Information sheet for MS Excel 2007

1. What is Excel 2007?

MS-EXCEL 2007 program provides the automated business tool you need for your
data analysis, list keeping, summarizing data, and calculations as well as the
presentation tools you need for reporting results. The following are basic features of
Excel 2007.

Workbook: - A workbook is a Microsoft Excel 2007 file in which you work on.
Workbooks contain sheets such as worksheets, chart sheets, and macro sheets.

Worksheet: - A worksheet is a large planning form made up of columns and rows. You
store, manipulate, calculate, and analyze data such as numbers, text and formulas on
a worksheet.

Database: - You can conveniently sort, search, and manage a large amount of
information on a workbook, using standard database operations.

Chart: - A chart is a graphic presentation of worksheet. Values from worksheet cells,

or data points, are displayed as bars, lines, columns, and seen in the chart.

1.1. Starting Excel 2007

To start Microsoft Excel 2007:

Startall program Microsoft officeMicrosoft excel 2007

1.2. Screen Elements of Excel 2007

When you start Excel, you see the Application window, named Book1-Microsoft
Excel. This is a blank Book window, named Book 1. Usually, the window is maximized
and fills the whole screen. When the window is maximized, three buttons namely:
minimize, restore and close buttons are displayed in the upper-right comer of the
screen.

 Title bar: -It is Upper bar and contains the name of application windows,
workbook name, different buttons like (save button, undo buttons, Redo
button and etc) and control menu like minimize, maximize/restore and close
button used to control windows.
 Microsoft Office Button: - The File menu of word 2007 has been replaced
with the Microsoft Office Button. We can gate new, open, save, and etc
commands on the Microsoft office button.
 Menu bar: - Contains seven menus. Menu bare contains menus lake Home,
Insert, page layout, formula, data, Review and View. Each menu contains
different buttons.
 Formula Bar: - This bar contains the Name box, the Cancel and Enter button,
the function wizard button, and the wide bar for editing purposes.
 Column Letter: A worksheet consists of 18,278 columns. Form latter “A”-“B”.
 Row number: A worksheet is made up of 10, 48,576 rows along the left
margin of the worksheet.

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 Cell pointer: An active cell in the worksheet is indicated by the cell pointer.
The name box, on the formula bar, displays the reference of the active cell.
 Sheet tabs and Scroll buttons: These are used to display sheets and scroll
through sheets.
 Status bar: this bar tells you what pages and line you are currently used on
and show the total number of pages.
 View buttons: - There are three view buttons located in the lower-Right
corner of the application window, used to change the way your sheet is
displayed on screen. By default, excel uses Normal view.
 Zoom slider: - You can zoom in to get a close-up view of your Worksheet or
zoom out to see more of the page at a reduced size. You can also save a
particular zoom setting with a document or template.
 Scroll bar: - There are two scroll bars, Vertical and Horizontal. Used to
navigating inside windows

Minimize
Maximize
Microsoft Office Title Bar Menu Bar Close

Cell pointer

Column latter
Scroll bars
Row Number

Scroll buttons
View button
Sheet tab
Status bar
Zoom slider

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1.3. Exiting Excel 2007

When you finish working with Excel, you need to exit by closing its windows.
1. Click the Close button in the upper right corner of the Excel Window
Or
2. Choose Microsoft button, click on Close command

2. Creating and managing a workbook

2.1. Workbook and Worksheet In Microsoft Excel, a workbook is a file in which you
work and store your data. Because each workbook can contain many sheets, you can
organize various kinds of related information in a single file. A worksheet, also called a
spreadsheet, is the primary document you use to store and manipulate data.

2.2. Creating a New Workbook

Click on Microsoft button New in the New Workbook dialog box clicks on Blank
workbook Create bottom.

2.3 Moving around a Worksheet

The names of the sheets appear on tabs at the bottom of the workbook window. To
move from sheet to sheet, click the sheets tab. When you click a tab that worksheet
becomes active. By default three new worksheets are automatically created in a new
workbook
To move the sheet, click and hold the mouse button on the sheet tab and drag the
sheet. We can also insert new worksheet Insert new worksheet and you can rename
the worksheet by right click on worksheet tab and rename.

2.4 Saving a Workbook

When you finish working with Microsoft Excel, save your document before you close
it. There are two commands on the Microsoft button that you can use to save a
document: Save As and Save. Use the Save As command to save your document for
the first time and give it a name. Use the Save command to save changes to an
existing document

To save a new/existing document as a new document:

To save new work book:
Click on Microsoft buttonsave as write workbook name save.
To save exiting work book:
Click on Microsoft button save.

2.5 Entering Data

You can enter constant values and formulas in a worksheet. A constant value is
data that you directly enter into a cell: it can be a numeric value, including a date or
time, or it can be text. A formula is a sequence of constant value, cell references,
names, functions, or operators that produce a new value from existing values.
Formulas always begin with an equal (=) sign.

To enter data in a cell:

Click the cell  Type the data

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2.6. Opening an Existing Workbook

Click on Microsoft button Open  Select the document you want to open 
open

3. Editing a worksheet
3.1. Scrolling through a Worksheet
Before carrying out most commands and tasks in Ms-Excel, you must first scroll
through the worksheet and move to a particular area. The following is a summary of
actions used to scroll through the active worksheet.

 To scroll through one row or column at a time. Click the arrow at either end of
the vertical or horizontal scroll bar.
 To scroll through one window vertically or horizontally, click in the scroll bar
on either side of the scroll box.
 To scroll to a general location, drag the scroll box to a position in the scroll bar
corresponding to the general location you want.
 To go from first row to the last row in the worksheet press CTRL and down
arrow. Similarly to go from first column to the last column press CTRL and
right arrow.

3.2. Selecting Cells

Selection consists of the highlighted item on your worksheet that will be affected by
the next command or action. A worksheet selection can be a cell, a range of cells, an
object, or characters in the formula bar. The active cell in the selection is surrounded
with a heavy border.

To select range of cells:

Click one of the cells and drag it down, up, right or left.

To make a non adjacent selection:

Select one row or column of cells(row(s) number) or column(s) letter and press CTRL
key and select another none-adjacent row of cells (row(s) number) or column(s) letter.
 To select an entire row or column, click the row or column heading (the
mouse pointer changes to right or downward pointing black arrow at the
headings)
 To select many rows or columns, drag though the row or column headings
 To select the entire worksheet, click the Select All button to the left of the
column headings(at the intersection of column and row heading)
 To select a single cell, just click it. This cell is called the active cell.

3.3. Moving Data

Moving cells is like physically cutting out the cells and transferring them to a new
location either on the same worksheet or on a different worksheet.

To move and replace cells with the cut and paste commands:

Select the cell or cells you want to move select Home tabclick on Cut
command select new locationfrom home tab click on past.

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3.4 Copying Data

Copying cells duplicates the cells and pastes them into another location – either on the
same worksheet or on a different worksheet. When you copy the cells, Ms-Excel copies
the cell contents, the cell formats, and any notes attached to the cell.

Copy only values, formulas, comments, or cell formats

Instead of copying entire cells you can copy specified contents from the cells – for
example, you can copy the resulting value of a formula without copying the formula
itself.

Select the cells you want to copy Select Home tab click on Copy button select
new Cell  Select Home tab  form past button click on Paste Special command
Click one option under Paste Ok.

3.5. Insert or delete cells, rows, and columns

You can insert blank cells above or to the left of the active cell (active cell: The selected
cell in which data is entered when you begin typing. Only one cell is active at a time.
The active cell is bounded by a heavy border.) On a worksheet (worksheet: The
primary document that you use in Excel to store and work with data. Also called a
spreadsheet. A worksheet consists of cells that are organized into columns and rows; a
worksheet is always stored in a workbook.), shifting other cells in the same column
down or in the same row to the right. Similarly, you can insert rows above a row and
columns to the left of a column. You can also delete cells, rows, and columns.

3.5.1. Insert blank cells on a worksheet

 Select the same number of cells as you want to insert On the Home tab, in
the Cells group, click the arrow next to Insert, and then click Insert Cells  in
the Insert dialog box, click the direction in which you want to shift the
surrounding cells.

3.5.2. Insert blank Rows on a worksheet

 Select the same number of rows as you want to insert On the Home tab, in
the Cells group, click the arrow next to Insert, and then click Insert Sheet
Rows.

3.5.3. Insert blank Column on a worksheet

 Select the same number of columns as you want to insert On the Home tab,
in the Cells group, click the arrow next to Insert, and then click Insert Sheet
column.

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3.5.4. Delete cells on a worksheet

 Select number of cells as you want to delete On the Home tab, in the Cells
group, click the arrow next to Delete, and then click Delete Calls

3.5.5. Delete Rows on a worksheet

 Select number of Rows as you want to delete On the Home tab, in the Cells
group, click the arrow next to Delete, and then click Delete Sheet Rows.

3.5.6. Delete columns on a worksheet

 Select number of Columns as you want to delete On the Home tab, in the
Cells group, click the arrow next to Delete, and then click Delete Sheet
columns.
3.6. Freezing Worksheet Titles

You can view two areas of a worksheet and lock rows or columns in one area by
freezing or splitting panes (pane: A portion of the document window bounded by and
separated from other portions by vertical or horizontal bars.). When you freeze panes,
you select specific rows or columns that remain visible when scrolling in the
worksheet.

To Freezing Rows

 Select the row below where you want the split to appear  On the View tab, in
the Window group, click Freeze Panes, and then click the Freeze panes.

To Freezing Column

 Select the column to the right of where you want the split to appear On the
View tab, in the Window group, click Freeze Panes, and then click the Freeze
panes.

To unfreeze rows or column

 On the View tab, in the Window group, click Freeze Panes, and then click the
unfreeze panes.

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4. Formatting worksheets

With Excel 2007 you can change the appearance of data in your worksheet by
changing the font, size, style, and color of data in a cell, text box, or button. You can
format numbers to designate currency amounts, percentages, decimals, scientific
notation or dates and times.

4.1. Formatting the Appearance of Data

To change the format of data using font group:

 Select the cell or range of cells you want to format  To format cell entries as
bold or italic, click the Bold or Italic tools on the form font group under home
tab and you can also change font, size, and color.

To change the format of data using format dialog box:

 Select the cell or range of cells you want to format on the home tab from font
group click on show format dialog select font tab and the you can change
font, size, font style and color.

4.2. Formatting Data with Number Formats

When you create a new worksheet, all cells use the general number format as a default
format based on what you typed. Ms-Excel includes a variety of number, date and
time formats. Except for general format, the built in formats are indicated by symbols
that represent how the numbers look like when formatted.

To assign a number, date or time format:

 Select the cells you want to format  on the home tab from font group click on
show format dialog  Select Number tab  In the Category box, select the type
of entry you want set the Decimal places, 1000 separator, Negative numbers,
Symbol, Type and Location if they are present based on the entry you selected
Ok.

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To format numbers using Number group:

 Select the cells you want to format  on the home tab from Number group
select corresponds to the type of format you want.

4.3. Aligning Data with Cells

You can choose to align entries in the left, or center of a cell; repeat characters across
an entire cell or range; wrap long entries in a single cell; justify wrapped text across a
cell; rotate text; center text across columns; align text vertically in the top, bottom,
and center of a cell.

To align text using alignment button:

 Select the cell or range of cells  Click the Alignment button on the Home tab
under alignment group for the alignment you want.

To align text using formatting dialog box:

 Select the cell or range of cells on the Home tab under font group click on
show format dialog boxSelect alignment tab select the alignment you want.

4.4. Formatting Cells with Borders and Shades

You can shade cells or put a border around them. Border and shade setting enhances
the appearance of your worksheet. You can draw a combination of horizontal and
vertical lines on the left, right, top or bottom of a cell.

To add borders using border button:

 Select the cell or cells you want to formatClick on Home tab from boarder
button select more borderclick on Border tab select the options that you
want in the Border and Style boxes Ok

To add borders using format dialog box:

 Select the cell or cells you want to formatClick on Home tab from font
group click on Border tab select the options that you want in the Border
and Style boxes Ok

To shade cells with fill:

 Select the cell or cells you want to format  on Home tab from font group
click on Fill tab Select one fill form the optionOk.

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To shade cells with fill:

 Select the cell or cells you want to format  on Home tab from font group
click on shading button Select one color form the option.

5. Creating Series

Whether you need to forecast expenses for the next year or project the expected
results for a series in a scientific experiment, you can use Microsoft Office Excel to
automatically generate future values that are based on existing data or to
automatically generate extrapolated values that are based on linear trend or growth
trend calculations.

Types of Series:

Time: A time series can include increments of days, weeks, or months that you
specify, or repeating sequences such as weekdays, month names, or quarters.

For example;
9:00, 10:00, 11:00…
Mon, Tue, Wed, Thu …….
Monday, Tuesday, Wednesday………..
Jan, Feb, Mar ……
Jan-92, Feb-93, Mar-94 ….

Linear: In a linear series, the step value, or the difference between the first and next
value in the series, is added to the starting value and then added to each subsequent
value. Note that values are entered in adjacent cells using the Select home tab forma
Editing group click on Fill button Series.

For example;
1, 2, 3 …..10
1, 3, 5 …..22
100, 95, 80 …..10

Growth: In a growth series, the starting value is multiplied by the step value to get
the next value in the series. The resulting product and each subsequent product are

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then multiplied by the step value. Note that values are entered in adjacent cells using
the Select home tab forma Editing group click on Fill button Series

For example;
2, 4, 8 …………….200
3, 9, 27 …………...50
100, 50, 25 ………..1

Auto Fill: When you click the Series command, you can manually control how a
linear trend or growth trend is created and then use the keyboard to fill in the values.

For example;
Qtr1, Qtr2, Qtr3, ………….
1st Period, 2nd Period, 3rd Period …………

To create a series by dragging:

 Select a range of two cells and enter the first two values  drag the Fill handle
to the right or down Release the mouse button at the end of the series.

To create a series with the series command:

 Enter a starting value and Select the cells  Select home tab forma Editing
group click on Fill button Series If you want the series to be in a row,
select the Rows; if you want in column select Column  Select series Type 
Enter Step value and Stop value  Ok.

6. Entering Formula

Formulas are equations that perform calculations on values in your worksheet. A

formula starts with an equal sign (=). A formula can also contain any or all of the
following: functions (function: A prewritten formula that takes a value or values,
performs an operation, and returns a value or values. Use functions to simplify and
shorten formulas on a worksheet, especially those that perform lengthy or complex
calculations.), references, operators (operator: A sign or symbol that specifies the
type of calculation to perform within an expression. There are mathematical,
comparison, logical, and reference operators.), and constants (constant: A value that
is not calculated and, therefore, does not change. For example, the number 210, and

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the text "Quarterly Earnings" are constants. An expression, or a value resulting from
an expression, is not a constant.).

6.1. Using Operators

Operators are used to specify the operation such as addition, subtraction,

multiplication, etc. to perform on the operand in the formula. The following shows
three types of operators used in Ms-Excel
Arithmetic Operators; + (Addison),*(Multiplication), / (Division),-(Subtraction
(negation)) and etc.
Comparison Operators ;=( Equal), > (Greater than), < (Less than),>= (Greater than or
equal to), <=(Less than or equal to), <> (Not equal to).
References Operator; Range reference to cells
The following illustration shows the type of data you can include in a formula:
= (B2/3)*10-Sum (D2:D6)
B3 is Cell reference, 3 and 10 is Number constants, * is Multiplication operator, / is
Division operator, -is Subtraction operator, = is Equal sign (beginning of formula),
Sum is Function name and D2:D6 is Cell ranges

6.2. Using Worksheet Functions

The following formulas contain functions (function: A prewritten formula that takes a

value or values, performs an operation, and returns a value or values. Use functions to
simplify and shorten formulas on a worksheet, especially those that perform lengthy or
complex calculations.).

Example formula What it does

=SUM(A:A) Adds all numbers in column A

=AVERAGE(A1:B4) Averages all numbers in the range

To insert function on worksheet:

 Select the cell into which you want to enter the formula select formula tab
click on insert function button  Select a category list box and select your
fountain category  Select the worksheet function name Ok Select arrange
of cells to be calculated Ok.

6.3. Mathematical Functions

Microsoft Excel provides several mathematical functions to carry out specialized

calculations quickly and easily.

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6.3.1 The Sum Function

It adds all the numbers in a range of cells.
Syntax
=SUM (number 1, number 2…)

6.3.2 The Product Function

It multiplies all the numbers given as arguments and returns the product.
Syntax
=PRODUCT (number 1, number 2…)
Number 1, number 2… are 1 to 30 numbers that you want to multiply.

6.4 Statistical Functions

Ms-Excel includes various statistical functions such as Average, Max, Min, etc.
6.4.1 The Average Function
It returns the average (arithmetic mean) of the arguments
Syntax
=AVERAGE (number 1, number 2…)
Number 1, number 2… are 1 to 30 numeric arguments for which you want the average
6.4.2 The Max Function
It returns the large value in a set of values
Syntax
=MAX (number 1, number 2…)
Number 1, number 2… are 1 to 30 numeric arguments for which you want to find the
maximum value.
6.4.3 The Min Function
It returns the smallest number in a set of values.
Syntax
=MIN (number 1, number 2…)
Number 1, number 2… are 1 to 30 numeric arguments for which you want to find the
minimum value.
6.4.4 The Rank Function

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It returns the rank of a number in a list of numbers. The rank of a number is its size
relative to other values in a list. (If you were to sort the list, the rank of the number
would be its position).
Syntax
=RANK (number, ref, order)
Number is the number whose rank you want to find.
Ref is an array of, or a reference to, a list of numbers. Nonnumeric values in ref are
ignored.

6.5. If function

If function returns one value if a condition you specify evaluates to TRUE and another
value if it evaluates to FALSE. Use If function to conduct conditional tests on values
and formulas.
Syntax
IF (logical test, value if true, value if false)
Logical_test is any value or expression that can be evaluated to TRUE or FALSE.
Value_if_true is the value that is returned if logical_test is TRUE. If logical_test is
TRUE and value_if_true is omitted, TRUE is returned. Value_if_true can be another
formula.
Value_if_false is the value that is returned if logical_test is FALSE. If logical_test is
FALSE and value_if_false is omitted, FALSE is returned. Value_if_false can be another
formula.
Examples
Suppose you want to assign letter grades to numbers referenced by the name Grade.
See the following
If Grade is Then return
Greater than 89 A
From 80 to 89 B
From 70 to 79 C
From 60 to 69 D
Less than 60 F
You can use the following nested IF function:

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IF (Grade>89, “A”, IF (Grade>79, “B”, IF (Grade>69, “C”, IF (Grade>59, “D”,

“F”))))

In the preceding example, the second IF statement is also the value_if_false argument
to the first If statement. Similarly, the third IF statement is the value_if_false
argument to the second IF statement. For example, if the first logical_test (Grade is
TRUE, “A” is returned. If the first logical_test is FALSE, the second IF statement is
evaluated, and so on.

7. Filtering

Filtered data displays only the rows that meet criteria that you specify and hides
rows that you do not want displayed. After you filter data, you can copy, find, edit,
format, chart, and print the subset of filtered data without rearranging or moving it.
You can also filter by more than one column. Filters are additive, which means that
each additional filter is based on the current filter and further reduces the subset of
data.

7.1. Filtering data using Auto filter:

 Select any cell in the database Select data tab click on Filter button on
the table Drop–down controls are displayed  Click a drop–down control of the
field that you want to apply a filter to  Choose one of the items (categories) in
the list.

To set custom auto filters:

 Select any cell in the database Select data tab click on Filter button  Click
a drop – down control of the field you want to apply a filter to click on Custom
form number filter  Specify the operator in the first drop down Specify the
field value (select or type in) for comparison in the next drop down  Click one
of the And/or operator buttons and specify the second comparison criteria if
you want Ok.

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7.2. Filtering using advanced filters

To filter a range of cells by using complex criteria (criteria: Conditions you specify to

limit which records are included in the result set of a query. Use the Advanced
command in the Sort & Filter group on the Data tab. The Advanced command
works differently from the Filter command in several important ways.

Steps to set up criteria range:

1. In one row of the worksheet, enter the criteria (field) names

2. In rows below the criteria names, enter the criteria that you want to use for
matching database records.
3. Multiple criteria can also be used in the search process. It exists in the form of
AND/ OR.
Examples 1: name started with A and age gathers than 18.
Name Age
A* >18
Examples 2: name started with A or age gathers than 18.
Name Age
A*
>18
To filter data using advanced filter:

 Create a criteria range Select your databaseselect Data tabclick on

Advanced filter button Select database range on List range box; Select
criteria range on Criteria range Select the Copy to another location and
select location for answerer Ok.

8. Pivot table

You can use pivot table to summarize and view data in different ways. The biggest
challenge in the real world is to draw important information from large quantity of raw
data, and pivot table in Excel is designed for this purpose. It is called pivot table
because you can change its layout by pivoting the row and column headings.

To create a pivot table:

 Select your database select Insert tab  click on Pivot table button choose
PivotTable chose worksheet (New worksheet or Existing worksheet)ok

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Drag field buttons at the right side of the dialog box to the Row filter,
Column labile, values and report filter areas.

9. Chart

Creating a chart in Microsoft Office Excel is quick and easy. Excel provides a variety
of chart types that you can choose from when you create a chart. For most charts,
such as column and bar charts, you can plot the data that you arrange in rows or
columns on a worksheet (worksheet: The primary document that you use in Excel to
store and work with data. Also called a spreadsheet. A worksheet consists of cells
that are organized into columns and rows; a worksheet is always stored in a
workbook.)

To create chart:
1. On the worksheet, arrange the data that you want to plot in a chart.
2. On the Insert tab, in the Charts group, do one of the following:
a. Click the chart type, and then click a chart subtype that you want to use.
b. To see all available chart types, click a chart type, and then click All Chart
Types to display the Insert Chart dialog box, click the arrows to scroll
through all available chart types and chart subtypes, and then click the the
ones that you want to use.
c. The chart is placed on the worksheet as an embedded chart  if you want to
place the chart in a separate chart sheet.
d. Click the embedded chart or the chart sheet to select it and to display the
chart tools.
e. On the Design tab, in the Location group, click Move Chart button.
f. Under Choose where you want the chart to be placed, do one of the
following:
g. To display the chart in a chart sheet, click new sheet.

10.Printing worksheet

You can print entire or partial worksheets and workbooks, one at a time, or several at
once. And if the data that you want to print is in a Microsoft Office Excel table, you
can print just the Excel table. You can also print a workbook to a file instead of to a

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printer. This is useful when you need to print the workbook on a different type of
printer from the one that you originally used to print it.

10.1. Changing sheet orientation

You can change the orientation of a worksheet page directly in the worksheet, so that
you can see how your worksheet will be printed while you work, or you can select the
orientation in the Printer Properties dialog box when you are ready to print.

To changing sheet orientation

 Select the worksheets for which you want to change the orientation On the
Page Layout tab, in the Page Setup group, click Orientation, and then click
Portrait or Landscape.

10.2. Print preview

Use print preview to see a worksheet with the page layout settings. Clicking the area of
the worksheet toggles you between actual size view and full-range view. To preview a
worksheet, activate it and choose.
To preview worksheet

 Select the worksheets for which you want to preview  Click on Microsoft office
button print printer preview.

10.3. Print

1. Open and activate the workbook that contains the information you want to print.
2. Select your work sheet or your database your want to print.
3. Choose Microsoft office button Print. The Print dialog box appears.
4. If you want to change any aspect of the page layout, click the Properties button
5. In the Copies box, enter the number of copies if you ant more than one.
6. In the Print range group, click Page(s) and enter a range of page number in the
From and To boxes if you want to print less than the entire document.
7. Click Ok to begin printing.

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