PHẠM QUANG DŨNG, PhD.
Dept. of Computer Science
Faculty of Information Technology
Hanoi University of Agriculture
Website: www.hua.edu.vn/khoa/fita/en/pqdung
Outline
 The Ribbon
 Getting started
 Formulas and Functions
 Managing lists
 Charts
1. The Ribbon
 Home tab
 Insert tab
 Page layout tab
 Formulas tab
 Data tab
 Review tab
 View tab
 Self-study
2. Getting started
 Entering data
 Selecting ranges
 Adjusting Column width / Row height
 Wrapping texts
 Merging/Splitting cells
 Formatting cell borders
 Formatting numbers
Entering data
Click the cell where you want to enter data
2. Type the data in the cell
1.
Texts  align left automatically
 Numbers  align right, use “.” before decimal places
 Dates  in m/d/yy format, align right
 Hours  in h:m:s format, align right
Note: use ’ before a number to fix it as a text
Eg:
’04.38262625

3. Press enter or tab to move to the next cell
Automatically fill data
… to quickly fill in several types of data series (numbers,
dates, months)
1. Enter the first 2 values, then select the two cells
2. Move the cursor to the small black square in the lowerright corner
3. Click and hold the mouse then drag the fill handle across
the cells, horizontally or vertically.
Selecting ranges
… to format/copy/move.
 Click the first cell in the range, and then drag to the
last cell
 Hold the Ctrl key to select discrete ranges
 Click the column heading to select the whole column
 Click All button to select all cells.
Adjusting Column width / Row height
Column width:
 Place the cursor on the line between
two columns.
 Drag the boundary on the right side of the column
heading until the column is the width that you want.
 or double click to fit column contents automatically
Wrapping texts
1.
Click the cell in which you
want to wrap the text.
2. On the Home tab, in the
Alignment group, click
Wrap Text.
Merging/Splitting cells
Select the range.
2. On the Home tab, in the Alignment group, click
Merge and Center.
1.
Formatting cell borders
1. Select the range
2. Go to the Home tab, in the Font group
3. Click the arrow next to Borders
4. Click on the border style you would like
 Task:
Formatting numbers
1. Click the cell(s) containing the numbers,
2. On the Home tab, in the Number group,
click the arrow next to the Number
Format box,
3. Click the format that you want.
 For more detail, choose More Number
Formats…
 Task: Try to format DOB column to be
displayed in dd/mm/yy style.
Print Preview and Print
 From Quick Access Toolbar
3.Formulas and Functions
 Introduction to Formulas
 Frequently used Functions:
 AND, OR
 LEFT, RIGHT
 SUM, AVERAGE, MAX, MIN, COUNT
 DSUM, DAVERAGE,…
 IF, SUMIF, COUNTIF
 VLOOKUP, HLOOKUP
Introduction to Formulas
 Always starts with an equal sign (=)
 The rest can contain:
 Functions, e.g. PI(), TODAY()
 Cell references, e.g.
A1, A1:B5
 Constants, e.g. 10, 3.14
 Operators:
+, -, *, /, ^
 Parentheses
()
 E.g.
=(A1+A2)*2
=PI()*A1^2
=SUM(A1:B5)/100
Copy a formula
 HOW?
 Using the Fill Handle: the same as filling data
automatically
 Using traditional copy & paste
Referencing cells in Formulas
 Relative references
 E.g.
A1
A1:B10
 Used by default
 Changed appropriately when you copy the formula
 Absolute references
 E.g.
$A$1 $A$1:$B$10
 Retained when you copy the formula
 Press F4 to change a Relative ref. to Absolute ref.
 Mixed references
 E.g.
$A1 A$1
Create a formula without function
 WHERE? At a cell OR at the Formula bar
 HOW?
 Select the cell in which you want to create the formula
 Type the formula in from your keyboard,
(you should) insert a cell reference by clicking your
mouse on that cell.
 Hit the ENTER key to finish
Functions
 Structure: Function_name(arg1, arg2,…,arg_n)
 Some functions have no args.
 E.g.
TODAY(),
PI()
 A string inside must be enclosed by a “ ” couple
 A function can be nested in another one
 E.g.
IF(AND(A1>=8,A2<>“Kinh”),1000,0)
Insert a function
 WHERE?
Formulas tab OR Insert Function button
 HOW?
 Select the function
 Enter the arguments
 enter a range by clicking then dragging the cursor over the range.
 Press ENTER
 You can, of course, type the whole function in
Frequently used Functions
 AND(arg1, arg2,…, arg_n): a logic function,
returns True only if all of args are True.
Each arg. can be a logic constant/expression.
E.g. =AND(B3>=23,B3<25)
 OR(arg1, arg2,…, arg_n): returns False only if all
of args are False.
E.g. =OR(D3>=25,D3<23)
Frequently used Functions (2)
 LEFT(“a string”,[n]):
 returns n characters from the left. n = 1 by defaul.
=LEFT(“Gia Lâm – Hà Nội”,7)
returns “Gia Lâm”
 E.g.2:
=LEFT(A1)
returns the leftmost character of the string in A1 cell
 RIGHT(“a string”,[n]):
 returns n characters from the right.
 E.g.
=RIGHT(“Gia Lâm – Hà Nội”,6)
returns “Hà Nội”
 MID(“a string”,m,n): returns n characters from the mth position.
 E.g.1:
Frequently used Functions (3)
 SUM(num1,num2,…,num_n):
returns the sum of all args.
each arg. can be a constant/
cell ref./range ref.
 AVERAGE(num1,num2,…,num_n):
returns the average of the args.
Frequently used Functions (4)
 MAX(num1,num2,…,num_n): returns the greatest value.
 MIN(num1,num2,…,num_n): returns the smallest value.
Frequently used Functions (5)
 COUNT(arg1, arg2,…, arg_n):
 returns the number of non-text args.
Ví dụ 1
Ví dụ 2
Frequently used Functions (6)
 IF(logical_test,value_if_true,[value_if_false]):
 returns value_if_true if logical_test is True
 otherwise, returns value_if_false
E.g. =IF(A3>=5,“Pass”,“Fail”)
 IF can be nested in another IF.
Result:
- if Điểm ≥8 then Học bổng = 240,
- Otherwise:
if Điểm  [7,8) then HB = 120,
otherwise (when Điểm <7) then
HB = 0.
Frequently used Functions (7)
 SUMIF(range,“criteria”,sum_range):
 Returns the sum of the values within the sum_range that have
corresponding items in range satisfying the criteria
 E.g. Calculate sum of interest (sum_range) of the items whose
capital (range) is greater than 160 (criteria)
 You needn’t to use “=” sign in case of equal criteria

E.g.
=SUMIF(B2:B5,“200”,C2:C5)
Frequently used Functions (8)
 COUNTIF(range,“criteria”): returns the number of
cells within the range that match the criteria.
E.g. 1
E.g. 2
Task
 Fill in the Result column: Pass or Fail based on Mark >= 5 or not.
 Scholarship: 240000 if Mark >= 8
120000 if 7<= Mark <8
0
if Mark < 7
 Use IF function to classify students to XS, Giỏi, Khá, TB, Yếu, Kém.
 Count the number of students who got scholarship.
 Calculate the sum of scholarship whose Mark >=8.
Frequently used Functions (9)
 VLOOKUP(lookup_value,table,col_index_num,[1/0]):
 Vertically looks for lookup_value in the leftmost of the table, and
then returns a value in the same row from the col_index_num.
VLOOKUP – important notice
 VLOOKUP(lookup_value,table,col_index_num,[1/0]):
 Use absolute reference for table to make it retain when you
copy the formula.
 Usage of the 4th argument:


If it is set as 1 (or True) or is omitted:

finds an approximate match: If an exact match is not found, the next
largest value that is less than lookup_value is returned

the values in the first column of the table NEED to be sorted in ascending
order
If it is set as 0 (or False):

finds an exact match

the values in the first column of the table DO NOT NEED to be sorted
Frequently used Functions (10)
 HLOOKUP(lookup_value,table,row_index_num,[1/0]):
 Horizontally looks…
Database functions
 DSUM, DAVERAGE, DMAX, DMIN, DCOUNT
 Function_name(database,“field”,criteria_range):
handles the numbers in the field (column) of the records in
the database that match the criteria.
 E.g.
=DSUM(A4:E10,“Profit”,A1:F2)
 The 2nd arg. can be replaced by its column_index_number in
the database.

E.g.
=DSUM(A4:E10,5,A1:F2)
Examples of Criteria ranges
You should COPY column’s
heading from original list
to Criteria range!
In the same row -> AND
In the different row -> OR
DSUM
Headings
MUST be
the same
DMAX
DAVERAGE
DCOUNT
4. Managing lists
 Sorting data
 Subtotals
 Filtering data
Sorting data
 Sorts alphabetically or numerically by some fields
 HOW?
 Choose the database to be sorted
 Menu Data – click Sort button
 Select the fields, what to sort on, sort order… then press OK
The upper has a higher
priority:
The lower field is
sorted locally in the
rows whose upper
field’s values are equal
Example result
sorted A to Z
locally
Subtotals
 Can sum numeric data, find the highest/lowest values
and averages, count the number of rows in a group.
 HOW?
 Sort the list by the field you want to have groups
 Menu Data – click Subtotal button
 Select the grouped field, function to
use, fields to add subtotal to.
 Press OK
Example result
Filtering data: auto or advanced
 Auto-filter:
 Select the list
 Menu Data, click Filter button
 Select the drop down arrows from the columns
you want to filter data

Tick/Untick to make sure the values you wish to be
seen are Ticked, click OK; or

Click Number Filters (or Text Filters,…) to choose an
submenu item
AutoFilter: Custom Filter…
 Here you can make AND/OR conditions on 1 column.
 E.g. Filter the list where NS99  [1300,1600)
 !!! Note that AutoFilter cannot solve OR conditions
between 2 or more fields.
Advanced Filter
 Need to create Criteria range
 Select the list
 Menu Data, Sort & Filter frame, click Advanced
5. Charts
 Creating
 Formatting
 Changing the chart layout
 Changing the chart design
Creating a chart
 Select data range
 Menu Insert, choose an appropriate type from a chart
category (column, line, pie, etc.)
 An initial chart appears; we will modify it later…
 Here we mention 4 most common used types:
1.
3-D Clustered Column
2.
Line with Markers
3.
Pie in 3-D
4. XY Scatter with Smooth Lines and Markers
Attention
 With Column, Line, and Pie charts
 selecting data: should choose an addition field for data
label, usually a Name field.
 legend: keep it
1800
1600
1400
1200
1000
Ns 98
800
Ns 99
600
400
200
0
N1
N2
N3
N4
N5
N6
T1
T2
T3
Attention
 With XY chart:
 Shows the correlation between X and Y - the same as you
draw chart for y = f(x) function at high schools
 Don’t choose any addition field, just 2 needed fields
 The first field will be X, the second one will be Y, of
course 
 The 2 fields need to be sorted by the 1st field (ascending
or descending) before you create the chart.
 Should remove default legend
NO
YES
Formatting chart’s elements
 Axes, data series, walls, chart area, etc.
 How?
 right click on the element you want,
 choose Format… at the end of context menu
Changing the chart layout
 Choose the created chart
 Click menu Chart Tools/Layout
 You can
 insert chart title, axis titles, data labels
 change legend’s position
 insert shapes, text box
 add trendline
Changing the chart’s design
 Choose the created chart
 Click menu Chart Tools/Design, you can:
 Chang chart type
 Switch Row/Column
 Re-select data
 Change chart style