert =sumproduct(range1,range2)
feature

Multiply two columns or rows and get the sum of it

Exercise

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19. NPV FUNCTION

Why you  Of course you can create your own discounting table and then
need to calculate the NPV of your cash flow series or just use the NPV function
know this

Insert =NPV(discount rate, cash flow numbers,...)

How you The discount rate is in percent
use this
The cash flow numbers are either an array or individual numbers
feature
in individual cells
Attention:The first cash flow number is in period 1, e.g. the end
of the period. If you have for example an initial investment in period
0, just type =NPV(…)+period 0 payment in your calculation

Create a list of random cash flows and calculate the NPV with the
Exercise
NPV function

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20. COUNT FUNCTIONS

Why you Preventsyou from wasting time counting items manually or
need to creating dummy variables to count such items
know this

COUNT(Range1,Range2,Value1,...) ==> count the number of cells

containing numbers
How you
COUNTA(Range1,Range2,Value1,...) ==> count the number of non-
use this empty cells
feature
COUNTBLANK(Range) ==> count the number of empty cells in the
range
COUNTIF (Range,” Criteria”) ==> count the number of cells in the
Range containing the Criteria. NOTE: The “” signs must be used for the
Exercise Criteria value
Calculate the number of KFC stores in the dataset

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21. ROUND, ROUNDUP AND

ROUNDDOWN FUNCTIONS
Many situations exist when you need to have exact numbers
Why you
instead of various fractions in your calculations (e.g., there cannot
need to
be 536.235 bank branches)
know this

ROUND(Number,Digits) ==> Round the number (or cell) to

the specified number of digits
If Digit = 0, then Number is rounded to nearest integer
IfDigit > 0, then Number is rounded to the specified number
How you
of decimal places
use this
feature If Digit < 0, then Number is rounded to the specified number
of digits left of the decimal place
ROUNDDOWN(Number,Digits) and ROUNDUP(Number,Digits)
work the same way as ROUND, but the direction of rounding is
specified by the function

Exercise Calculate
a rounded Avg Sale/Ticket variable, rounding to the
nearest 10 Won

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22. VLOOKUP FUNCTION

Why you
need to  This feature allows you to look for a value in the leftmost column of a table
and then returns a value in the same row from a column you specify.
know this

 Enter data in a sheet.

 Give some values corresponding to those data.
How you
use this  Write the formula as =vlookup(particular cell for which you want to find
feature value, select the data’s from which you want to get that value, give the
column number which contains the value,0)
 Note: $ sign is used to fix up the cell of a particular row/column anchoring).

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23. HLOOKUP FUNCTION

Why you
 This feature allows you to look up for a value in the top row of a table or array
need to of values and returns the value in the same column from a row you specify.
know this

 Enter data
 Write the formula as
How you  =hlookup(the particular cell for which you require the value, select all the
use this cells which contain that value, give the column number which has that value,0)
feature
 Note:$ sign is used to fix up the cell of a particular row/column anchoring)

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24. INSERT FUNCTION

Why you
What do you do if you do not know what functions are
need to
available or how to enter the arguments for a function?
know this

Select the cell

How you
use this Select Insert : Function from the menu bar
feature

Exercise Calculate the median daily ticket count for all the stores

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25. INSERT- DEFINE

Why you  This function allows you in naming a particular cell so that each time you can use
need to that name in different sheets and get the same result
know this

 Select Insert- Name- Define

How you  Give a specific name to the desired cell
use this
 Use that name in all the required worksheets
feature

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 Format Functions

Managing Multiple Pages

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26. FORMAT CELLS- NUMBER AND

ALIGNMENT

Why you  This function allows you to format the worksheet. Adventity standard format is to
need to set numbers upto 0 decimal place and the percentages upto 1 decimal place in
know this absence of client specifications.
 Select Format-Cells
 Select numbers
How you  Put the Decimal places equal to zero
use this
 Use 1000 separator
feature
 Select percentage
 Put the Decimal places equal to one
 A Date format is also available

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27. FORMAT CELLS- BORDER

Why you
 This function allows you to set the border, line and color of a
need to
particular cell or the entire worksheet
know this

How you  Select Format-cells-tab border

use this
feature  Select presets, border, line and color

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28. FORMAT- ROW

Why you
 This function allows you to hide a particular row, unhide the row or
need to
change the height of the row.
know this

How you
use this  Select Format- Row
feature  Select Hide/ Unhide/Height

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29. CONDITIONAL FORMATTING

Why you  Sometimes you would to color the output of cells in different colors, e.g.
need to negative numbers in red, positive numbers in black, or add a frame, etc.
know this

Mark the relevant fields and select Format: Conditional Formatting

How you
Select the criteria for the format and adjust the format. You can
use this
actually change the font, the border and the color
feature
Click on Add to select additional criteria for the formatting

Format a cell to
be in red font, with
Exercise blue background for
negative numbers and
in bold font with thick
border, if the value is
above 10

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 Tool Functions

Managing Multiple Pages

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30. AUDITING FEATURES

Why you Quickly find the cells referenced by a formula and/or quickly
need to find which cells reference a particular cell of interest
know this

Select View : Toolbars : Customize from the menu bar.

How you Check the Auditing box from the Toolbars tab
use this
Click on the cell of interest
feature
Select the Trace Precedents or Trace Dependents icon from
the Auditing Toolbar

Find the cells that references the Daily Ticket Count for the
Exercise Shoppers Stop store

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31. TRACK CHANGES

Why you  This feature allows you to keep track of the changes while editing
need to
know this

 Select Tools-track changes-highlight changes

 Click on track changes while editing
How you  Select when, where and by whom you want to track changes
use this  Click ok
feature

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32. PROTECTING CELLS AND

WORKSHEETS
Why you
Sometimes you want to give your Excel file to someone else and
need to prevent them from changing the formulas for seeing some hidden cells
know this

Protecting a spreadsheet or workbook involves two steps

 Designating which cells to be locked or hidden
 Protecting the spreadsheet or workbook
Note several weird peculiarities:
How you  The default for all cells in a spreadsheet if LOCKED. So if you want the
use this receiver of your worksheet to change the content of a cell, unlock the cell
feature before protecting the spreadsheet
 The formulas in a cell can be seen even if the spreadsheet is lock --
UNLESS you hide that cell before protecting the spreadsheet
Tolock/unlock and hide/unhide a cell, select the cell's) and select
Format : Cell. Select the Protection tab when the dialog box appears
To protect/unprotect a spreadsheet, select Tools : Protection : Protect
Sheet
 Protect the dataset spreadsheet

Exercise  Allow the user to change

 get the data
 Lock and hide the formulas you entered
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33. SWITCH OFF THE MICROSOFT ACTORS

Why you Also find the Microsoft Actors more disturbing than helpful?
need to Always popping up at the wrong moment
know this

Excel 97
Start the Windows Explorer
How you Go to the directory Program Files: Microsoft Office: Office:
use this Actors
feature
Rename the directory “Actors” to “Dead Actors”
Excel 2000
Go to Tools : Options : Edit and switch off „Provide feedback
with animation“

Exercise Try to eliminate the Actors

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