EXCEL – GETTING STARTED
When you first open excel, a blank worksheet will appear containing columns (letters)
and rows (numbers)
Items located on worksheet:
Menu Bar – File, Edit, View, etc.
 Toolbars – Icons which perform certain operations when selected
o By holding your cursor over the Icon, you can display the appropriate
Excel command
 Cell Name box – Displays current cell address
 Cell Address – Cell pointer highlights active cell
 Sheet tabs – Sheet 1, Sheet 2, etc
 Status bar – at bottom of Excel window
Each cell of worksheet has a unique address which is the intersection of a column and a
row
Each Excel worksheet contains 256 columns and 65,536 rows
There are various ways to move around in a worksheet including:
 Arrow keys
up-down-left-right
 Ctrl + Home
To Cell A1
 Page Down
Down one screen
 Page Up
Up one screen
Keep numbers and works separate – otherwise Excel takes them all to be works
DOING FORMULAS IN EXCEL
The Basic Principles
1. Formulas can use cell references as variables (e.g., =A1+B2 means the value at
cell A1 is added to the value at cell B2).
2. The formula automatically recalculates the results when you change any of the
values (ie the data) that the formula uses.
3. A formula must begin with = equals sign.
4. If a formula uses a function, it must begin with = equals sign, followed by a
function name, followed by the function’s arguments in brackets.
5. Excel processes the operators in the formula in a particular order, starting from
the top. Order of operations: If a formula contains multiple calculations, Excel calculates the
parts of the formula in this order: calculations in parentheses, then percentages, then
exponentiation, then multiplication and division, then addition and subtraction, always moving
from left to right. Use parentheses to force Excel to do the calculations in the order you want. For
example = 3+4*2 will display 11, since Excel would do the multiplication first, while = (3+4)*2 will
display 14.
Operator
()
What it does
brackets
Example
=(A2+B2)*C2 or
=(A4+(B4-C4))*D4
Arithmetic Operators
negation
%
percent
Displays numbers as a fraction of 100
^
*
/
+
-
exponentiation (raising a number to a
power)
multiplication
division
addition
subtraction
Text Operators
&
text joining
-10
=80*25% is equivalent to
=80*25/100 or
=80/4
=20^2
=A2*B2
=A2/B2
=A2+B2
=A2-B2
="dogs" & "cats" produces
dogscats
Comparison Operators
=
equal
>
greater than
<
less than
>=
greater than or equal to
<=
less than or equal to
<>
not equal to
A1>25
A1<25
6. Use parentheses (round brackets) to alter the order in which Excel processes
operators. Excel calculates the expression in brackets first, then uses the results
to recalculate the formula. For example:
=2+4*5
produces
22
=(2+4)*5
produces
30
7. There is a difference between the display of figures and the figures used for
calculation, eg 25.6456 is the figure used for calculation even though in currency
format Excel displays $25.65
Logical Functions
A function is a predefined formula that performs a particular type of computation. All
you have to do to use a function is supply the values that the function uses when
performing its calculations; these are the arguments of the function.
SUM, COUNT, MAX, AVERAGE are all examples of functions. The function IF is a
logical function.
A logical function can only return one of two possible results: TRUE or FALSE. For
example:
=A1<25 produces the logical value TRUE if cell A1 contains a value less than 25
(otherwise the formula produces the logical value FALSE).
The IF function is frequently used because it can test for a particular condition in the
worksheet and use one value if the condition is true and another value if the condition
is false.
=IF(logical_test, value_if_true,value_if_false)
For example:
=IF(B2>=1000)
The IF condition is TRUE if B2 contains a value of 1000 or larger; the condition is
FALSE if the value in B2 is less than 1000.
You can have the IF function enter text. Text must be enclosed in quote marks. For
example:
=IF(B2>=100000, "Book the cruise tickets!","Tidy the house - we're staying
home!")
If you want Excel to put the value of 100 in the cell when B2 contains a value greater
than or equal to 1000, but you want 50 in the cell if the B2 value is less than 1000, the
formula is:
=IF(B2>=1000,100,50)
If you want Excel to put 10% of the value in B2 in the cell when B2 contains a value
greater than or equal to 1000, but only 5% of the value when B2 is less than 1000, put
=IF(B2>=1000,B2*10%,B2*5%)
References
A range of cells (for example, A1:A10):

Uses a full colon to create one reference to all the cells in between and including
the two end references in block.
Individual cells (for example, B4,D4):

Uses a comma. Often used in the arguments of a function.
For example:
=SUM(A2,F5)
Other sheets in a workbook:

To refer to other sheets in a workbook, either click and select, or type:
The name of the worksheet, then an exclamation mark (to separate sheet
reference from cell reference), then the cell reference.
For example:
=Sheet2!A1
Spanning two or more sheets in a workbook

To sum a range of cells that span two or more sheets in a workbook:
=SUM(Sheet2:Sheet6!$A$2:$C$5)
Relative References
Excel adjusts the cell references and copies in a formula relative to the direction of the
copying.
If the original formula in B9 is =SUM(B3:B8), when Excel copies the original formula
next door to C9 it changes the formula to =SUM(C3:C8).
All new formulas naturally contain relative cell references unless you specify
otherwise.
Absolute References
There will be times when you want to compare a range of values to a single value (for
example, where you want to compute what percentage each part is to the total).
Start your formula and select the cell first, then press F4 (or type $ before the column
number and the row number).
For example:
=B9/$E$12
Then you can AutoFill the formula to other cells.
A List of Some Useful Functions
Function
Average
What it does
The average of the values.
Count
Counts the number of cells that contain
numbers and numbers within the list of
arguments. Use COUNT to get the number
of entries in a number field in a range or
array of numbers.
The largest value.
The smallest value.
Returns the number 3.14159265358979,
the mathematical constant Pi, accurate to
15 digits.
Max
Min
Pi
StDev
Sum
Today
Var
An estimate of the standard deviation of a
population, where the sample is all of the
data to be summarized.
The sum of the values. This is the default
function for numeric source data.
Today’s date.
An estimate of the variance of a
population, where the sample is all of the
data to be summarised.
Example
=AVERAGE(A1:A7)
Returns the average value
of the cells in the range A1
to A7.
=COUNT(A1:A7)
Returns the number of cells
in the range A1 to A7
containing numerical values.
=MAX(A1:A7)
=MIN(A1:A7)
=PI()*(E7^2)
Calculates the area of a
circle where the radius is
stored in cell E7.
=STDEV(A1:A7)
=SUM(A1:A10)
=TODAY()
=VAR(A1:A7)
COPYING IN EXCEL
Copying From One Cell to Another Cell
1.
2.
3.
4.
5.
Select cell B8.
Choose Copy from the Edit menu.
Excel places a marquee around the cell.
Select cell B13 and choose Paste from the Edit menu.
Your company workbook should look as follows:
6. Press the Escape key on your keyboard to cancel the marquee.
7. Select cell B13. The formula should be =B11+B12 or =SUM(B11:B12). That is
the formula has summed the two cells directly above cell B13.
8. Your company workbook should look as follows:
9. Save your work before proceeding.
You now know how to copy a formula from one cell to another. Next, in order to
duplicate the Qtr. heading across columns C through E, you will make a copy from one
cell to several other cells.
Copying From One Cell to Several Cells
1.
2.
3.
4.
5.
Highlight cell B4
Choose Copy from the Edit menu.
Highlight the range C4:E4.
Choose Paste from the Edit menu.
Press the Escape key to remove the marquee.
When you copy a formula from one cell (the source) to additional cells (the targets),
Excel adjusts the cell references included in the formula. The adjustment is equal to the
number of rows or columns the target cell is distant from the source cell. In the
examples given in the tables below, the formula in the source cell C4 was copied to
target cells E4 (increased column references by 2), C6 (increased row references by 2)
and E6 (increased both row and column references by 2). This type of cell reference is
called a “relative (dynamic) cell reference”.
4
C
= A1+B2+C3
D
E
= C1+D2+E3
5
6
= A3+B4+C5
= C3+D4+E5
Comment
Letters change when you copy a
formula into a different column.
Numbers change when you copy a
formula into a different row.
A dollar sign in a formula means 'don't change the'. Excel reads the dollar sign
when a formula is copied. If it doesn't see a dollar sign it adjusts the row or column
reference. Use a dollar sign in a formula when you want to create a set of formulas that
will always refer to either one specific row: A$1, or one specific column: $B2. These
are called Mixed Cell References. If formulas should always refer to a particular cell,
use two dollar signs: $C$3. This is called an Absolute Cell Reference.
When a formula containing a dollar sign is copied to another cell, the row or column of
the cell address marked with the $ will not change. You can combine absolute, mixed,
and relative cell references in a single formula. The dollar sign does not change the
resulting value of the formula in any way. For example, both = A1+B2 and = $A$1 +
$B$2 display exactly the same output.
In the following table, the formula in cell C4 was copied into other cells. Observe which
row and column numbers changed and note the effect of the dollar signs.
4
5
6
C
= A$1+$B2
= A$1+$B4
D
E
= C$1+$B2
= C$1+$B4
Comment
Notice that only the A and the 2
(in cell C4) change. Because of
the $ symbol, the others don’t
change.
RENAME A SHEET
To rename a worksheet in Excel, place your mouse over the sheet that you wish to
rename and right-click.
When the popup menu appears, select Rename.
Enter the new name for the sheet. In this example, we've renamed Sheet1 to Example.
WRAP TEXT IN A CELL
Select the cells that you wish to wrap text in.
Right-click and then select "Format Cells" from the popup menu.
When the Format Cells window appears, select the Alignment tab. Check the "Wrap
text" checkbox.
Now when you return to the spreadsheet, the selected text should be wrapped.
DRAW A BORDER AROUND A CELL
Select the cells that you wish to draw the border around.
Right-click and then select "Format Cells" from the popup menu.
When the Format Cells window appears, select the Border tab. Next select your line
style and the borders that you wish to draw. In this example, we've chosen a double line
across the bottom and a single line on the top and sides.
Now when you return to your spreadsheet, you should see the border, as follows:
CHANGE THE FONT IN A CELL
Select the text that you wish to change the font for. This can either be the entire cell or
only a character in the cell.
In the toolbar at the top of the screen, select your new font.
Now, the text that you selected should appear in the chosen font.
CHANGE THE FONT SIZE IN A CELL
Select the text that you wish to change the size of. This can either be the entire cell or
only a character in the cell.
In the toolbar at the top of the screen, select your new size. The size option is usually to
the right of the Font option in the toolbar.
The selected text should now reflect this new font size.
CHANGE THE FONT COLOR IN A CELL
Select the text that you wish to change the color of. This can either be the entire cell or
only a character in the cell.
In the toolbar at the top of the screen, click on the font color button.
Select the color from the popup window.
In this example, we've chosen to change the font color to red.
FORMAT DISPLAY OF TEXT IN CELL(IE: NUMBERS, DATES, ETC)
Select the cells that you wish to format.
Right-click and then select "Format Cells" from the popup menu.
When the Format Cells window appears, select the Number tab. In the Category list
box, select your format. A sample of your text will appear on the right portion of the
window based on the format that you've selected.
In this example, we've chosen to format the content of the cells as a currency number.
CENTER TEXT ACROSS MULTIPLE CELLS
Select the cells that you wish to center the text across.
Right-click and then select "Format Cells" from the popup menu.
When the Format Cells window appears, select the Alignment tab. Click on "Center
Across Selection" in the drop-down box called Horizontal.
Now when you return to your spreadsheet, you should see the text centered across the
cells that you selected.
INSERT A NEW ROW
Select a cell below where you wish to insert the new row.
Right-click and select "Insert" from the popup menu.
When the Insert window appears, click on the "Entire row" selection and click on the OK
button.
A new row should now be inserted above your current position in the sheet.
DELETE A ROW
Select a cell in the row that you wish to delete.
Right-click and select "Delete".
When the Delete window appears, click on the "Entire row" selection and click on the
OK button.
The row should now be deleted.
INSERT A NEW COLUMN
Select a cell to the right of where you wish to insert the new column.
Right-click and select "Insert".
When the Insert window appears, click on the "Entire column" selection and click on the
OK button.
A new column should now be inserted to the left of your current position in the sheet.
DELETE A COLUMN
Select a cell in the column that you wish to delete.
Right-click and select "Delete" from the popup menu.
When the Delete window appears, click on the "Entire column" selection and click on
the OK button.
The column should now be deleted.
CREATE A COLUMN/LINE CHART WITH 8 COLUMNS AND 1 LINE
How can I make a column/line chart. I have 8 rows that I would like graphed in columns
and 1 row that I would like on the same graph but in the form of a line. I have tried using
the chart wizard, custom chart type called "Line - Column". This format, however, only
allows 5 rows of data to appear in the form of columns. Then the rest of the data will
default in to the form of lines. Is there a way to prevent this from happening?
The chart wizard in Excel is a good way to create the starting point for your chart.
However, you sometimes need to perform some formatting after your chart is created.
In this example, we want OSD1 through OSD 8 to appear as columns and POA to
appear as a line.
To do this, highlight the full chart and right-click. Select Chart Type from the popup
menu.
When the Chart Type window appears, select Column as the Chart type and click on
the OK button.
Now, in the chart, select the POA data series. A selection box should appear on all POA
column objects. Right-click and select Chart Type from the popup menu.
When the Chart Type window appears, select Line and click on the OK button.
Now when you view the chart, OSD 1 through OSD 8 should appear as columns and
POA should appear as a line.
COMMON ERROR MESSAGES
##### If you see rail road tracks, your column is too narrow. Solution - widen the
column.
#DIV/O! You are dividing by an empty cell or zero. Solution - fix the formula’s
denominator.
#REF! Your formula refers to a cell that no longer exists, due to a change in the
worksheet.
#NAME? Your formula contains text that Excel doesn’t recognize. Could have many
causes, usually a typo or missing punctuation in a formula. The solution to both #REF
and #NAME errors is to click the cell that displays the error, click the button that
appears
, and then click Trace Error if it appears.
A formula can not reference the cell it is located in; this will generate an error message.
You will see Circular followed by a cell reference in the area below the worksheet.