Business Applications

ECL 152

✍ Yayhyaoui Bouthaina
 Course Content
Contact Hours
No List of Topics
lecture lab
1 Set up a workbook 2 2
2 Work with data and Excel tables 2 2
3 Perform calculations on data 2 2
4 Change workbook appearance 2 2
5 Manage worksheet data 2 2
6 Reorder and summarize data 2 2
7 Combine data from multiple sources 2 2
8 Analyze alternative data sets 4 4
9 Create charts and graphics 4 4
10 Create dynamic worksheets by using PivotTables 4 4
11 Print worksheets and charts 2 2
12 Automate repetitive tasks by using macros 2 2
30 30
Total
60
 Introduction

 This Step by Step book has been designed so you can read it from the
beginning to learn about Microsoft Excel 2019 and then build your skills as
you learn to perform increasingly specialized procedures.
 Microsoft Excel 2019 Step by Step is designed for use as a learning and
reference resource by home and business users of Microsoft Office apps
who want to use Excel to manage their data, create useful analyses and
visualizations, and discover insights into their operations.

Important

Excel 2019 is not available from the book’s website. You

should install that app before working through the procedures
and practice tasks.
 Chapter 1
Set up a workbook

1. Explore the editions of Excel 2019

2. Become familiar with new features in Excel 2019
3. Create workbooks
4. Modify workbooks
5. Modify worksheets
6. Merge and unmerge cells
7. Customize the Excel 2019 app window
8. Practice tasks
 Introduction
• When you create a new Excel 2019 workbook, the app presents a blank workbook
that contains one worksheet

• You can add or delete worksheets, hide worksheets within the workbook without
deleting them, and change the order of your worksheets within the workbook.

• You can also copy a worksheet to another workbook or move the worksheet without
leaving a copy of the worksheet in the first workbook.

• If you and your colleagues work with a large number of documents, you can define
property values to make your workbooks easier to find when you and your colleagues
attempt to locate them by using the Windows search box.

• If you find that you use a command frequently, you can add it to the Quick Access
Toolbar so it’s never more than one click away.

• If you use a set of commands frequently, you can create a custom ribbon tab, so they
appear in one place. You can also hide, display, or change the order of the tabs on
the ribbon.
 Explore the editions of Excel 2019
 The Microsoft Office 2019 suite includes apps that give you the ability to
create and manage every type of file you need to work effectively at home,
work, or school. The apps include Microsoft Word, Excel, Outlook,
PowerPoint, Access, OneNote, and Publisher. You can purchase the apps as
part of a package that includes multiple apps or purchase most of the apps
individually.

 Using the Office 2019 apps, you can find the tools you need quickly.
Moreover, because they were designed as an integrated package, you’ll find
that the skills you learn in one app transfer readily to the others. That
flexibility extends well beyond your personal computer. In addition to the
traditional desktop edition of Excel, you can also use Excel Online in
combination with Microsoft OneDrive (formerly called SkyDrive).
 The click-to-run version of Excel 2019 is installed directly on your
computer. The desktop version of the app includes all the capabilities built
into Excel 2019. You can purchase Excel 2019 as part of an Office app suite
or as a separate app.

TIP: Office 365 is a cloud-based subscription licensing solution that provides

access to a continually updated version of Excel, which adds new capabilities on a
regular basis. Excel 2019 receives security updates but not feature updates.

Excel Online: Information workers require their data to be available to them at all
times, not just when they’re using their personal computers. To provide mobile
workers with access to their data, Microsoft developed Office Online, which includes
online versions of Excel, Word, PowerPoint, Outlook, and OneNote. Office Online is
available as part of an Office 365 subscription or for free as part of the OneDrive
cloud service.
Excel Mobile Apps: Office for iPad and Office for iPhone require iOS 10.0 or later.
If you own an Android device, Office for Android can be installed on tablets and
phones
 Become familiar with new features in
Excel 2019
Excel 2019 includes all the most useful capabilities included in previous versions of
the app. If you’ve used an earlier version of Excel, you probably want to know about
the new features introduced in Excel 2019. These include the following:

1. Funnel charts and 2D maps, which let users visualize data more effectively
2. New worksheet functions and data connectors for importing and summarizing
data
3. The capability to publish Excel data to Power BI, the data visualization and
dashboarding app from Microsoft
4. Enhancements to PowerPivot and Power Query, which enable users to import,
process, and summarize millions of rows of data
Create workbooks : A workbook is the basic Excel file, comparable to a
Microsoft Word document or Microsoft PowerPoint presentation.
 Tip
To save your workbook by using a keyboard shortcut, press Ctrl+S. For more
information about keyboard shortcuts.

Important
Readers frequently ask, “How often should I save my files?” You might save your
changes every half hour or even every five minutes, but the best time to save a file is
whenever you make a change that you would hate to have to make again.

Tip
To open the Save As dialog box by using a keyboard shortcut, press F12.

Tip ‫هذي الشريحة اختياري و بوكس‬

To display the Open page of the Backstage view by using a keyboard shortcut, press Ctrl+O.
After you create a file, you can add information to make the file easier to find. Each category of
information, or property, stores specific information about your file. In Windows, you can search
for files based on the author or title, or by keywords associated with the file.
 Tip To close a workbook by using a keyboard shortcut, press Ctrl+W.

To create a new workbook ,do any of the following :

1. If Excel is not running, start Excel. Then, on the Start screen, double-click Blank
workbook.
2. If Excel is already running, click the File tab of the ribbon, click New to display the
New page of the Backstage view, and then double-click Blank workbook .
3. If Excel is already running, press Ctrl+N.

To save a workbook under a new name or in a new location

1. Click the File tab, and then click Save As.
2. On the Save As page of the Backstage view, navigate to the folder where you want
to save the workbook.
3. In the Save As dialog box, in the File name box, enter a new name for the
workbook.
4. To save the file in a different format, in the Save as type list, click a new file type.
5. If necessary, use the navigation controls to move to a new folder.
6. Click Save.
(Describe method 2 in practical work)
 Tip
The Save as type list contains an extensive list of file formats, including
older Excel formats used in Excel 97–2003, macro-enabled workbooks,
Comma Separated Value (CSV), and XML Spreadsheet 2003. Not all Excel
2019 features are available in other formats, so be sure your workbook only
uses capabilities available in other file formats if you need to use them.

 To open an existing workbook:

1. Click the File tab, and then click Open. Or Press Ctrl+O .

2. On the Open page of the Backstage view, perform any of these actions:
• Click a file in the Recent list.
• Click another location in the navigation list and select the file .
• Click the Browse button, and then use the Open dialog box to find the file you
want to open, click the file, and click Open.
 To define values for document properties

1. Click the File tab and, if necessary, click Info.

2. On the Info page of the Backstage view, in the Properties group, click the Add a property text
next to a label.
3. Enter a value or series of values (separated by commas) for the property.
4. Click a blank space on the Info page to finish adding properties.

 To create a custom property

1. Click the File tab and then, if necessary, click Info.

2. In the Properties group, click Properties, and then click Advanced Properties.
3. In the filename Properties dialog box, click the Custom tab.
4. In the Name list, click an existing property name. Or In the Name box, enter a name for the
new property.
5. Click the Type control’s arrow, and then click a data type.
6. In the Value box, enter a value for the property.
7. Click Add.
8. Repeat steps 4–7 to add more properties. When you are finished, click OK.
 To close a workbook:

Do either of the following :

• Display the Backstage view, and then click Close.
• Press Ctrl+W.
 Modify workbooks

 You can use Excel workbooks to record

information about specific business
activities.
 Each worksheet within that workbook should
represent a subdivision of that activity.
 To display a particular worksheet, just click
the worksheet’s tab (also called a sheet tab)
on the tab bar (just below the grid of cells).
 You can also create new worksheets when
you need them.
 When you create a worksheet, Excel assigns it a generic name such as
Sheet2, …. After you decide what type of data you want to store on a
worksheet, you should change the worksheet’s name to something more
descriptive.

 Moving a worksheet within a workbook changes its position, whereas moving

a worksheet to another workbook removes it from the original workbook.

Tip

Selecting the Create A Copy check box in the Move or Copy dialog box
leaves the copied worksheet in its original workbook, whereas clearing the
check box causes Excel to delete the worksheet from its original
workbook.
 Tip
You can also copy a worksheet within a workbook by holding down the Ctrl key
while dragging the worksheet’s tab to a new position in the workbook.
Tip
If you copy a worksheet to another workbook and the destination workbook has the same
Office theme applied as the active workbook, the worksheet retains its tab color. If the
destination workbook has another theme applied, the worksheet’s tab color changes to
reflect that theme.

In practical work we can study how:

 display a worksheet
 create a new worksheet
 rename a worksheet
 move a worksheet within a workbook
 move a worksheet to another workbook
 copy a worksheet within a workbook
 hide a worksheet
 unhide a worksheet
(Refereences : (SEE PAGES 39-41))
 To copy a worksheet to another
workbook:
1. Open the workbook to which you want to
add a copy of a worksheet from another
workbook.
2. In the source workbook, right-click the
sheet tab of the worksheet you want to
copy, and then click Move or Copy.
3. In the Move or Copy dialog box, select the
Create a copy check box.
4. Click the To book arrow and select the
open workbook in which you want to
create a copy of the worksheet.
5. In the Before sheet area, indicate where
you want the new worksheet to appear.
6. Click OK.
 To change a sheet tab’s color
 To delete a worksheet:
1. Right-click the sheet tab of the worksheet you want to delete, and then click Delete
2. If Excel displays a confirmation dialog box, click Delete.

Tip
Excel displays a confirmation dialog box when you attempt to
delete a worksheet that contains data.
 Modify worksheets
 After you put up the signposts that make your data easy to find, you
can take other steps to make the data in your workbooks easier to work
with.
 Excel helps by identifying worksheet rows by number, and columns by
one or more letters

Tip
You can apply the same change to more than one row or column by selecting
the rows or columns you want to change and then dragging the border of one
of the selected rows or columns to the location you want. When you release
the mouse button, all the selected rows or columns change to the new height
or width.
 Tip
Inserting a column adds a column to the left of the selected column or
columns. Inserting a row adds a row above the selected row or rows.

When you insert a row, column, or cell in a worksheet that has had formatting applied, the
Insert Options button appears. Clicking this button displays a list of choices you can make
about how the inserted row or column should be formatted. The following table summarizes
these options.

Format Same As Above Applies the formatting of the row above the inserted row to the new row
Format Same As Below Applies the formatting of the row below the inserted row to the new row

Format Same As Left Applies the formatting of the column to the left of the inserted column to the new
column

Format Same As Right Applies the formatting of the column to the right of the inserted column to the new
column
Clear Formatting Applies the default format to the new row or column
 Important
If you hide the first row or column in a worksheet and then want to unhide it,
you must click the Select All button in the upper-left corner of the worksheet
(above the first row header and to the left of the first column header) or press
Ctrl+A to select the entire worksheet. Then, on the Home tab, in the Cells
group, click Format, point to Hide & Unhide, and click either Unhide Rows or
Unhide Columns to make the hidden data visible again.

Tip
The Insert dialog box also includes options to insert a new row or column; the Delete dialog box has
similar options for deleting an entire row or column.
  To change row height

Tip
The default row height is 15 points.

 To change column width

Tip
The default column width is 8.09 standard characters.
In practical work we can study how:

 insert a column
 insert multiple columns
 insert a row
 insert multiple rows
 delete one or more columns
 delete one or more rows
 hide one or more columns
 hide one or more rows
 unhide one or more columns
 unhide one or more rows
(Refereences : (SEE PAGES 46-48))
 To insert one or more cells

 To move one or more cells within a worksheet

1. Select the cell range you want to move.
2. Point to the edge of the selected range.
3. When the pointer changes to a four-headed arrow, drag the cell range to its new
position.
4. If necessary, click OK to confirm that you want to delete data in the target
cells.
 Merge and unmerge cells
Most Excel worksheets contain data about a specific subject. One of the best
ways to communicate the contents of a worksheet is to use a label
 Example:
consider a worksheet in which the label text Distribution Center Hubs
appears to span three cells, B2:D2, but is in fact contained within cell
B2. If you select cell B2, Excel highlights the cell’s border, which
obscures the text. You can solve this problem by merging cells B2:D2 into
a single cell.
 Important
When you merge two or more cells, Excel retains just the text in the
range’s upper-left cell. All other text is deleted.
In addition to merging cells, you can click Merge & Center to combine the selected cells into a
single cell and center the text within the merged cell. You should consider using the Merge &
Center option for label text, such as above a list of data where the title spans more than one
column. You can also merge the cells in multiple rows at the same time by using Merge Across.
 Important
Selecting the header cells, clicking the Home tab, clicking Merge & Center, and then
clicking either Merge & Center or Merge Cells will delete any text that is not in the
upper-left cell of the selected range.

If you want to split merged cells into their individual cells, you can always unmerge
them .

In practical work we can study how:

 merge cells
 merge and center cells
 merge cells in multiple rows by using Merge Across
 split merged cells into individual cells

 (Refereences : (SEE PAGES 51-52))

Customize the Excel 2019 app window
 How you use Excel 2019 depends on your personal working style and
the type of data collections you manage.
 The Excel product team at Microsoft interviews customers, observes
how differing organizations use the app, and sets up the user
interface so that many users won’t need to change it to work
effectively.
 If you do want to change the Excel app window, including the user
interface, you can.
 You can zoom in on worksheet data; change how Excel displays your
worksheets; add frequently used commands to the Quick Access
Toolbar; hide, display, and reorder ribbon tabs; and create custom
ribbon tabs to make groups of commands you commonly use readily
accessible.
 Zoom in on a worksheet
Just as you can zoom in with a camera to increase the size of an
object in the camera’s viewer, you can use the zoom setting in
Excel 2019 to change the size of objects in the app window.

In practical work we can study how:

 zoom in on a worksheet
 zoom out on a worksheet
 set the zoom level to 100 percent
 set a specific zoom level
 To zoom in on specific worksheet highlights

(Refereences : (SEE PAGES 53-54))

Arrange multiple workbook windows
If the original workbook’s name is Merge Cells, Excel 2019 displays the name Merge Cells:1 on the
original workbook’s title bar and Merge Cells:2 on the second workbook’s title bar.
 To switch to another open workbook

1. On the View tab, in the Window group, click Switch Windows.

2. In the Switch Windows list, click the workbook you want to display.

 To display two copies of the same workbook

1. In the Window group, click New Window.

 To change how Excel displays multiple open workbooks

1.
In the Window group, click Arrange All.
2. In the Arrange Windows dialog box, click the windows arrangement you
want.
3. If necessary, select the Windows of active workbook check box.
4. Click OK.
Add buttons to the Quick Access Toolbar
 To add a button to the Quick Access Toolbar

1. Display the Backstage view, and then click Options.

2. In the Excel Options dialog box, click Quick Access Toolbar.
3. If necessary, click the Customize Quick Access Toolbar
arrow and select whether to apply the change to all
workbooks or just the current workbook.
4.
If necessary, click the Choose commands from arrow and
click the category of commands from which you want to
choose.
5. Click the command you want to add to the Quick Access
Toolbar.
6. Click Add.
7. Click OK.
 To change the order of buttons on the Quick Access Toolbar
1. Open the Excel Options dialog box, and then click Quick Access Toolbar.
2. In the right pane, which contains the buttons on the Quick Access Toolbar, click the button you want to
move
3. Click the Move Up button (the upward-pointing triangle on the far right) to move the button higher in the
list and to the left on the Quick Access Toolbar.Or Click the Move Down button (the downward-pointing
triangle on the far right) to move the button lower in the list and to the right on the Quick Access Toolbar.
4. Click OK.
In practical work we can study how:

 delete a button from the Quick Access Toolbar

 export your Quick Access Toolbar settings to a file
 set the zoom level to 100 percent
 reset the Quick Access Toolbar to its original configuration

(Refereences : (SEE PAGE 59))

Customize the ribbon
From the Customize Ribbon page of the Excel Options dialog box, you can select which tabs appear
on the ribbon and in what order. Each ribbon tab’s name has a check box next to it. If a tab’s check
box is selected, that tab appears on the ribbon.
Just as you can change the order of the tabs on the ribbon, with Excel 2019 you can change the
order in which groups of commands appear on a tab.
For example, the Page Layout tab contains five groups: Themes, Page Setup, Scale to Fit, Sheet
Options, and Arrange. If you use the Themes group less frequently than the other groups, you
could move the group to the right end of the tab.
 Tip
Press Ctrl+F1 to hide and unhide the ribbon.

Tip
Tool tabs are contextual tabs that appear when you work with workbook
elements such as shapes, images, or PivotTables.
In practical work we can study how:

 display a ribbon tab

 hide a ribbon tab
 reorder ribbon elements
 create a custom ribbon tab
 create a custom group on a ribbon tab
 add a button to the ribbon
 rename a ribbon element
 remove an element from the ribbon
 export your ribbon customizations to a file
 import ribbon customizations from a file
 reset the ribbon to its original configuration
 hide or unhide the ribbon
 hide or unhide the formula bar
 hide or unhide the row and column headings
 hide or unhide gridlines

(Refereences : (SEE PAGES 61-66))

 Practice tasks
Before you can complete the practice tasks, you need to download the book’s practice
files to your computer from microsoftpressstore.com/Excel2019SBS/downloads.
The practice files for these tasks are located in the Excel2019SBS\Ch01 folder. You can
save the results of the tasks in the same folder.
 Create workbooks :
Open the CreateWorkbooks workbook in Excel, and then perform the following tasks:
1. Close the CreateWorkbooks file, and then create a new, blank workbook.
2. Save the new workbook as Exceptions2018.
3. Add the following tags to the file’s properties: exceptions, regional, and percentage.
4. Add a tag to the Category property called performance.
5. Create a custom property called Performance, leave the value of the Type field as
Text, and assign the new property the value Exceptions.
6. Save your work.
 Modify workbooks :
Open the ModifyWorkbooks workbook in Excel, and then perform the following
tasks:
1. Create a new worksheet named 2019.
2. Rename the Sheet1 worksheet to 2018 and change its tab color to green.
3. Delete the ScratchPad worksheet.
4. Copy the 2018 worksheet to a new workbook, and then save the new
workbook under the name Archive2018.
5. In the ModifyWorkbooks workbook, hide the 2018 worksheet.
 Modify worksheets
Open the ModifyWorksheets workbook in Excel, and then perform the following
tasks:
1. On the May 12 worksheet, insert a new column A and a new row 1.
2. After you insert the new row 1, click the Insert Options button, and then click
Clear Formatting.
3. Hide column E.
4. On the May 13 worksheet, delete cell B6, shifting the remaining cells up.
5. Click cell C6, and then insert a cell, shifting the other cells down. Enter the
value 4499 in the new cell C6.
6. Select cells E13:F13 and move them to cells B13:C13.
 Merge and unmerge cells:
Open the MergeCells workbook in Excel, and then perform the following tasks:
1. Merge cells B2:D2.
2. Merge and center cells B3:F3.
3. Merge the cell range B5:E8 by using Merge Across.
4. Unmerge cell B2.
 Customize the Excel 2019 app window
Open the CustomizeRibbonTabs workbook in Excel, and then perform the following tasks:
1. Add the Spelling button to the Quick Access Toolbar.
2. Move the Review ribbon tab so it is positioned between the Insert and Page Layout tabs.
3. Create a new ribbon tab named My Commands.
4. Rename the New Group (Custom) group to Formatting.
5. In the list on the left side of the Excel Options dialog box, display the main tabs.
6. From the buttons on the Home tab, add the Styles group to the My Commands ribbon tab you
created earlier.
7. Again using the buttons available on the Home tab, add the Number group to the Formatting
group on your custom ribbon tab.
8. Save your ribbon changes and click the My Commands tab on the ribbon.
Refereences

 Microsoft Excel 2019 Step by Step, Curt Frye, Published with the
authorization of Microsoft Corporation by: Pearson Education,
Inc.2019.