PM2 - Management Reporting – IT Office Tools (MS Excel)

Chapter -1
Getting Started with Microsoft Office Excel:
Navigate the Excel User Interface:

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1. Title bar: Displays the name of the workbook currently being worked on and the name of
the program being used.
2. Quick Access Toolbar: Contains common commands such as Save and Undo. Add more
commands if needed, as well.
3. File tab: Contains basic file management commands—such as New, Open, Save, and
Close—and program options.
4. Close button: Click the close button in the Title bar to exit the Excel program entirely.
5. Ribbon: The tabs and groups on the Ribbon replace the menus and toolbars found in
previous versions of Excel.
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6. Name box: Displays the active cell addresses or object name. Click the list arrow to enter
formulas.
7. Formula Bar: View, enter, and edit data in the active cell. Displays values or formulas in
the cell.
8. Active cell: Enter or edit data in the active cell.
9. Scroll bars: Use the vertical and horizontal scroll bars to view different parts of the
worksheet.
10. Macro: Used to record new Macro or if Macro Recording is in process, stop the Macro
Recording.
11. Status bar: Displays messages and feedback on the current state of Excel. Right-click the
status bar to configure it.
12. Worksheet tabs: Workbooks have three worksheets by default. Move from one
worksheet to another by clicking the worksheet tabs.
13. View buttons: Use these buttons to quickly switch between Normal, Page Layout, and
Page Break Preview views.
14. Zoom slider: Click and drag the slider to zoom in or out of a window. Use the + and –
buttons, as well, if desired.
15. Row and column headings: Cells are organized and referenced by row and column
headings.

Use Excel Commands:

Excel 2016 provides easy access to commands through the Ribbon. The Ribbon keeps
commands visible while working instead of hiding them under menus or toolbars.

Backstage view

By clicking on the File tab, you are taken to Backstage View.

Save Save changes made to the file.

Save As Save the file under a different name or location.

Open Open another file.

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Close Close the current file.

Info Excel, PowerPoint, and Word: Change document protection settings,

prepare the document for sharing and view document properties, and manage
versions of the file.

Recent Displays a list of documents that have been opened or worked on

recently.

New Create a new blank document or a document from a template.

Print Preview and print the current document.

Share Save the file to the Web, publish it to a SharePoint web site or as a blog post;
email it to others or invite them to collaborate on it.

Export Convert the file to a PDF or EXP document. Or save it as another file type.

Options Customize how the program saves, displays, and proofs documents by setting
program options.

Account View your Office.com account details.

Ribbon
The Ribbon is made up of three basic components: tabs, groups, and buttons. It is the
primary way to give commands in Excel.

Tabs: Commands are organized into tabs on the Ribbon. Each tab contains a different set
of commands. There are different types of tabs:

• Command tabs: These tabs appear by default whenever the Excel program is opened. In
Excel 2013, the Home, Insert, Page Layout, Formulas, Data, Review, and View tabs appear

by default.

. Contextual tabs: Contextual tabs appear whenever a specific task is performed, or

when a specific object is selected. The tabs offer commands relative to only that object or
task. For example, whenever an image is selected, the Picture Tools tab appears on the
Ribbon.
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Groups: The commands found on each tab are organized into groups of related
commands. For example, the Font group contains commands used for formatting fonts.
Click the Dialog Box Launcher ( ) in the bottom-right corner of a group to display even
more commands. Some groups also contain galleries that display several formatting
options.

Trap: Based on the size of the program window, Excel changes the appearance and layout
of the commands within the groups.

Buttons: One way to issue a command is by clicking its button on the Ribbon. Buttons are
the smallest element of the Ribbon. Click a button to give a command.

Changing the Ribbon Display

To make working in an application easier, you can choose the way in which the Ribbon is
displayed to better suit your needs.

1. Click the Ribbon Display Options button on the top right of the application. You will

have three options: Show Tabs and Commands: This is the default view, and the

entire Ribbon is displayed

. Show Tabs: Collapse the Ribbon and only the tabs are displayed

. Auto-hide Ribbon: The application is placed into full screen mode and the Ribbon is
completely hidden

2. Select the option you wish to use.

The Ribbon is displayed in the view you selected.

Another way to Change the Ribbon Display:

Double-click the currently displayed command tab. Or, right-click a Ribbon tab and select
Collapse the Ribbon from the contextual menu. To display the Ribbon again temporarily,
click any tab. Right-click a tab and deselect Collapse the Ribbon to permanently expand
the Ribbon.
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Quick Access Toolbar:

The Quick Access Toolbar appears above the File tab and provides easy access to the
commands used most frequently. By default, the Save, Undo, and Redo buttons appear on
the toolbar; customize this toolbar if necessary by adding or removing buttons.

Using Touch Mode:

Office 2016 is now Touch Mode Optimized, which means that you can switch Excel to
Touch Mode to view, navigate and work in it with ease on any touch enabled device.

1. Click the Customize Quick Access Toolbar list arrow and select Touch/Mouse
Mode from the list of options.

You will now be able to toggle between Mouse and Touch Mode by clicking the
Touch/Mouse Mode button on your Quick Access Toolbar.

Using Command Shortcuts:

Command shortcuts provide other ways to give commands in Excel. Shortcuts can be a
time-saving and efficient alternative to the Ribbon. Use shortcuts for the commands used
most frequently.

Keystroke shortcuts:
Without a doubt, keystroke shortcuts are the fastest way to give commands in Excel.
They’re especially great for issuing common commands, such as saving a workbook.

In order to issue a command using a keystroke shortcut, simply press a combination of

keys on the keyboard. For example, rather than clicking the Copy button on the Ribbon to
copy a cell, press and hold the copy keystroke shortcut, <Ctrl> + <C>.

Contextual menus:
A contextual menu displays a list of commands related to a specific object or area. To open
a contextual menu:

1. Right-click an object or area of the worksheet or program screen.

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A contextual menu appears, displaying commands that are relevant to the object or area
right-clicked.

2. Select an option from the contextual menu, or click anywhere outside the contextual menu
to close it without selecting anything.

Mini Toolbar:
The Mini Toolbar appears when text or data within a cell or the formula bar is selected,
and contains common text formatting commands.

1. Select text or data within a cell or the formula bar.

Trap: Sometimes the Mini Toolbar can be hard to see due to its transparency. To make
the Mini Toolbar more visible, point to it.
Tip: To close the Mini Toolbar while text is still selected, press <Esc>.
2. Click a button on the Mini Toolbar.

The command is given in Excel.

Tips:

 To make the Mini Toolbar not appear every time text is selected, click the File tab and

click Options. Click the

Personalize category, uncheck the Show Mini Toolbar on selection check box, and
click OK.

<Ctrl> + <O> Opens a workbook.

<Ctrl> + <N> Creates a new workbook.
<Ctrl> + <S> Saves the current workbook.
<Ctrl> + <P> Prints the worksheet.
<Ctrl> + <B> Toggles bold font formatting.
<Ctrl> + <I> Toggles italic font formatting.
<Ctrl> + <C> Copies the selected cell, text or object.
<Ctrl> + <X> Cuts the selected cell, text or object.
<Ctrl> + <V> Pastes the selected cell, text or object.
<Ctrl> + <Home> Moves the cell pointer to the beginning of the worksheet.

<Ctrl> + <End> Moves the cell pointer to the end of the worksheet.
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ProgramFundamentals

Key Tips:
Key Tips appear whenever the <Alt> key is pressed. Use Key Tips to perform just about any
action in Excel, without ever having to use the mouse.

To issue a command using a Key Tip, first press the <Alt> key. Tiny letters and numbers,
called badges, appear on the Quick Access Toolbar, and all of the tabs on the Ribbon.
Depending on the tab or command desired, press the letter or number key indicated on the
badge. Repeat this step as necessary until the desired command has been issued.

Create and Save a Basic Workbook:

Creating a new workbook is one of the most basic commands in Excel. It’s also helpful to
know how to create a new workbook within the application. Create a blank new workbook,
such as the one that appears in a new, open
Excel file, or create a new workbook based on a template.

Create a new blank workbook:

1. Click the File tab on the Ribbon and select New.

The New tab of Back stage view appears.

2. Click Blank Workbook.

The new blank workbook immediately appears.

Other Ways to Create a Blank Workbook: Press <Ctrl> + <N>.

Create a workbook from a template:

Excel 2016 has a host of new templates to choose from.

1. Click the File tab on the Ribbon and select New.

The New tab of Back stage view appears. All the available templates are from Office
Online. There are four ways to find the template you require:
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. Featured template: Select a template from the default options available and click
Create.

. Suggested searches: Select a category link from the available options under the search
bar that matches the theme of the template you require. Select the template closest to
your requirement from the available options and click Create.

. Search for a template: Type a keyword or phrase for the kind of template you require,
in the search bar. Select the template closest to your requirement from the available
options and click Create.

. Personal template: Use a template you have created by selecting the Personal link
from the menu options above the featured templates. Select the template you wish to use;
it will open automatically.

Creating a workbook online with your Office account:

It’s even easier to use Excel when you’re on the go. If you’re connected to the internet,

You can sign in to your Office account and use the full version of Excel, without having
to

Install it locally on your PC. 1. Navigate to www.office.com and sign into your
account.

2. Under Create new, select the application for the type of document that you want to
create.

3. Give your document a name in the box provided and click Create.

4. Once you have completed your document, click the File tab and select Save As.

5. Choose the location that you want to save your document in. Note that for sharing

6. Purposes, it’s probably better that you save your file to the Cloud.
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Tip: You can also search for, and download templates from your online account by clicking
the Templates tab on your Office account.

Saving a Workbook:
After having created a workbook, save it to use it again. Also, if changes are made to a
workbook, save it. Another option is to save a copy of an existing workbook with a new
name, to a different location, or using a different file type.

Save a new workbook:

1. Click the Save button on the Quick Access Toolbar.

2. Click Place or Folder to save where the workbook is.

The Save As dialog box appears.

Other Ways to Save:

Press <Ctrl> + <S>. Or, click the File tab and select Save.
The Save As dialog box has several controls that make it easy to navigate to locations on
the computer:

• Address bar: Click a location in the Address bar to open it. Click the arrow to the right of
a location to view a list of folders within that location. Select a folder from the list to open
it.

• Folders List: Shortcuts to common locations on the computer, such as the Desktop and
Documents library.

• Search box: This searches the contents—including subfolders—of that window for the
text typed. If a file’s name, file content, tags, or other file properties match the searched
text, it will appear in the search results. Search results appear as text is entered in the
search box.

4. Enter the file name in the File name text box.

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Click Save.

Save workbook changes:

Once changes are made to a workbook that’s been saved before, save it again.

1. Click the Save button on the Quick Access Toolbar.

Any changes made to the workbook are saved.

Other Ways to Save:

Press <Ctrl> + <S>. Or, click the File tab and select Save.

Save a workbook under a different name and/or location:

Save another copy of a saved document using a new name or in a new location.

1. Click the File tab and select Save As.

The Save As dialog box appears.

2. Enter a different name for the file in the File name text box.

3. Click Save.

Save a workbook as a different file type:

Just as some people can speak several languages, Excel can read and write in other file
formats, making it easier to share information between programs.

1. Click the File tab and select Save As.

The Save As dialog box appears.

2. Click the Save as type list arrow and select a file format.

3. Click Save.

Saving to the Cloud:

If you have access to Skydive or another type of cloud based file hosting service, you can
upload your documents to the shared location and grant people access by either giving
them the password or setting permissions. There are two ways to save to a Cloud.
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1. Navigate to and click on the File tab.

2. Click Save As.

3. Under Places, select Sky Drive or another Cloud you are subscribed to, sign in and save

your document.

Or

1. Navigate to and click on the File tab.

2. Click Share.

Select Invite People, and in the right-hand pane, click Save to Cloud. The file hosting

service that you are subscribed to will be listed. Select it and save your document in the
location that is relevant.

File Type Description

Excel Workbook (.xlsx) The default format for Excel 2013 workbooks.
Excel Macro-Enabled This file format supports macros in Excel 2013.
Workbook (.xlsm)
Excel 97- Excel 2003 Workbooks in this format can be used by all
Workbook (.xls) versions of Excel.
Does not support XML.
PDF (.pdf) Use this format for files to be shared, but not to
be changed.
Web page (.htm, .html) This format is used to create Web pages.
XML Data (.xml) This file type is used exclusively for XML-enabled
workbooks.
CSV (.csv) Use this to share workbook data with other
programs or lists, such as databases.

Enter Cell Data:

In order to enter data in Excel, you select the cell and start typing. You'll see the text
appear both in the cell and in the formula bar above. When you press enter, Excel accept
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the data you've just typed. The information will be entered immediately, and the cursor
will move down one cell.

You can also press the tab key instead of the enter key. If you press tab, the cursor will
move one cell to the right once the information has been entered.

When Excel sees that you are typing into a list, pressing enter at the end of the row will
move the cursor down one row and back to the first column. At any time while you are
typing you can press the escape key to cancel. This brings Excel back to the state it was in
before you started typing. When you want to delete information that has already been
entered, just select the cells, and press the delete key.