MS. EXCEL 2007
Muhammad Qasim Rafique
qasim@hcc.edu.pk
Outline
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Convert Text to Column
Concatenation by
-
-
FUNCTION
FORMULA
Spilt a Work Sheet
Freeze / unfreeze column & rows
Common Errors
Absolute, Relative & Mix Cell Reference (F4)
Referencing cells from another work sheet or workbook
How to Remove Duplicate
Formula auditing Group (Trace Precedent/Dependent/show formula etc.)
Remember Your Actions (Watch Window)
Filtering Data in MS. Excel
Entering Data in a Sheet
Lower , Upper and Proper Functions
Merge Cells
Create , Open & Save a Work Sheet/Workbook
Excel Sheet Limitations (How many rows/columns etc. )
Convert Text to Columns
Full name
First name
Last name
Syed Abbas
Syed
Abbas
Molly Dempsey
Molly
Dempsey
Lola Jacobsen
Lola
Jacobsen
Diane Margheim
Diane
Margheim
Select the range of data (one column cells at a time) that you want to convert.
On the Data tab, in the Data Tools group, click Text to Columns.
In Step 1 of the Convert Text to Columns Wizard, click Delimited, and then
click Next.
In Step 2, select the Space check box, and then clear the other check boxes
under Delimiters.
The Data preview box shows the first and last names in two separate
columns.
-for more info…
Convert Text to Columns
Click Next.
In Step 3, click a column in the Data preview box, and then click
Text under Column data format.
Repeat this step for each column in the Data preview box.
If you want to insert the separated content into the columns next to
the full name, click the icon to the right of the Destination box, and
then select the cell next to the first name in the list
-for more info…
How convert columns into single column or concatenation
the Concatenate function allows you
to join 2 or more strings together.
TWO METHODS:
1. BY FORMULA
2. BY FUNCTION
=A1:A5& " " &A1:A5
=CONCATENATE(A1:A5,B1:B5)
=CONCATENATE(A1:A5" ",B1:B5)
Convert one or more
columns into one
column. (using
formula, and function)
Split a Worksheet
You can split a worksheet into multiple resizable panes for
easier viewing of parts of a worksheet. To split a worksheet:
Select any cell in center of the worksheet you want to split
Click the Split button on the View tab
Notice the split in the screen, you can manipulate each part
separately
-for more info…
Freeze / unfreeze column & rows
You can select a particular portion of a worksheet to stay static
while you work on other parts of the sheet. This is accomplished
through the Freeze Rows and Columns Function. To Freeze a row
or column:
Click the Freeze Panes button on the View tab
Either select a section to be frozen or click the defaults of top row
or left column
To unfreeze, click the Freeze Panes button
Click Unfreeze
-for more info…
Common Errors
Common error messages, and their meanings, include:
##### The formula produces a result that is too wide for the
column
#DIV/0! The formula attempts to divide by 0 (a referenced cell
acting as a divisor may be empty, making its value 0)
#REF! The formula contains an invalid cell reference (a
referenced cell may not exist or deleted)
#VALUE The formula has the wrong type of data (a referenced
cell in an arithmetic formula may contain text)
#NUM The formula uses an invalid number (a referenced cell
may contain a value that produces too large, or too small, a result
to represent)
Absolute , Relative , Mix reference
Example
Mix References: We can also use $B10 (a mix cell
reference) instead of $B$10 ( a absolute cell reference ) to
produce same result because we just need column lock .
Relative References
In the example above, Row 8 contains Relative References. Excel has
automatically adjusted the copied formulas based on their location. For
example, by copying the formula =SUM(B3:B7) from cell B8 to cell C8,
Excel automatically adjusted it to read =SUM(C3:C7). The formula
becomes =SUM(D3:D7) after being copied to cell D8.
The formula has changed relative to its location.
Absolute References
In the example above, Row 9 contains constant or Absolute References.
The first part of the formula is not adjusted, despite its new location.
When the formula =$B$10-B8 was copied from cell B9 to cell C9, the
B10 reference was not changed, even though the B8 reference was. The
formula became =$B$10-C8. The constant or absolute reference to cell
B10 was made by placing a $ in front of the column and row designation,
in this case $B$10. Thus, no matter where the formula is copied, $B$10
stays the same. The formula becomes =$B$10-D8 after being copied to
cell D9. The $B$10 reference is constant, or absolute.
Relative Cell References
A reference that is adjust to cell new location is called relative
cell reference.
The most commonly used of the cell reference types is the relative
cell reference.
When you type a cell reference using just the column letter and row
number, you are using a relative reference. When a formula with a
relative reference in it is copied to a new cell, the reference “moves”
the same distance that the copied formula moves.
Example: A11
Absolute Cell References
A cell reference that is remain constant regardless of cell new
location is called absolute cell reference.
When writing a formula, the reference to a cell can be made
absolute (the formula will always refer to the same cell) by
prefixing the row and column with a $ character (secret code).(for
example: $B$2).
Mixed Cell References
A combination of relative cell reference as well as absolute cell
reference is called mix cell reference.
A mixed reference is typed with column letter and row number
with one dollar sign placed in front of either the letter or the
number
(Examples: $A5 and B$3). When a formula containing the
mixed cell reference $A5 is copied to a new location, it will
always refer to column A, but the row number will move the
same distance the formula moved. When a formula containing
the mixed cell reference B$3 is copied to a new location, it will
always refer to row 3, but the column letter will move the same
distance that the formula moved.
Toggling Between Relative, Absolute, and Mixed
References
Pressing the f4 key on your keyboard lets you toggle
between the different types of cell references. Pressing
the f4 key once changes a relative reference to an
absolute reference. As you continue to press the f4 key, it
toggles through the reference types (absolute, mixed,
mixed, relative, absolute, etc.). Press
the f4 just after you have typed a cell reference, or
position the cursor back on a cell reference you typed
previously, to use f4 to change the reference type for that
reference.
Referencing cells from another
work sheet or workbook
Referencing a Cell from Another Worksheet
Excel allows you to build formulas and functions that reference data
stored on different worksheets within the same Excel workbook. So
you can be on Sheet2, and refer back to a cell on Sheet1. When
referring to a cell on a different sheet, you type the name of the sheet
followed by an exclamation point (!) and then the column letter and
row number. If you are on Sheet2 and want to refer back to cell C4
on Sheet 1, the reference would look like this: =Sheet1!C4.
Referencing a Cell from Another Workbook
A cell reference to a different Excel workbook looks like
this: =[Book1]Sheet1!$E$8
How to remove duplicates in Excel 2007
Formula auditing Group
The formula-auditing tools are found in the command buttons
located in the Formula Auditing group on the Formulas tab of the
Ribbon. These command buttons include the following:
Tracing formula in excel - Precedents
Precedents are those cells on which
a formula is based.
Formula
auditing group
Select cellFormula Tab  Auditing Tools  Trace precedent
Tracing formula in excel - Dependents
Dependents are the reverse of
precedents.
Formula
auditing group
Note: A cell often serves as both a
precedent and a dependent.
Select cellFormula Tab  Auditing Tools Trace Dependents
Tracing formula in excel – show formula
To display all formulas in their cells in the worksheet
instead of their calculated values (just like pressing
Ctrl+`).
Formula
auditing group
Select cellFormula Tab  Auditing Tools  Show formula
Tracing formula in excel – Evaluate Formula
Sometimes, understanding how a nested formula (formula: A sequence of
values, cell references, names, functions, or operators in a cell that
together produce a new value. A formula always begins with an equal
sign (=).) calculates the final result is difficult because there are several
intermediate calculations and logical tests. However, by using the
Evaluate Formula dialog box, you can see the different parts of a nested
formula evaluated in the order the formula is calculated. For example,
the formula =IF(AVERAGE(F2:F5)>50,SUM(G2:G5),0) is easier to
understand when you can see the following intermediate results using
evaluate formula.
Tracing formula in excel – Remove arrows
Remove Arrows: Clicking this button (or the Remove Arrows option on
its drop-down menu) removes all the arrows drawn, no matter what
button or command you used to put them there. Click the Remove
Precedent Arrows option on the drop-down menu to get rid of the arrows
that were drawn when you clicked the Trace Precedents button; and
Remove Dependent Arrows to get rid of the arrows that were drawn
when you clicked Trace Dependents.
Tracing formula in excel – checking errors
Error Checking: When you click this button or the Error Checking
option on its drop-down menu, Excel displays the Error Checking dialog
box, which describes the nature of the error in the current cell, gives you
help on it, and enables you to trace its precedents. Click the Trace Error
option on this button’s drop-down menu to attempt to locate the cell that
contains the original formula that has an error. Click the Circular
References option on this button’s drop-down menu to display a menu
with a list of all the cell addresses that contain circular references in the
active worksheet.
Remember your actions– Watch Window
Watch Window: Clicking this button opens the Watch Window pane,
which displays the workbook, sheet, cell location, range name, current
value, and formula in any cells that you add to the watch list. To add a
cell to the watch list, click the cell in the worksheet, click the Add Watch
button in the Watch Window pane, and then click Add in the Add Watch
dialog box that appears.
How to Manage Range or cell Names in Excel
Range names are a name that you have previously assigned a group of
cells in Microsoft Excel 2007. If you have several range names in your
workbook, you will want to manage those names so you can easily add,
filter, edit or delete those range names. Keep reading to find out how
you can organize your range names in Excel.
Start Microsoft Excel and open an existing spreadsheet that contains
range names that you would like to manage, filter, edit, delete or create
additional range names.
Choose the "Formulas" tab to display the "Formulas" ribbon. Click the
"Name Manager" button to open the "Name Manager" dialog box.
Click the "New" button in the "Name Manager" dialog box to open the
"New Name" dialog box. In this dialog box, you can provide a name,
scope, comment, and cell reference for the new range name that you
create.
Note: we can also assign names to cell or range from formula bar name
box.
Functions
Functions
=UPPER(A1)
=LOWER(A1)
=PROPER(A1)
=pi() write in any cell or
use in function , always
produce value of pi.
=rand() use to generate
a random number.
Filters in ms excel
Filters allow you to show rows of data based on the content of
cells and conditions applied to them.
Microsoft Excel worksheets with many columns and hundreds or
even thousands of rows can be very cumbersome to navigate and
analyze. A quick and easy way to get around this challenge is to
filter data in the worksheet.
But require.1. insert heading 2. no blank rows or columns
Insert headings: In the row directly above the data, enter a
heading for each column. In the example shown here, the data
starts in row 2 of the worksheet, and the headings are in row 1.
No blank rows or columns: You can leave blank cells in a row or
column but make sure that there are no completely blank rows or
columns within the database.
Filters in ms excel
Excel 2007 contain
open workbooks as computer storage worksheet
rows 1048576
workseet columns 16,384
cell characters 32767
print preview pages 65556
header and footer 255 characters
undo levels 100
functions arguments 255
nested functions 64
point 1/72 inch
Merge Cells
To merge cells select the cells you want to merge and click
the Merge & Center button on the Alignment group of the
Home tab. The four choices for merging cells are:
Merge & Center: Combines the cells and centers the contents
in the new, larger cell
Merge Across: Combines the cells across columns without
centering data
Merge Cells: Combines the cells in a range without centering
Unmerge Cells: Splits the cell that has been merged
Create a Workbook
To create a new Workbook:
Click the Microsoft Office Toolbar
Click New
Choose Blank Document
If you want to create a new document from a template,
explore the templates and choose one that fits your needs.
Save a Workbook
When you save a workbook, you have two choices: Save or Save As.
To save a document:
Click the Microsoft Office Button
Click Save
You may need to use the Save As feature when you need to
save a workbook under a different name or to save it for earlier
versions of Excel. Remember that older versions of Excel will
not be able to open an Excel 2007 worksheet unless you save it
as an Excel 97-2003 Format. To use the Save As feature:
Click the Microsoft Office Button
Click Save As
Type in the name for the Workbook
In the Save as Type box, choose Excel 97-2003 Workbook
Open a Workbook
To open an existing workbook:
Click the Microsoft Office Button
Click Open
Browse to the workbook
Click the title of the workbook
Click Open
Entering Data
There are different ways to enter data in Excel: in an active cell
or in the formula bar.
To enter data in an active cell:
Click in the cell where you want the data
Begin typing
To enter data into the formula bar
Click the cell where you would like the data
Place the cursor in the Formula Bar
Type in the data