MICROSOFT -EXCEL
Introduction
 Spreadsheets are great tool for doing math/financial related
jobs. They require some patience to learn, but can save you
an incredible amount of time. People are amazed at the
amount spreadsheets could do, and the time that they would
save.
 This course will help you to use one of the spreadsheet
program called Microsoft Excel that will help you in
your daily academic and other activities. Most of these
activities are not only repetitive in nature but require a
lot of brains, time and yet tedious. Mastering Computer,
especially Spreadsheet works and save a great deal of
accountants’ scarce resource, time. And helps in a time
management’ exercise.
The accuracy feature of
computer plus a change of altitude of course, could be a
great help in avoiding the Corruption in the is sensitive
financial discipline
STARTING THE PROGRAM
 If there is no short cut on the desktop, you can start the
program through the start menu. Click the <Start> menu,
point on <Program> and lastly click the <Microsoft
Excel>. You can also access the program through the
<Start> then <Run> and typing <Excel>
 Microsoft Excel should open, and you should see something on
your screen that has a gridlines. That is a working area; sheet.
 Each worksheet in the workbook consists of a series of columns
and a series of rows. Columns are assigned alphabetic labels from
A to IV (256 columns). Rows are assigned numeric labels from 1
to 65,536 (65,536 rows). This means that there are 16,777,216
cells in each Excel worksheet.
 A cell is the rectangular area where a column and a row intersect.
Each cell is identified by a cell reference, such as A1, which is
its column and row location. The active cell is the cell in which
you are currently working. Excel identifies the active cell with a
dark border that outlines one cell. In the example above, A1 is the
active cell.
ACTIVE CELL
STATUS BAR
WORKSHEET WINDOW
SHEET NAVIGATION
BUTTONS
SHEET TAB
Go Around the Worksheet
You can go through the worksheet by using (a) Arrow
keys; for going through cells
 (b) <Page Down> and/Or <page up> for going through
pages.
 (c) <Tab> key for column wise movement
 (d) <Arrow Keys> to go to any four ends of the sheet. A
shortcut <Ctrl> + G can be used to go to any cell address.

Entering Data
 Data entry is one of the fundamental works in
spreadsheet. To enter data, click on the cell that you
want to enter the data in, say A1. Next enter the data
that you want to enter. You can enter numbers, text
dates, times, or formulas (these will be discussed late).
When you are done, hit enter and your cursor will
automatically move to the next row.

Editing Cells
 If it is necessary to change the contents of a cell, or clear
the contents of the cell, follow these instructions.
 To edit a cell with data in it already
 i) Re-enter (overwrite)
 ii) double click on it
 iii) use edit key F2
 iv) click on the formula bar the specific position you
want to edit
 To clear the contents of a cell, click in that cell to make
it the active cell and press the Delete key on your keyboard.
 To replace the contents of a cell, click in that cell to
make it the active cell and type over the existing contents.
Undo Last Change
 To undo the last change, Click on Edit Menu and select
<Undo last change>
 You can also click on the undo button
toolbar
found on the
Insert Row/Column
With a reference of a cell-pointer a row is always inserted
at the top of reference cell, while a column is always
inserted on the left hand side of a reference cell. Then
open Insert Menu and choose

Row
for inserting row(s) and

Column
for inserting columns

For many rows/columns, select the amount of
rows/columns you want to and repeat the same
procedure as earlier.
Delete Row/Column
 To delete the whole Row/Column, select the row(s) or
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column(s) to be deleted, then
Open Edit Menu and Choose Delete
Now, a dialog box will appear, Check in the option you want
i.e.
Entire Row for deleting row(s)
Entire Column for deleting column
Adjust Cell Width Or Height
 Most of the time you would like to adjust the width of a
column to fit to the size of your information you want to put.
To do so, move your mouse to the column so it is on the line
in between the letter ‘A’ and ‘B’. Yu should notice that the
mouse changes shape to a line with two arrows. If you see
this, click and drag your mouse a little to the right. This will
make the column A as wider as required.
Part A: Formula
 Formulas are mathematical equations that calculate new
values from existing values. They allow you to use symbols
called operators to add (+), subtract (-), multiply (*), and
divide (/) numbers. In Excel, each formula should
begin with an equal (=) sign. The equal sign tells Excel
that everything in the cell is part of a formula
.
 Formulas can contain more than just numbers. They can also
contain cell references. For example, if you type =B7+C7,
Excel will add the values in cell B7 and cell C7. Using cell
references instead of numbers is usually the best method to
use for formulas because Excel automatically recalculates
for mulas if the value in a cell c hanges
.
Some formula examples are:
=B7+C7+D7+E7
Sums the values of the 4 cells
=sum(b7:e7)
Sums the values of the 4 cells
=g64-g65
Subtracts the value in g65 from the value
in g64
=(e200/12) *.15
Divides the value in e200 by 12 Then
multiplies that answer by 15
=(f24*c10)- (f25*c10) First, multiplies the value in f24 by the
value in c10 Second, multiplies the
value in f25 by the value in c10 Then
subtracts the second value from the
first value
Using the Formula Bar
 Below the standard and the formatting toolbars is
the formula bar, which displays the contents of the
active cell. A cell’s contents are the text, numbers,
or formulas that you enter into it. As you type or
edit data, the changes appear in the formula bar.
 When a formula is entered into a cell, the formula
bar contains the formula, not the results of the
formula which are displayed in the worksheet.
The contents of
the cell are
displayed in the
Formula Bar.
The results of the
formula are
displayed in the cell.
 In the above picture, you see the sum of the cells
H4 through H12 in cell H13. That is the result of
the formula. In the formula bar, the formula is
displayed, which is the actual contents of cell H13.
If the values in cells H4 through H12 are changed,
Excel automatically will recalculate the sum and
display the new results in cell H13.
 The contents of the cell are displayed in the
Formula Bar.
The results of the formula are displayed in the cell.
Part B: Learn About Functions
 Excel includes over 300 preset formulas called functions.
Functions allow you to perform advanced calculations,
such as finding the sum of a range of cells, averaging a
series of values, or calculating the monthly payment for a
loan. For help to create a formula that uses a function,
click on the function tool in the Edit/Formula toolbar,
or use the Insert, Function command from the menu. In
either case, the Insert Function dialog box is displayed.
 Functions consist of a name followed by one or more
arguments in parentheses. Arguments are usually numbers
or cell references, but they may also be text. Arguments can
be quite complex, but in this course, you will be using simple
ones like this in the following example
=SUM(B4:B9)
Function name
Argument
Formatting the Worksheet
 This lesson shows you techniques to format your
worksheet. You will learn techniques that will get
you started in working towards a professional
looking spreadsheet document.
 The basic syntax for a formula that uses a function has three
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parts:
Equals sign
Function name - The function SUM adds the group of values
listed within the parentheses that follow.
Argument, enclosed in parentheses - In this formula, you see
the argument (B4:B9), which is read as B4 through B9.
There are no spaces in a formula. This formula adds the values in
cells B4 through B9. The answer to the calculation is displayed in
the cell where you placed the formula.
Functions often include references to ranges. A range is a group
of cells that all touch one another and form a rectangle in shape. In
your example, B4:B9 is the range of cells to be added.
 A range reference consists of two cell references separated
by a colon, such as C3:G18. C3 is the upper-left cell in the
range and G18 is the lower-right cell in the range. A range
reference includes all cells within the range
.
Conditional statements (IF statements)
 IF statements test to determine if something is true or false.
If it is true, one action occurs. If it is false, a different action
occurs.
Aligning Text
 By default, Excel left-aligns text and right-aligns
numbers, but you can change the alignment of any cell.
The contents can be left aligned, right aligned, centred,
or justified. You can also centre the contents of a cell
across an entire range of cells.
 In the formatting toolbar, click on the icon for the type of
alignment you want. left align, centre, or right align
Merge Cells and Center Text
Charts
 Charts are graphical representations of numeric data. Charts make
it easier for users to compare and understand numbers, so charts
have become a popular way to present numerical data. Every chart
tells a story. Stories can be simple: "See how our sales have
increased" or complex: "This is how our overhead costs relate to
the price of our product." Whether simple or complex, the story
should be readily understandable. If you can't immediately
understand what a chart means, then it isn't a good chart
.
 Charts are constructed with data points, which are the individual
numbers in a worksheet, and data series, which are the groups of
related data points within a column or row. Before you can make a
chart you must first enter data into a worksheet. Excel comes
with a wide variety of charts capable of graphically representing
most standard type of analysis, and even some more exotic
numeric interpolations
.
UNDERSTANDING CHART TYPES
 Excel comes with a wide variety of charts capable of
graphically representing most standard types of data analysis,
and even some more exotic numeric interpolations. The type
of data you are using and presenting determines the type of
chart you will plot the data on. This chapter discusses some
of the most frequently used chart types. Excel has charts in
t h e
f o l l o w i n g
c a t e g o r i e s :
 Pie charts:
These work best for displaying how much each part contributes
to a total value. Pie charts can be exploded for greater visual clarity, or turned
into doughnut charts, which can represent more than just one set of data.
 Line and area charts: These show data points connected with lines, indicating upward or downward trends in value. Area charts show the area below a
line filled in. Both types can be combined with column charts to show more
d a t a
.
 Column and bar charts:
These compare values across categories, with
results presented vertically in column charts and horizontally in bar charts. The
composition of the column or bar can be stacked in more than one colour to
represent the contribution of each portion of a category's data to the total for
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 Specialty charts: Excel includes a number of charts suitable for presenting
scientific, statistical, and financial data. Scatter charts are used to present
experimental results. Surface and contour charts are good for presenting 3-D
and 2-D changes in data. Radar charts show data values in relation to a single
metric. Stock charts present values for between three and five series of data,
including open, high, low, close, and volume trading information.
.
Creating a Chart
 The easiest way to create a chart is by using the Chart Wizard.
Begin the charting process by selecting the data to be used in the
chart. With the exception of the chart's title, everything that
appears in the chart should be selected somewhere in the
worksheet. Make sure that the ranges you select are symmetrical:
if you select four labels in rows 9-12 of column A, select data
points from the other columns in rows 9-12. If you select labels in
columns A-D of row 5, then the data series you select should also
h e
i n
c o l u m n s
A - D .
 Note
:
 If you include blank rows or extra empty columns in your
selection, you'll have empty spaces in your chart. Remember that
you can hold the Ctrl key to select non-contiguous ranges of data.
If you select some cells you don't want to include, press Esc and
star t again.
:
Chart Wizard
 The Chart Wizard brings you
through the process of creating a
chart by displaying a series of dialog
boxes.
 Enter the data into the worksheet
and highlight all the cells that will be
included in the chart including
headers

Click the Chart Wizard button on
the standard toolbar to view the first
Chart Wizard dialog box.
 Chart Type-Choose .the Chart type
and the Chart subtype if necessary

Chart Source Data – Select the data
range (if different from the area
highlighted in step 1) and click Next.

Chart Options – Enter the name of the
chart and titles for the X- and Y-axes.
Other options for the axes, grid line,
legend, data labels, and data table can be
changed by clicking on the tabs. Press
Next to move to the next set of options.
Chart Location- Click As new sheet if the
chart should be placed on a new, blank
work sheet or select As object in if the
chart should be embedded in an existing
sheet and select worksheet from the
d r o p - d o w n
m e n u .
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Click Finish to create the chart.