1403: Computer Packages

Dr. Mohamed R. Ghetas

E-mail: [email protected]
Lecture 4
MS Excel
 MS Excel is the electronic spreadsheet program within the MS Office
suite.
 An electronic spread sheet is an application you use to perform
numeric calculations and to analyse and present numeric data.
 One advantage of a spread sheet program over pencil and paper is
that calculations are updated automatically, so one can change
entries without having to manually recalculate.
 In Excel, the electronic spreadsheet you work in is called a
worksheet, i.e. an Excel worksheet is a single spreadsheet that
contains cells organized by rows and columns.
 Worksheet/s are contained in a file called a workbook, which has the
file extension .xlsx, i.e. a workbook is an Excel file that contains one
or more worksheets.
Workbook and Worksheet: Why?
 The ability to have multiple worksheets in an Excel workbook allows
organizing of data. Each worksheet can contain a different set of
data.
 For example, one worksheet can contain a business sales, a second
can contain the business inventory and a third can contain the
business expenses. All these three worksheets can be stored in a
single workbook titled by the business/company name.
 Each of the workbooks’ worksheets are in separate tabs on the
bottom of the Excel window. By default, a new Excel workbook will
contain three worksheets in Excel 2010 and one worksheet in 2013.
One can switch between worksheets by clicking on the worksheet’s
tab on the bottom of the Excel window.
MS Excel 2010 New Workbook default
. So the main components of the Excel Interface are : -
1- The title bar : reflects the application (Microsoft Excel) as well as the name of the
workbook (ledger calculation ) on which you are working.
2- The menu bar : appears immediately below the title bar.
3- The tool bars : A group of tool bars which contains the tool by which we
can operate the program . Two toolbars appear in the figure below the menu bar ,
namely : the standard tool bar and the format tool bar
The vertical and horizontal scroll bars : appear at the right and bottom of the
document window.
5- The status bar : at the bottom of the worksheet keeps you informed of what is happening
as you work within Excel. It displays information about a selected com­ mand or an operation
in progress.
6- The Ask a Question list box appears to the right of the menu bar and provides instant
access to the Help facility

7- The formula bar : near the top of the worksheet. The cell reference for the active cell
 Standard tool bar
bar

Title bar

Menu bar

Formula bar

Active CELL

Worksheet tabs

Status bar

Figure ( 3.1) The M.S. EXCEL Interface

.
8. Worksheet tabs : at the left of the worksheets and
help in browsing through the worksheets .
9. Column headings ; are 256 column and named
according to the letters from A to IV
10. Row Headings : are 65536 row and named by
numbering from 1 to 65536 = 2 16
11 - The cell : It is the smallest part in the
worksheet and it is the intersection of the column and
the row , it take the name of the column and the row
e.g. A5 , B3 , C10 .
12 . Task pane : at the right of the worksheet and
helps in open of the new workbook .
Working with worksheets :-

3.2.1 Insert and delete worksheet :-

to insert a work sheet :-
a - From the “ insert “ menu choose “ worksheet “ .
b - Point to the worksheet tabs , then by mouse
right click , you will get a small menu , choose “insert “ then “
worksheet “
to delete a work sheet :-
Select the worksheet to be deleted form the worksheet tabs , then ,
a- From the menu bar , in the "Edit " menu Select "Delete
sheet "
a- By mouse right click , you will get a small menu , choose
“delete”
3.2.2 Selection of a group of worksheets :-
You can select a group of worksheets for the purpose of copy
or move , we have two cases:-
- If adjacent worksheets use the mouse with the "shift" key
to select worksheets
- If non adjacent worksheets , use the mouse with the "CTRL"
Command
After selection of worksheets commands are applied to all
worksheets
3.2.3 Rename the worksheet :-
When inserting new worksheet in has the name as its order , but
this is not the right way to deal with worksheets . To
rename a worksheet we have two ways :-
a - By mouse right click , you will get a small menu , choose
“Rename ” , then write the new name of the worksheet
b- By mouse double click on the worksheet name , you will get
the cursor , then write the new name .
 : Range of Cells 3.2.4
Every command in Excel operates on a rectangular
group of cells known as a range. The cells within a range
are specified by indicating the diagonally opposite corners,
typically the upper-left and lower-right corners of the
rectangle. Figure 3.2 show us a Range of cells which
is C3: G7 .
3.2.5 Copy Command :-
The copy operation is implemented by using the clipboard common to
all Windows applications and a combination of the Copy and Paste
commands from the Edit menu. The contents of the source range are
copied to the clipboard, from where they are pasted to the destination
range. The contents of the clipboard are replaced with each subsequent
Copy command but are unaffected by the Paste command. Thus, you
can execute the Paste command several times in succession to paste
the contents of the clipboard to multiple locations .

3.2.6 Move operation :-

The move operation transfers the contents of the cell
or the range from one location to another . After the move
is completed the source range is empty . Also move
operation can be applied to formula
3.3 Data Entry and cell formatting :-
3.3.1 Cell Format :-
The Format Cells command controls the formatting for numbers, alignment,
fonts, borders, and patterns (color). Execution of the command produces a
tabbed dia­ log box in which you choose the particular formatting category, then
enter the desired options. All formatting is done within the context of select-
then-do. You select the cells to which the formatting is to apply, then you
execute the Format Cells command (or click the appropriate button on the
Formatting toolbar).
Once a format has been assigned to a cell, the formatting remains in the cell
and is applied to all subsequent values that are entered into that cell. You can,
however, change the formatting by executing a new formatting command. You
can also remove the formatting by using the Clear command in the Edit menu.
Note, too, that changing the format of a number changes the way the number
is displayed, but does not change its value. If, for example, you entered 1.2345
into a cell, but dis­
played the number as 1.23, the actual value (1.2345) would
be used in all calcula­ tions involving that cell.
Figure shows the cell formatting command and
different format for the cell
3.4 Formula Creating :-
The cell may contains mathematical , statistical
or financial formula according to the required ,
e.g. C3 = sum ( A1 + 10 )
The mathematical Formula has 5 components ,
namely :
1- The equal sign =
2- The function ( e.g. SUM )
3- The Cell reference ( e.g. A1 )
4- The operator ( Either mathematical or
comparison )
5- the constant ( e.g. 10 )
We have different function types as :-
MAX : to get maximum value of the range
MIN : to get minimum value of the range
MEAN : to get average value of the range
SUM : to get total value of the range
Count : to get the number of element in the range .

The mathematical operators are :-

+ , _ , * , / , % , ^ .
The comparison operators are :-
> , < , = , > = , < = , < >
Example :
Give the formula to calculate the greatest value in the range
( C1:C100 )
Solution : the formula C101 = MAX ( C1:C100 )
Example :
Write the formula to calculate the equation :
X1 = 3* Y + 5 * Z
Solution :
Steps will be as follows :
1- write the value of Y in a cell , C1= Y
2- write the value of Z in a cell , C2= Z
3- Write the formula in a cell , C3 = 3 * C1 + 5* C2
Example :-
To compare between two numbers , X , Y
Define whether the number X= 187 is greater or less
than the number Y = 165 ?
Solution :
The steps of solution are :-
1-insert the first number in the cell A3 , A3 = 187
2-insert the second number in the cell A4 , A4 = 165
3- Write the formula in the cell A6 = A 3 > A4 , enter
4- the result will be true or false as shown in the
following figure .
Example :
The sales of a shop in one month was L.E 6200 , and
purchase was 5000 L.E find the profit %
Steps of the solution :
1- Insert the purchase in the cell A3 = 5000
2- Insert the sales value in cell B3 = 6200
3- Insert the profit formula in the cell C3 = B3 – A3
Then enter
4- Insert the % profit in the cell D3 = C3 / A3 *100
As shown in the following figure
3.4.1 Employee payroll :
The spreadsheet in Figure shows how Excel can be used to compute a
simple payroll. The calculation of an individual's gross pay depends
on the employment prac­ tices of the organization. The formula used in
the worksheet is simply an algebraic statement of how employees are
paid, in this example, straight time for regular hours, and time-and-a-
half for each hour of overtime. The first employee, Adams, earns
l.e. 400 for 40 regular hours (40 hours at l.e 10 per hour) plus l.e
60 for overtime (4 over­time hours X l.e 10 per hour X 1.5 for
overtime). The formula to compute Ahmed gross pay is entered into
cell E2 as follows: -

Gross Pay = Regular Hours * Hourly Rate + Overtime Hours * Hourly Rate * 1.5
The cell references in the formula are relative references, which means
that they will change when copied to another cell. Thus, you can copy the
formula in cell E2 to the other rows in column E to compute the gross pay
for the other employees. The formula in cell E3, for example, becomes
C3*B3+ D3*B3*1.5, as can be seen from the displayed formulas in
Figure .
The withholding tax is computed by multiplying an individual's gross pay
by the withholding tax rate. (This is an approximate
calculation because the true withhold­ ing tax rate is implemented on a
sliding scale; that is, the more an individual earns, the higher the tax rate.
We use a uniform rate, however, to simplify the example.) The formula in
cell F2 to compute the withholding tax uses a combination of rela­ tive and
absolute references as follows:-

Withholding Tax = Gross Pay * Withholding Rate

The payroll calculations
Example :
In a company it is required to calculate the net salaries of
employees as function of basic , bonus , and taxes , where :-
Overtime = Basic *10 %
Bonus = 25 % of basic
Assurance = (Basic + overtime + bonus ) *15%
taxes = (Basic + overtime + bonus ) *10%
Net salary = (Basic + overtime + bonus – taxes –assurance )
Steps of solution :-
1- Insert the table in a work sheet as shown
2- In the cell C3 write the formula for bonus
C3 = (B3 * 10) / 100
3- In the cell D3 write the formula for Bonus
D3 = (B3)* 25 / 100
4- In the cell E3 write the formula for Assurance
E3 = ( B3 + C3 +D3 (*15/100
5- In the cell F3 write the formula for Taxes
F3 = (B3+C3+D3)*10%
6- the cell G3 write the formula for net salary
G3 = B3+C3+D3-E3-F3

5- copy the cells C3 , D3 ,E3,F3,G3 in the rest

of the columns to calculate the salary of all
other employees
Figure Payroll calculations
Example :-
It is required to make a table for the store of a company to
represent the inwards , outwards and actual quantities .
Steps of solution : -
1- Insert the table in a worksheet as shown in figure

2- Insert formula for the value of inwards in the cell

D3 = B3* C3
3- Insert formula for the value of outwards in the cell
G3 = E3 * F3
4- Insert formula for the quantity of actual in
the cell
H3 = B3 - E3
5- Insert formula for the Unit price in the
actual in the cell I3 = D3
6- Insert formula for the value of outwards in the
cell
J3 = K3 * I3
copy the cells D3, G3, H3 ,I3 ,J3 in each column
Figure shows the worksheet of store data before
and after calculations
Figure The store data before calculations
Figure The store data after calculations
IF function :-
The if function is one of the most important functions used in Excel , it
checks whether a condition is met and returns one value if true and another value
if false. So , It has three arguments: a condition that is either true or false, the value if
the condition is true, and the value if the condition is false. Consider:

F X = IF( condition ; value-if-true ; value-if-false)

The IF function returns either the second or third argument, depending on the result of the
condition; that is, if the condition is true, the function returns the second argument. If the
condition is false, the function returns the third argument.
The condition includes one of the six relational operators in table 3.1

The general form of the command IF

FX = IF ( logical test ; [ value if true ] ; [ value if false ])
Operator Description
= Equal to

<> Not Equal to

< Less than

> Greater than

<= Less than or equal to

>= Greater than or equal to

Example :-
Define whether the number X = 4800 greater than the number Y
= 3500 if true write 100 , if false write 50
Steps :-
1- insert the first number in the cell C3 = 4800
2- insert the second number in the cell C4 = 3500
3- Write the formula in C5 as follows
C5 = if( C3 > C4 ; 100 ; 50 (
4- The value of C5 will be determined according to the condition
as shown in figure
Figure Comparison by IF function
Example :-
for helping the students in the final exam , check the degrees as follows :-
1- if the degree is greater than 45 and less then 50 set the degree = 50
2- Otherwise leave the degree as it is
Show how work sheet is used to develop this for all student in certain course
Steps :-
1- Insert the table in a work sheet as shown in figure
2- Insert the formula in D2 as shown
D2 =IF(AND(C2>=45)*(C2<50);50;C2)
3- copy the function in D3 to other cells for all other students
Figure Application of the help Using IF
Exercise :-

Give the advise to a person who wants

to buy a financial paper : if it exceeds 100 $
he will not buy , If it is less than 100 $ he
will buy , write the if command to express this
situation in a work sheet
C7=if ( C3 > 100; “ not buy “ ; “ buy “)
 3.5 Functions :-
The function is a macro definition which can be inserted in a formula to solve certain
problem or calculate value , the EXCEL contains more than 300 functions , examples of the
excel functions are : -
3.5.1 Mathematical functions : -
1- Round function :-
The round function is to return a number with specified number of digits , it has the
following form : Fx =Round (Number ; num_digits)
Example :
Use the round function to get the number 102.3524 with two decimal digits
Solution :
C1 = 102.3524
C2 = 2
C3 = Round ( C1 ; C2)
2 - Mod function :-
The Mod function is to return the remainder after the number is divided
by the divisor , it has the following form : Fx = MOD (Number ; divisor )
Example :
Use the Mod function to get the remainder of 18 when divided by 3
Solution :
C1 = 18
C2 = 3
C3 = Mod ( C1 ; C2)
3- Square root function :-
The square root function is to return the square root of a
number , it has the following form :
Fx = SQRT (Number)
Example :
Use the SQRT function to get the square root of the number
500
Solution :
C1 = 500
C3 = SQRT ( 500)
Editing Basics
 To enter content in a cell, one can type in the formula bar
or directly in the cell itself.
 To do so, double-click the cell (to bring the insertion point
to the cell), and then type,
 Or single click on the cell (for selection) and then single
click on the formula bar (to bring the insertion point there)
for typing.
 Excel switches to Edit mode when making cell entries
instead of Ready mode.
 Financial Functions
Financial functions are predefined formulae that accepts one or more
arguments as input, performs the indicated calculation, then returns another
value as output.
We will take into considerations three important functions ,namely ,
Present value , Future value , and Payment .
A- The Present Value function ( PV) :-
The present value function accepts three arguments , the rate ,
the number of payments and value of payment , it returns the
current value , the function has the following form :
FX = PV (rate ; Nper ; pmt)
where :
rate : value of the annual or monthly rate :
Nper : No of payments
Pmt : Value of payment
Exp : -
Calculate the present value of a loan which is paid in 10 years
with an interest equal 9 % with each payment = 3000 l.e.
Solution :-
Rate : B1 = 9 %
Nper : B2 = 10
Pmt : B3 = - 3000
And the function will take the form :-
B4 = PV (B1 ; B2 ; B3)
 The Future Value function (FV) :-
The present value function accepts three arguments , the rate , the
number of payments and value of payment , it returns the future value
, the function has the following form :
Fx = Fv (Rate ; Nper ; Pmt) :
where :
Rate : value of the annual or monthly rate
Nper : No of payments
Pmt : Value of payment
Exp :-
If some body has saved L.E. 100 each month for 10 years
with an interest value = 9 % yearly , what is will be the value at
the end of the period .
Solution :-
Rate : B1 = 9% / 12
Nper : B2 = 10 * 12
Pmt : B3 = 100
and the function will take the form
B4 = FV (B1 ; B2 ; B3 )
C - the Payment function (PMT) :-
The Payment function accepts three arguments , the rate , the number
of payments and present value , it returns the payment value , the
function has the following form :
FX = PMT (Rate ; Nper ; PV)
where :
Rate : value of the annual or monthly rate :
Nper : No of payments
Pmt : Value of payment
EXP :-
Give the value of the payment if you have borrowed L.E. 100 000
to buy a flat with annual interest = 8 % the loan will be for 20 years

Rate is B1 = 8 %
Nper is B2 = 20
PV is B3 = 100 000
and the function will take the form
B4 = PMT (B1 ; B2 ; B3)
3.6 Graphing Data :-
There are tow was to create a chart in Excel . you can embed a
chart in a work sheet or you can create chart in a separate chart
sheet . The choice between the two depends on your personal
preference . Regardless of where it is kept , a chart is linked to the
work sheet on which it is based . Change of any of the data will be
updated automatically to reflect new data .
The chart Wizard is the easiest way to create a chart . Just select
the cells that contains data , click the chart wizard on the standard
tool bar and let the wizard do the rest
The chart wizard has four steps to create a chart ,
1. step1 : select the chart type where we have different types as
shown in figure (3.9)
2. Step2 : shows you a preview for the chart and enables you to
confirm , the category names and data series specified earlier .
3. Step3 : Asks you to complete the chart by entering its title s and
specified options ( such as the position of a legend and gridlines ).
4. Step4 : Has you choose whether the chart is to created as an
embedded chart within a specific work sheet or whether it is to
be created in its own chart sheet .
Common Chart Types
Chart Basic Elements (1)

 The horizontal axis can be called x-axis or category axis. The vertical axis can be
called y-axis or value axis. (3-D charts also contain a z-axis, for comparing data
across both categories and values)
 The area inside the horizontal and vertical axes is the plot area.
 The tick marks, on the vertical axis, and gridlines (extending across the plot area)
create a scale of measure for each value.
 Each value in a cell you select for your chart is a data point. In any chart, a data
marker visually represents each data point.
 A collection of related data points is a data series.
 legend can be included to make it easy to identify data markers.
 See the Figure on the next slide.
Chart Basic Elements (2)
Chart Creation, Moving and Resize

 To create a chart in Excel, one first selects the range in a worksheet containing the
desired data to chart. Then, one can use buttons on the INSERT tab on the Ribbon
to create a chart based on the data in the range.
 A chart is an object, or an independent element on a worksheet, and is not
located in a specific cell or range. One can select an object by clicking it; sizing
handles around the object indicate it is selected (When a chart is selected in Excel,
the Name box, which normally tells you the address of the active cell, tells you the
chart number). One can resize a chart to improve its appearance by dragging its
sizing handles.
 One can move a selected chart anywhere on a worksheet without affecting
formulas or data in the worksheet. One can even move a chart to a different sheet
in the workbook and it will still reflect the original data.
 Any data changed in the worksheet is automatically updated in the chart.
Chart Design and Chart Format

 One can change the chart type, modify the data range and column/row
configuration, apply a different chart style, and change the layout of objects (chart
elements) in the chart, by using Chart Layouts group on the CHART TOOLS DESIGN
tab.
 One may add a text to the chart by using the Add Chart Element button on the
CHART TOOLS DESIGN tab. Such text can be formatted by using the HOME tab or
the Mini toolbar, just as the text in a worksheet.
What-If Analysis (1)

 Using Excel to scrutinize the impact of changing values in cells that are referenced
by a formula in another cell is called what-if analysis or sensitivity analysis.
 When new data is entered, Excel not only recalculates all formulas in a worksheet,
but also redraws any associated charts.
 By using What-If Analysis tools in Excel, one can use several different sets of
values in one or more formulas to explore all the various results.
 Three kinds of What-If Analysis tools come with Excel could be found in Data tab
under what-if analysis command: Scenario Manager, Goal Seek, and Data table.
What-If Analysis (2)

 Scenarios and Data tables take sets of input values and determine possible
results. On one hand, a Data Table works with only one or two variables, but it can
accept many different values for those variables. On the other hand, a Scenario
can have multiple variables, but it can only accommodate up to 32 values.
 Goal Seek works differently from Scenarios and Data Tables in that it takes a result
and determines possible input values that produce that result.
 Add-in is a software program that extends the capabilities of larger programs. For
example, there are many Excel add-ins designed to complement the basic
functionality offered by Excel.
 In addition to these three tools, one can install add-ins that help performing What-
If Analysis, such as the Solver add-in. The Solver add-in is similar to Goal Seek,
but it can accommodate more variables.
 For more advanced models, one can use the Analysis ToolPak add-in.
Different chart types
 Example :-
In a computer training center , number of
trainee was according to the following table . Show
this development in a column graph .
Year 1995 1996 1997 1998 1999 2000 2001 2002

Trainee 600 800 1000 1200 1400 1500 1800 2000

Solution :-
1- the table is stored in a work sheet as follows :-
A B C D E F G H I

1 Year 1995 1996 1997 1998 1999 2000 2001 2002

2 Trainee 600 800 1000 1200 1400 1500 1800 2000

2- Define the range of data to be graphed from A1: I2 .

3- From the “ Insert“ menu choose “ Chart “ or press
on the chart icon in the standard tool bar .
4- the chart wizard will be operated in four steps :
step1 : - select the chart type “ column “
step2 : - choose the range of data to be graphed “
A1 : I2 “
step3 : -Define chart parameters address , axis ,
legend , data table …
Step 4 : - Select the chart position:( On separate graph)
 Example :-
the following table shows temperature values
during the first 10 days of October . Show this
grading in a linear chart .

Days 1 /10 2/10 3/10 4/10 5/10 6/10 7/10 8/10 9/10 10/10

Temp. 18 20 24 26 30 32 34 30 35 32
 -: Steps of solution
1- the table is stored in a work sheet as follows :-
2- Define the range of data to be graphed ( A1:K2)
3- From the “ Insert “ menu choose “ Chart “ or press
on the chart icon in the standard tool bar .
4- the chart wizard will be operated in four steps :
step1 : select the chart type “ linear “
step2 : choose the range of data to be graphed “ A1 :
k2 “
step3 : Define chart parameters address , axis , legend
, data table …
Step 4 : Select the chart position : ( On separate graph )
We will get the chart as follows
 The worksheet in Figure 2.3a is easy to create, and you do not have to be a
busi­ness major to understand the information. Indeed, if you have any
intention of investing in the stock market, you should be able to analyze the
data in the work­sheet, which conveys basic information about the financial
strength of a company to potential investors. In essence, the worksheet
shows the sales for the company in the current year, subtracts the expenses
to obtain the earnings before taxes, displays the income taxes that were paid,
then arrives at the net earnings after taxes.
The worksheet also contains a calculation that divides the net earnings for
the company by the number of shares to determine the earnings per share
(a number that is viewed closely by investors).
 There is also comparable information for the previous year in order to show the increase or decrease for
each item. And finally, the worksheet contains a hyperlink or reference to a specific Web site, such as the
home page for the corporation. You can click the link from within Excel, and pro­vided you have an Internet
connection, your Web browser will display the associ­ated page. Once you click the link, its color will
change, just as it would if you were viewing the page in Netscape Navigator or Internet Explorer.
The Web page in Figure 2.3b is, for all intents and purposes, identical to the worksheet in Figure 2.3a.
Look closely, however, and you will see that the Web page in Figure 2.3b is displayed in Internet Explorer,
whereas the worksheet in Figure 2.3a is displayed in Microsoft Excel. Excel contains the Save as Web Page
com­mand, whereby a worksheet is converted to a Web page (or HTML document). The page can be
uploaded to the Internet, but it can also be viewed from a PC or local area network, as was done in Figure.
Use the Web Page Preview command in the File menu to view the page, or open the page directly in your
browser.
 Excel and the Internet :-
The Internet is closely tied to Microsoft Excel 2003 through three basic capabilities. First, you can
insert a hyperlink (a reference to another document) into any Excel worksheet, then view the associated
document by clicking the link without having to start your Web browser manually. Second, you can save
any Excel workbook as a Web page (or HTML document), which in turn can be displayed through a Web
browser. And finally, you can download information from a Web server directly into an Excel workbook
through a Web query (a capability that we illustrate later in the chapter).
Consider, for example, Figure 2.3a, which contains an Excel worksheet that dis­plays a consolidated
statement of earnings for a hypothetical company. The infor­mation in this worksheet is typical of what
companies publish in their annual report, a document that summarizes the financial performance of a
corporation. Every pub­lic corporation is required by law to publish this type of information so that
investors may evaluate the strength of the company. The annual report is mailed to the shareholders and
it is typically available online as well.
 Our next exercise has you create the worksheet in Figure 2.3a, after
which you create the HTML document in Figure . All applications in
Office XP incorpo­rate a concept known as round trip HTML, which
means that you can subsequently edit the Web page in the application that
created it originally. In other words, you start with an Excel worksheet,
save it as a Web page, then you can open the Web page and return to
Excel in order to edit the document.
Worksheet Basics (1)
Worksheet Basics (2)

 The worksheet window contains a grid of columns and rows. Columns are labelled
alphabetically and rows are labelled numerically. The worksheet window can contain
a total of 1,048,576 rows and 16,384 columns. The intersection of a column and a
row is called a cell..
 Every cell has its own unique location or cell address, which is identified by the
coordinates of the intersecting column and row. The column and row indicators are
shaded to make identifying the cell address easy.
 Each cell can contain a number, text, formula or a combination of all three. A cell
can also reference another cell in the same worksheet, the same workbook or a
different workbook (more will be discussed later).
 The cell pointer is a dark rectangle that outlines the cell you are working in. This cell
is called the active cell.
 The Name box displays the active cell address, e.g. A1, C3, etc. (see the figure on the
previous slide).
Worksheet Basics (3)

 The formula bar allows you to enter or edit data in the worksheet.
 Sheet tabs below the worksheet grid let you switch from sheet to sheet in a workbook
(up to 255 worksheets in a workbook).
 The New sheet button to the right of Sheet 1 allows you to add worksheets to a
workbook. Sheet tab scrolling buttons let you navigate to additional sheet tabs when
available.
 The status bar is located at the bottom of the Excel window. It provides a brief
description of the active command or task in progress.
 The mode indicator in the lower-left corner of the status bar provides additional
information about certain tasks.
 A selection of two or more cells is called a range; i.e. select a range when one wants to
perform an action on a group of cells at once, such as moving them or formatting them.
When you select a range, the status bar displays the average, count (or number of items
selected), and sum of the selected cells as a quick reference.
Common Excel tasks
Formulas Basics

 A formula is an equation in a worksheet.

 All Excel formulas begin with the equal sign ( = ), also called the formula prefix ,
e.g. =5+9 will produce 14 in the output cell.
 One can apply formula on values in the worksheet by using cell references rather
than values, e.g. = A2 * B2 will produce the multiplication result of the values in A2
and B2. Basic mathematical operator symbols are shown below:
Labels and Values Basics

 Labels are entries that contain text and numerical information not used in
calculations, i.e. to help identifying data in worksheet rows and columns, making
the worksheet easier to understand, e.g. Sales, 2017 Expenses, etc.
 Values are numbers, formulas, and functions that can be used in calculations.
 Functions are Excel’s built-in formulas. For example, if some one would like to
calculate the sum of values in B3,B4,B5 and store the result in B6, one may define
a formula for B6 as =B3+B4+B5, or use the build in function SUM as, SUM(B3:B5),
where : (colon) operator is used to define cells range. One can also use AutoSum
command in the Home tab to access this function with more options using Excel
interface.
 A selection of two or more cells is called a range, and it is used if one wants to
perform an action on a group of cells at once, e.g. B1:B6 means the (column) six
cells B1 to B6, B1:G1 means the (row) six cells B1 to G1, and B1:C6 means the
(rectangle) 12 cells B1 to B6 and C1 to C6.
Switch Worksheet Views

 One can change the view of the worksheet window at any time, using either the
VIEW tab on the Ribbon or the View buttons on the status bar.
 Changing view does not affect the contents of a worksheet; it just makes it easier
to focus on different tasks, such as entering content or preparing a worksheet for
printing.
 The VIEW tab includes a variety of viewing options, such as View buttons (e.g. full
screen) , zoom controls, and the ability to show or hide worksheet elements such
as gridlines, headings, formula bar etc.
 The status bar offers fewer View options but can be more convenient to use.
Choose Print Options

 Before printing, one may use PAGE LAYOUT tab to ensure the desired layout for
printing.
 As in Ms word, one can control page orientation, Margins, paper size, page breaks,
etc.
 One can also use the Scale to Fit group options on the PAGE LAYOUT tab to fit a
large amount of data on a desired number of pages without making changes to
individual margins.
 One can turn gridlines and column/row headings on and off by using Sheet
Options group, for viewing and printing purposes.