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Excel Notes

Computer Systems Maintenance (Damelin)

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3.1. INTRODUCTION TO SPREADSHEETS (MICROSOFT EXCEL)

A spreadsheet is computer program that is used to perform calculations or to manipulate numbers. It can be used to perform qu ick calculations and draw very
helpful graphs that act as a tool for financial decision making.

A spreadsheet consists of rows and columns which can be used to create tables to perform calculations. An intersection of a row and a column of a
spreadsheet will form a cell. An example of a spreadsheet is depicted in the diagram below:

3.2. OPENING A MICROSOFT EXCEL APPLICATION

To open Microsoft Excel 2010
- Click on the start button
- Click on all programs
- Click on Microsoft office
- Click on Microsoft Excel 2010
OR
Simple double-click on Microsoft Excel icon on the desktop or select from the list of programs in the program menu.

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3.3. USING MICROSOFT EXCEL

For the purpose of this course we will only look at aspects related to the study program.
i. Opening a Microsoft Excel Worksheet (New workbook)
On the menu bar:
 Click on file
 Click on new
 Click on blank workbook
A blank worksheet is now open and ready for data to be keyed-in.

ii. Saving a workbook/worksheet

a. Using the save option. The save option is usually used when saving a worksheet for the first time.
On the menu bar:
 Click on file
 Click on save; the computer should ask you the file name
 On the drop down arrow select the location where you intend to save the worksheet
 Key-in your file name and
 Click on save
If you do not key-in a file name the computer will give a default name. It is imperative that you give your file a name.
b. Using the “Save As” option.
This option is normally used when renaming an existing file or worksheet while leaving the original document unchanged. To save an existing
worksheet with a different name after any modification follow same procedure as in ‘a’ above but use the Save As option.
c. Saving an existing worksheet:
To save an existing worksheet that is active on the screen press CTRL + S simultaneously.
iii. Opening an Excel worksheet
On the menu bar:
 Click on file
 Click on open
 Click on my computer
 Click on the drop down arrow to select the file/folder location
In our practical exercise in the C: drive
 Click on the folder Actions
 Select the worksheet “Payroll”
 Click on open
Your worksheet is now open for editing…\

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iv. Printing an Excel Worksheet

On the menu bar:
 Click on file
 Click on print
On the print preview window appears as in Microsoft Word
 Click on print as in Microsoft Word.
You can also use the CTRL + P option.
v. Renaming an Excel worksheet: To rename a worksheet, do the following
 Double-click on the sheet, say sheet1 and key-in the required name on the rubric (existing name)
OR
 Place the cursor on the sheet to be renamed,
 Right-click the mouse
 Click on Rename
 Key-in the required name on the rubric (existing name)

3.4. FORMATTING FUNCTIONS
As in seen in Microsoft Word above, the same procedure for highlighting, italics, bold, underline, font size, font type, text colouring, alignment etc. apply with
Microsoft Excel.

a. The Home tab

i. Merging cells: To merge two or more cells into one cell do the following:
Select the range of cells to be merged, on the menu bar
 Click on the Home tab
 Click on
 Your cells have been merged and centred
Please review the other merge options on the drop down arrow.

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ii. Text format: Microsoft Excel can accept text in various formats, such as general, numbers, to apply a particular format to your text do the following:
 Select the text, on the menu bar,
 Click on the home tab
 Click on the drop down arrow to select the format you would like your text to take
 Click on the format

iii. Affixing currency, signs on figures: To affix currency signs on your worksheet so that your figures reflect a particular currency, do the following:
 Select the values, on the menu bar,
 Click on the home tab
 Click on the currency drop down arrow to select the currency
 Click on the currency

iv. Affixing thousand separators on values: For professional purposes, presenters of accounting information usually display their work using
thousand separators.
To display figures using thousand separators, do the following:
Select the values, and on the menu bar,
Click on the home tab
Click on the comma sign
v. Increasing / decreasing decimals points: To increase or decrease the decimal point in a given set of figures, do the following:
Select the required set of values and on the menu bar,
Click on the home tab
Click on the required sign to increase or decrease the decimal point.
You can as well click on the drop down arrow of Number to set the decimal points, thousand separators, and currency.

vi. Auto-sum: To add up a set of values in the spreadsheet, do the following:

Select the required set of values to be added and on the menu bar,
Click on the home tab
Click on the summation sign

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b. The Insert tab:

The insert tab enables the user to insert objects, tables, charts, symbols, text, headers, footers, apps etc. on a worksheet. For the purpose of this study we will
look at the following but not limited to:

i. Insertion of charts
For a practical purpose, let’s use the budget analysis of Greater Minds Pty shown below. Then represent the figures in pie chart, line graph, and
histogram.
OPERATING EXPENSES BUDGET ACTUAL VARIANCE
ADVERTISING 11,000 9,774 1,226
BANK CHARGES 8,500 4,477 4,023
CONSUMABLES 23,000 20,543 2,457
EMPLOYEES COST 95,250 75,250 20,000
RENTAL PAID 45,000 42,000 3,000
POSTAGE 6,500 5,570 930
PRINTING AND STATIONERY 26,000 23,035 2,965
TELEPHONE 12,500 5,285 7,215
MAINTENANCE 5,000 3,250 1,750
TRAVELLING EXPENSES 2,325 2,325 -
TOTAL OPERATING EXPENSES 235,075 191,509 43,566

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a. Insert a pie chart

To insert a pie chart using Microsoft Excel do the following:
Select the required data to display in a pie chart form
On the insert tab on the menu bar,
- Click on the pie chart symbol drop down arrow ,
- Select/click the pie chart format
- A chart appears like this:
-
-

You can choose to display the budgeted, the actual or the variances.
To display the budgeted on a pie chart,
- Click on the cup-like shape beside the chart, and select BUDGET
- Click on apply
To remove the chart title, click on the cross-like shape beside the pie and uncheck “Title” and your pie chart will be presented without a title.
To label the pie chart, click on the cross-like shape and check label.

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Class assignment:
Try to affix or indicate the percentage of each cost element on the pie chart.

b. Inserting a bar diagram

Histograms are bar diagrams that can be used represent data. For example, we can use the Greater Minds Pty budget figures to and simple
analysis of the budgeted, actual and variance.
To draw a histogram from the above data, do the following:
Select the data (including headings such as e.g. budget) on the budget to be represented on the histogram,
On the in tab on the menu bar,
- Click on the drop down arrow indicating a bar diagram
- Select/click on an appropriate bar diagram
A diagram is now inserted on your page.
- Click on the chart title and key in “BUDGET COMPARISON”
To label the axis,
- Click on the cross-like shape beside the histogram and check “Axis titles”
On the X-axis, click the and delete “Axis Title”, and key in “Expenses” and on the Y-axis, key in “Amounts”
Note that the legends of your histogram indicate Series1, Series2 and Series3. This is not an appropriate labelling as your data series are
represented by, BUDGET, ACTUAL and VARIANCE. You need to label the series as such. To do that, do the following:
- Click anywhere on the histogram,
- Click on the button
- Click on select data
- Click on series1; please do not uncheck. Simply click to highlight the series.
- Click on edit under “Legend Entries (series)”
- Click on BUDGET on your spreadsheet; second column.
- Click “OK”
Series1 is now changed to “BUDGET”
Follow same procedure above to change series2, series3 to ACTUAL and VARIANCE respectively.
You notice that your X-axis may be showing, 1, 2, and 3, up to 10 as they are 10 expense items. To label the X-axis with the respective
expense items do the following:
- Click anywhere on the histogram
- Click on the button
- Click on select data
- Click on “Edit” under “Horizontal (Category) Axis Label”
- Highlight/select the various expense items under “Operating Expenses”

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- Click “OK”
Your bar diagram should look like this:

BUDGET COMPARISON
120 000
100 000

Amounts
80 000
60 000
40 000
20 000
-

Expenses

BUDGET ACTUAL VARIANCE

c. Inserting a line graph: The insertion of line graphs follows a similar procedure; you are however expected to click on the drop down arrow of
line graph and select the appropriate graph for your data.

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c. The Page layout tab:

For the page layout tab, setting of margins, orientation, paper size, page breaks fonts follow same procedure as in Microsoft Word seen previously.

i. Setting print area: Setting area enables the user to print specified or selected area in the worksheet. To set print area, do the following:
 Select the area to be printed and on the menu bar,
 Click on page layout
 Click on the drop down arrow of “Print Area”
 Click on set “print area”
You have set your print area, please note that only the selected area will be printed. To release the print area, click on the drop down arrow
and click on ”clear print area”
ii. Printing with / without grill lines, columns and row headers: Microsoft Excel allows for printing of work with or without rows or columns
headers, and grill lines.
- To print with grill lines simply check “print” on the page layout tab under “Grill lines”. Uncheck “Print” to print without grill lines.
The same procedure applies for printing with row and column headers.
iii. Viewing grill lines, headers and columns option allows the user to see the grill lines, rows and column headers while working on a spreadsheet.
To view grill lines, row or column header of a worksheet, click on the page layout tab on the menu bar, and check “view” under “Grill lines” or
“Print”. To hide the grill lines or heading uncheck view under the respective heading.

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d. The Data tab:

For this tab we look at how information on a spreadsheet can be sorted and arranged in a specific order. For example, we may decide to arrange the names
on our practical exercise in alphabetical order. To do this, we make use of the sort option in the DATA tab. To sort the data from A-Z with the corresponding
amounts, do the following:

Option 1

Select the names together with the corresponding amount and on the menu bar,
Click on page on the “DATA” tab
Click on the button
Your data will be sorted from A-Z in that order. To sort otherwise, follow same procedure and click on the button

Option 1

 Select on the only the names to be sorted alphabetically

 Click on DATA on the menu bar
 Click on the button ; a dialogue box appears
 Check the “Expand the selection”. This enables excel to include other sections of the worksheet on the selection. Checking continue with current
selection will arrange the names alphabetically without matching the corresponding amounts.
 Click on “Sort”

Excel may ask what to be sorted and in what order when you make use of the sort button , simply specify the column or data to be sorted and in the
order and click on sort.

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e. The formulas tab:

The formulas tab enables the user to manipulate data to yield a desired result through use of relevant formulae such as addition, subtraction, multiplication,
average, etc. it also enables the user to view and print the spreadsheet with the formulae

i. Applying a formula on a worksheet: Working with formulae on Excel can be very complicated if the user does not understand the command
syntax. Generally, Excel understand the following syntax for basic arithmetic operations:
- An asterix (*) stands for multiplication
- A forward slash (/) stands for division
- A minus sign (-) stands for subtraction
- A plus sign (+) stands for addition
- Pressing an equal sign (=) enables Excel to create room for use of formulae.

- Clicking on the insert function under the formulas tab on the menu bar or on on the formulas bar enables the user to insert a formula on a
worksheet. Various mathematical formula are available for use in Excel. For the purpose of this course we will look at the following:

a. The sum function on the formulas tab or on the home tab: This enables a user to sum up given set of values. To sum up (add
up) a given set of values, select the values and simply click on the summation sign. You can as well click on where you want to total to appear and;
- Press the equal sign(=)
- Click on each cell to be added up while pressing the addition(+) sign after each click
- Press the ENTER key after the last cell has been selected.
b. Subtraction: To subtract a value from another,
- Click on the cell you intend to display the difference
- Press the equal sign on the keyboard
- Click on the cell with the value to be subtracted from
- Press the minus (-) sign on the keyboard
- Click on the cell with the value being subtracted
- Press the ENTER key on the keyboard
c. Division (QUOTIENT): To divide a value by another value, say A by B where A is the numerator and B the denominator.
- Click the cell you intend to display the result
- Press the equal sign on the keyboard

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- Click on the cell containing the numerator “A”

- Press the forward slash (/) on the keyboard
- Click on the cell containing the denominator and
- Press the ENTER key on the keyboard
d. Multiplication (PRODUCT): To multiply a value by another value on an Excel worksheet,
- Click on the cell that you intend to display the product
- Press the equal sign on the keyboard
- Click on the a cell to be multiplied with
- Press the asterix (*)
- Click on the cell to be multiplied by
- Press ENTER on the keyboard.
e. Average: To calculate the average of a given set of value, place the cursor on the cell to display the average value and follow the following steps
- Click on on the formula bar, a dialogue box appears
- Click on the drop down arrow and select the function category; in this case “Statistical”
- Scroll the select function template; select average and click “OK”. Another dialogue box appears.
- Enter the range of cells you intend to calculate the average
- Click “OK”
NB:
Entering B6:B12 in the number rubric means calculating the average from Cell B6 to cell B12.
Entering B6, B4, and B10:B12 in the rubric means calculating the average of B6, B4, and B10 to B12.
f. Minimum (MIN), and maximum (MAX) values: The minimum and maximum value function enables a user to calculate the minimum or maximum
value of a given set of values without waste of time. To do this, follow same procedure as in “e” above but select MIN for minimum value and MAX
for maximum value.
g. COUNTA: the COUNTA function enables the user the count the number of cells in a range that are not empty. It implies that empty cell is not taken
into account
h. COUNT: the count function enables the user the count the number of cells in a range the contains numbers
To use either COUNTA or COUNT, follow same procedure as in “e” above and select COUNTA or COUNT as the case may be.
ii. Displaying formulae: The formulae entered on a spreadsheet can actually be displayed and printed out. To display and print the formulae do the
following:
On the menu bar,
 Click on the formulas tab
 Click on the show formulas button
Your worksheet displays your formulas on a printable format
To close the display formulas, simply click on the show formulas button

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iii. Copying formulas: To copy a formula in a spreadsheet from one cell to a range of cells. Do the following:
- Click on the cell containing the formula
- Place the cell point at the bottom edge of the cell; a small cross (fill handle) appears
- Click /hold the small cross (fill handle) and without releasing the mouse, drag the formula to the other range of cells.

iv. Using the absolute value function (cell address):

Absolute value is designated in a formula by use of the dollar ($) sing on the keyboard. It is used when you do not want a cell, row or column
reference to change; say for example you decide to use a percentage in an invoice for varied number of items. The absolute value sign ($) can
precede the column reference, row reference or both. It enables you to hold a row or a column constant. The following may be applicable:
Format Meaning
$A$2 The column A and row 2 do not change i.e. held fixed.
A$2 Row 2 does not change, i.e. row 2 is held fixed
$A2 Column A does not change

Generally, your use absolute value format of $A$ when creating cell references.

f. The View tab:

The view tab enables the user to view to zoom the worksheet, see formulae formula bar, headings, and grill lines of the worksheet; freeze and unfreeze pan,
view page breaks etc. for the purpose of this course we are going to do see only the following:

i. Viewing the formula bar, grill lines, and headings simply check the appropriate box under the view tab on the menu bar.
ii. To zoom the spreadsheet, simply click on “Zoom to selection” under view tab on the menu bar.

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