Microsoft Excel
By: Phuong Nguyen
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Table of Contents
Menu Bar Options
 Columns, Rows, and Cells
 Format Cells
 Rename Worksheet
 Data Entry
 AutoComplete
 AutoFill
 Charts
 Formulas
 PivotTables
*Note: You can click on any of the
above links to learn more about
that topic and you can click on the
table of contents image to return
to this slide.
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Menu Bar Options
Home – Clipboard, Font,Alignment, Number, Styles, Cells, and Editing
 Insert –Tables, Illustrations, Charts, Links, and Text
 Page Layout – Themes, Page Setup, Scale to Fit, Sheet Options, and Arrange
 Formulas – Function Library, Defined Names, Formula Auditing, and Calculation
 Data – Get External Data, Connections, Sort & Filter, Data Tools, and Outline
 Review – Proofing, Comments, and Changes
 View – Workbook Views, Show/Hide, Zoom,Window, and Macros
 Nuance PDF – PDF Converter 6 and PDF Create! 6 Excel
 Design – Type, Data, Chart Layouts, Chart Styles, and Location
 Layout – Current Selection, Insert, Labels, Axes, Background, Analysis, and
Properties
 Format – Current Selection, Shape Styles,WordArt Styles,Arrange, and Size
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Columns/Rows/Cells
In this example, the active cell,
which is outlined in black, is ‘A1’.
The
corresponding
column
heading ‘A’ and row heading ‘1’ are
highlighted to indicate the active
cell.
Identify Rows and Columns:
Columns – Alphabets
Rows – Numbers
*Note: Identify cell address (or cell
reference) by Column letter, then by
Row number. The cell reference is
displayed in the upper left corner of
the work-sheet.
*Note: Right-click on a column
heading or a row heading to view
available options such as Cut,
Copy, Paste, Insert, Delete, Format
Cells,
Column
Width,
Hide/Unhide, etc.
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Format Cells
Select column(s), row(s), or cell(s)
 Right-click your selection and click
on Format Cells…
 View and select from available
options






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Number
Alignment
Font
Border
Fill
Protection
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Worksheet
Rename a Worksheet:
 Double-click to rename it
or
 Right-click and select ‘Rename’
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Data Entry
How to Enter Data:
 Date – Use forward slash ( / )or
hyphen ( - ); stored as serial number
 Time – Use ‘a’ or ‘p’ to designate AM
or PM, respectively
 Monetary – Use dollar sign ( $ )
 Fraction – Enter a zero ( 0 ) and space
before fraction
 Fraction – Enter space between whole
number and fraction
 Parentheses and Numbers – Indicates
a negative number
Example: (100) equals -100
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AutoComplete
AutoComplete: If the first few
letters you type in a cell match an
entry you’ve already made in that
column, Excel will fill in the remaining
characters for you. Just press
ENTER when you see them added.
AutoComplete works for text
or text with numbers. It does not
work for numbers only (dates or
times).
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AutoFill
AutoFill: Type one or more entries
in an intended series, and then
extend the series. With AutoFill, you
can quickly enter data in a series.
Extend the series by clicking and
dragging the Fill Handle (tiny box
in bottom right corner of active cell)
to populate the data in column or
row.
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Charts
Create a Column Chart:
*Note: Enter data information.
Subject headings are important.
1. Select/highlight all data inform-ation
to be included in the chart
2. Click ‘Insert’ tab
3. Click ‘Column’ and select from
available options
4.
5.
Click Design, Layout, and Format tabs
Select from available options
*Note: The Menu Bar Options
expand to include the following tabs:
 Design – Types, Layouts, Data, Styles,
etc.
 Layout – Titles, Legend, Labels, etc.
 Format – Shape and WordArt Styles,
Size, etc.
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Charts
Nothing More – Society 6 "Explore. Explore. Explore - Until there's nothing more"
Chart Toolbars:
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Formulas
Mathematical Operators:
 Addition – plus sign ( + )
 Subtraction – minus sign ( - )
 Multiplication – asterisk ( * )
 Division – forward slash ( / )
 Exponentiation – caret ( ^ )
Order of Operations
(BEDMAS):
 Brackets
 Exponentiation
 Division
 Multiplication
 Addition
 Subtraction
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Enter Formulas Manually
Enter Formula in Cell:
1. Enter equal sign ( = )
2. Enter number
3. Enter operator ( + - * / ^ )
4. Enter another number
5. Repeat Steps 2-4 for complex mathematical equations
6. Press Enter or Tab key
Example 1: = (1 + 4) × 2 + 12 ÷ 3 – 4
Example 2: = 5 × 2 + 12 ÷ 3 – 4
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Enter Formulas by Cell Reference(s)
Option 1:
1. Select pre-written function
a)
b)
Click Formulas tab
Click Insert Function or AutoSum
Click cell reference
*Note: Hold Ctrl key to select more
cell reference(s)
3. Press Enter or Tab key
2.
Example: = SUM(A1:A5) / 2
Option 2:
1.
2.
3.
4.
5.
6.
Enter equal sign ( = )
Click cell reference
Enter operator ( + - * / ^ )
Click cell reference
Repeat Steps 2-4 for complex
mathematical equations
Press Enter or Tab key
Example 1:
= (A1 + B2)× C3 + D4 ÷ E5 – F6
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Formula Helpful Hints

Helpful Hints:
Example of a series



A1:A5 (This selects Column A, Rows 1-5)
A1:E1 (This selects Row 1, Columns A-E)
A1:E5 (This selects Columns A-E, Rows 1-5)
Hold Ctrl key to select two or more cell
reference(s)
 Use cell reference(s) instead of an “absolute” value
 Enter formulas manually versus pre-written functions
 Comma-Separated-Value(s) for pre-written functions
 Mathematical Operators for formulas entered
manually
 Dollar sign ( $ ) in front of alpha/numeric character
or both makes the column/row or both an “absolute”
value.


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Pre-written Formulas
$A$1 (Absolute cell reference)
$A1 (Absolute column reference)
A$1 (Absolute row reference)
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Formulas – Error Values
1.
2.
3.
#### – The column isn’t wide enough to display the contents of the cell. To
fix the problem, you can increase column width, shrink the contents to fit
the column, or apply a different number format.
#REF! – A cell reference isn’t valid. Cells may have been deleted or pasted
over.
#NAME? – You may have misspelled a function name or used a name that
Excel doesn’t recognize.
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Calculate Dates by using Formulas
Function
Used to Find
NETWORKDAYS
Net number of workdays between two
dates
WORKDAY
Date that falls a specified number of
workdays after another date
DATE
Date that falls a specified number of years,
months, or days after another
TODAY
Current date
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Find the Number of Days Between
Two Dates
Subtract Dates:
Enter ( = 8/15/2012 – 5/24/2012 )
Or
Enter ( = E1 – E2 )
You should get 83. A great way to
keep track of suspense.
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Find the Number of Workdays
Between Two Dates
1.
2.
3.
4.
5.
6.
7.
Enter dates in Cell_1 and Cell_2
Enter dates for holidays in separate cells
Click AutoSum drop-down arrow and
select More Functions…
Select Date & Time for category
Select NETWORKDAYS for function and
click OK
Click Cell_1 for Start_date; click Cell_2
for End_date; and select holidays cell
references for Holidays
Click OK
In fiscal year 2012 example, you should get
252 workdays after subtracting ten holidays.
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Find the Due/End Date After a
Number of Workdays
Enter Start Date in Cell_1
2. Enter Days to Completion in Cell_2
3. Enter dates for holidays in separate cells
4. Click AutoSum drop-down arrow and
select More Functions…
5. Select Date & Time for Category
6. In Select a function box, scroll down and
select WORKDAYS and click OK
7. Click Cell_1 for Start date; click Cell_2 for
Days; and select holidays cell references for
Holidays
8. Click OK
*Note: Format cells as needed
1.
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Find the Date after a Number of
Years, Months, Days

Date has 3 arguments

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
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Year
Month
Day
Mathematical equations with dates,
enter one of the following:
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
= DATE ( Year + ______, Month +
_______, Day + _______ )
= DATE (Year - _______, Month ________, Day - _______ )
Fill in the blank (optional) with a
number or cell reference containing
a number
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Using the Today Function
1.
2.
3.
4.
Click on an empty cell
Click AutoSum drop-down arrow and
select More Functions…
Select Date & Time for category
Select TODAY function and click OK
TODAY inserts the current date, which
is updated each time a workbook is
opened or recalculated.
 You can use it to find out things like
how many days old you are, based on
today’s date.
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Pivot Tables
Use a PivotTable report to analyze and summarize your data.
 Use a PivotTable to turn data into small, concise reports that tell you
exactly what you need to know.
 The subject heading in each column of source data becomes a field that you
can use in the report.
 Each row of data becomes a record that you can analyze; do not leave any
rows empty or blank.
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Create a Pivot Table
*Note: Must have a spreadsheet with data input.
1.
2.
3.
4.
5.
Locate spreadsheet containing data
Click Insert tab
Click PivotTable and select PivotTable
Make a selection under ‘Choose where you want
the PivotTable report to be placed’
Click OK
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Build Report using PivotTable
1.
2.
‘Choose fields to add to report’ under
‘PivotTable Field List’ on the right.
‘Drag fields between areas below’
a.
b.
c.
d.
Report Filter
Column Labels
Row Labels
Values
Test and see the various reports you can
build with your data source.
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