MODULE OFFICE APPLICATION SOFTWARE - SOFAPP

CHAPTER 6: Microsoft Excel – Intermediate

Objectives:
a.) Indicate the names and functions of the Excel interface
components.
b.) Construct formulas, including the use of built-in functions,
and relative and absolute references.
c.) Create a spreadsheet to tabulate and record numeric values

Lesson 1: Sheet Options

Sheet Options
MS Excel provides various sheet options for printing purpose like generally cell gridlines aren’t
printed. If you want your printout to include the gridlines, Choose Page Layout » Sheet Options
group » Gridlines » Check Print.

Page 1
 MODULE OFFICE APPLICATION SOFTWARE - SOFAPP

Options in Sheet Options Dialogue

 Print Area − You can set the print area with this option.
 Print Titles − You can set titles to appear at the top for rows and at the left for columns.
 Print −

o Gridlines − Gridlines to appear while printing worksheet.

o Black & White − Select this check box to have your color printer print the chart in
black and white.
o Draft quality − Select this check box to print the chart using your printer’s draft-
quality setting.
o Rows & Column Heading − Select this check box to have rows and column heading
to print.
 Page Order −
o Down, then Over − It prints the down pages first and then the right pages.
o Over, then Down − It prints right pages first and then comes to print the down
pages.

Page 2
 MODULE OFFICE APPLICATION SOFTWARE - SOFAPP

Lesson 2: Header and Footer in Excel

Header and Footer
A header is the information that appears at the top of each printed page and a footer is the
information that appears at the bottom of each printed page. By default, new workbooks do not
have headers or footers.
Adding Header and Footer
 Choose Page Setup dialog box » Header or Footer tab.

You can choose the predefined header and footer or create your custom ones.
 &[Page] − Displays the page number.
 &[Pages] − Displays the total number of pages to be printed.
 &[Date] − Displays the current date.

 &[Time] − Displays the current time.

Page 3
 MODULE OFFICE APPLICATION SOFTWARE - SOFAPP

 &[Path]&[File] − Displays the workbook’s complete path and filename.

 &[File] − Displays the workbook name.
 &[Tab] − Displays the sheet’s name.
Other Header and Footer Options

When a header or footer is selected in Page Layout view, the Header & Footer » Design »
Options group contains controls that let you specify other options −

 Different First Page − Check this to specify a different header or footer for the first printed
page.
 Different Odd & Even Pages − Check this to specify a different header or footer for odd
and even pages.
 Scale with Document − If checked, the font size in the header and footer will be sized.
Accordingly if the document is scaled when printed. This option is enabled, by default.
 Align with Page Margins − If checked, the left header and footer will be aligned with the
left margin, and the right header and footer will be aligned with the right margin. This
option is enabled, by default.

Page 4
 MODULE OFFICE APPLICATION SOFTWARE - SOFAPP

Lesson 3: Page Break

Page Breaks
If you don’t want a row to print on a page by itself or you don't want a table header row to be
the last line on a page. MS Excel gives you precise control over page breaks.
MS Excel handles page breaks automatically, but sometimes you may want to force a page
break either a vertical or a horizontal one. so that the report prints the way you want.
For example, if your worksheet consists of several distinct sections, you may want to print each
section on a separate sheet of paper.
Inserting Page Breaks

Insert Horizontal Page Break − For example, if you want row 14 to be the first row of a new page,
select cell A14. Then choose Page Layout » Page Setup Group » Breaks » Insert Page Break.

Insert vertical Page break − In this case, make sure to place the pointer in row 1. Choose Page
Layout » Page Setup » Breaks » Insert Page Break to create the page break.

Page 5
 MODULE OFFICE APPLICATION SOFTWARE - SOFAPP

Removing Page Breaks

 Remove a page break you’ve added − Move the cell pointer to the first row beneath the
manual page break and then choose Page Layout » Page Setup » Breaks » Remove Page
Break.
 Remove all manual page breaks − Choose Page Layout » Page Setup » Breaks » Reset All
Page Breaks.

Page 6
 MODULE OFFICE APPLICATION SOFTWARE - SOFAPP

Lesson 4: Freeze Panes

Freezing Panes
If you set up a worksheet with row or column headings, these headings will not be visible when
you scroll down or to the right. MS Excel provides a handy solution to this problem with freezing
panes. Freezing panes keeps the headings visible while you’re scrolling through the worksheet.
Using Freeze Panes
Follow the steps mentioned below to freeze panes.

 Select the First row or First Column or the row Below, which you want to freeze, or
Column right to area, which you want to freeze.

 Choose View Tab » Freeze Panes.

 Select the suitable option −
o Freeze Panes − To freeze area of cells.
o Freeze Top Row − To freeze first row of worksheet.
o Freeze First Column − To freeze first Column of worksheet.

Page 7
 MODULE OFFICE APPLICATION SOFTWARE - SOFAPP

 If you have selected Freeze top row you can see the first row appears at the top, after
scrolling also. See the below screen-shot.

Unfreeze Panes
To unfreeze Panes, choose View Tab » Unfreeze Panes.

Page 8
 MODULE OFFICE APPLICATION SOFTWARE - SOFAPP

Lesson 5: Conditional Formatting

Conditional Formatting
MS Excel 2010 Conditional Formatting feature enables you to format a range of values so that
the values outside certain limits, are automatically formatted.
Choose Home Tab » Style group » Conditional Formatting dropdown.
Various Conditional Formatting Options

 Highlight Cells Rules − It opens a continuation menu with various options for defining the
formatting rules that highlight the cells in the cell selection that contain certain values,
text, or dates, or that have values greater or less than a particular value, or that fall within
a certain ranges of values.
Suppose you want to find cell with Amount 0 and Mark them as red.Choose Range of cell » Home
Tab » Conditional Formatting DropDown » Highlight Cell Rules » Equal To.

After Clicking ok, the cells with value zero are marked as red.

Page 9
 MODULE OFFICE APPLICATION SOFTWARE - SOFAPP

 Top/Bottom Rules − It opens a continuation menu with various options for defining the
formatting rules that highlight the top and bottom values, percentages, and above and
below average values in the cell selection.
Suppose you want to highlight the top 10% rows you can do this with these Top/Bottom rules.

Page 10
 MODULE OFFICE APPLICATION SOFTWARE - SOFAPP

 Data Bars − It opens a palette with different color data bars that you can apply to the cell
selection to indicate their values relative to each other by clicking the data bar thumbnail.
With this conditional Formatting data Bars will appear in each cell.

 Color Scales − It opens a palette with different three- and two-colored scales that you can
apply to the cell selection to indicate their values relative to each other by clicking the
color scale thumbnail.
See the below screenshot with Color Scales, conditional formatting applied.

Page 11
 MODULE OFFICE APPLICATION SOFTWARE - SOFAPP

 Icon Sets − It opens a palette with different sets of icons that you can apply to the cell
selection to indicate their values relative to each other by clicking the icon set.
See the below screenshot with Icon Sets conditional formatting applied.

 New Rule − It opens the New Formatting Rule dialog box, where you define a custom
conditional formatting rule to apply to the cell selection.
 Clear Rules − It opens a continuation menu, where you can remove the conditional
formatting rules for the cell selection by clicking the Selected Cells option, for the entire
worksheet by clicking the Entire Sheet option, or for just the current data table by clicking
the This Table option.
 Manage Rules − It opens the Conditional Formatting Rules Manager dialog box, where
you edit and delete particular rules as well as adjust their rule precedence by moving
them up or down in the Rules list box.

Page 12
 MODULE OFFICE APPLICATION SOFTWARE - SOFAPP

Lesson 6: Excel Formula

Excel Creating Formulas
In cell C5 enter the
number 20, now in cell E5
type the formula: =C5+5
then press the Enter key.
You will get the result.
The formula says 5 is
added to the value
entered in the cell C5 as
the value is 20 the result
is 25. See the image:

In a similar way other

formulas can be created:
=C2*5 for multiplication,
the value in the cell C2 is
multiplied with 5.
=C2-5 for subtraction, 5 is
subtracted from the
value in the cell C2.

More formulas can be created by typing

= in the cell then selecting the
appropriate values and typing correct
mathematical symbol in between.

Page 13
 MODULE OFFICE APPLICATION SOFTWARE - SOFAPP

Excel Fill Handle in Formulas

In the image given below, we
want to multiply the numbers in column
B with 5, so we can type the formula such
as =B3*5 for cell B3 and other cells of the
column B, but this is not possible with
long lists.

In such cases, we use Fill handle

to perform the calculations. So, type the
formula =B3*5 in cell C3 then left click on
the right bottom corner of cell C3, fill
handle will appear. Pull the fill handle
downward till cell C10 then leave the
mouse. The whole list of numbers in
column B will be multiplied by 5.

Excel Relative Referencing

Relative referencing tells that
you don't need to type the formula
separately for each calculation in a
column or a row. See the image:
Type the formula in the first
cell D3 and press Enter key to get the
result, then use the fill handle. The
formula will change automatically in
the respective cells and all values of
list 1 will get multiplied with
respective values of list 2.
This way you can easily
multiply values of list 1 with
respective values of list 2 but if you
want to multiply all cells of list 1 with a single cell of list 2 such as C3 then it won't work.

Page 14
 MODULE OFFICE APPLICATION SOFTWARE - SOFAPP

Quick Excel Functions

There are some quick functions in
Excel that can provide you the statistics
of your worksheet without using
formulas such as Status Bar quick
functions.

See the image given below, as

soon as you select the desired range you
will get the statistics in the status bar, the
average of numbers, the number of cells
that contain values and the sum of
numbers.

By a right click on the status bar you can customize it. You can add more functions in the
status bar. Select the function from the menu which you want to add in the status bar. See the
image shown below, status bar is customized. It is also showing maximum and minimum of the
numbers.

Page 15
 MODULE OFFICE APPLICATION SOFTWARE - SOFAPP

Lesson 7: Excel IF Function

Excel If Function
The IF function or IF statement in Excel is composed of three parts separated by commas.
 A condition
 What to display if the condition is fulfilled
 What to display if the condition is not fulfilled
See how the "IF function" is created step by step to find the safe and unsafe travelling
speeds in the following example.

 Select the cell in which you want to create the "IF function"
 Type the code in the cell: =if(
 Type the condition with comma: B4>70,
 Type what you want to show if condition is fulfilled. If you want to display text then
write it within quotation marks: "Unsafe"
 Type a comma: ,
 Type what you want to show if the condition is not fulfilled within quotation
marks: "Safe"
 Then close the bracket and press the Enter key.
The IF function created above will look like this: =if(B4>70,"Unsafe","Safe")
So the IF function says if the speed or value in the cell B4 is more than 70 then display
Unsafe and if it is less than 70 then display Safe.

Page 16
 MODULE OFFICE APPLICATION SOFTWARE - SOFAPP

After pressing the Enter key you will get the result for cell B4. Drag the fill handle
downward till cell C9 to get status for other speeds of column B.
Excel If Function with Calculations
"IF function" can be used in complex calculations. See the example:
If a sales executive sells more than 5 items, the company will pay incentive 40 rupees
per item sold and if the sales executive sells less than 5 items, the company will pay 20 rupees
per item sold.
See how the "IF function" is used with the calculation:

 Select the cell in which you want to create the "IF function"
 Type the code in the cell: =if(
 Type the condition with comma: C4>5,
 Type what you want to show if condition is fulfilled: 40*C4
 Type a comma: ,
 Type what you want to show if the condition is not fulfilled: 20*C4
 Then close the bracket and press the Enter key.
The IF function will look like this: =if(C4>5,40*C4,20*C4)

Page 17
 MODULE OFFICE APPLICATION SOFTWARE - SOFAPP

So the IF function says if value in cell C4 is greater than 5 then multiply it with 40. If it is
less than 5 then multiply it with 20.
The IF function can be modified to perform different calculations:
Suppose in the above example the company wants to pay rupees 50 along with incentive to
those employees who have completed probation period of 5 months or their job duration is
more than 5 months.
In this case, we can insert one more column in the worksheet for job months and modify the IF
function accordingly to get the results.
The modified IF function is: =if(C4>5,50+E4,E4)
It says if the value in cell C4 is greater than 5 then add 50 to E4 which is incentive of Peter. And
if it is less than 5 then keep the incentive, the value of cell E4 same. See the image shown
below:

For more knowledge about Microsoft Excel Intermediate Guide , please check the
link provided; https://www.youtube.com/watch?v=lxq_46nY43g

Page 18
 MODULE OFFICE APPLICATION SOFTWARE - SOFAPP

REFERENCES

https://www.javatpoint.com/excel-tutorial

Page 19