Table of Contents

1. MAJOR COMPONENTS OF THE EXCEL WINDOW........................................................ 3

1.1 Introduction ........................................................................................................................... 3
1.2. Description of Excel Components ....................................................................................... 4
1.3. Navigation Keystrokes ......................................................................................................... 4
2. MANAGING WORKBOOK AND WORKSHEETS ................................................................ 5
2.1. Introduction .......................................................................................................................... 5
2.2. Adding worksheets.............................................................................................................. 5
2.3. Renaming a worksheet ........................................................................................................ 6
2.4. Deleting a worksheet............................................................................................................ 6
2.5. Copy or Move Worksheet to another location ..................................................................... 6
2.6. Hiding worksheet ................................................................................................................ 7
2.7. Unhide worksheet ............................................................................................................. 7
3. WORKING WITH ROWS AND COLUMNS IN WORKSHEET ........................................... 8
3.1. Change Column Width ........................................................................................................ 8
3.2. Change Row Height ............................................................................................................. 9
3.3. Selecting Cell or Cell Range on Worksheet ...................................................................... 10
3.4. Adding Rows into a Worksheet ......................................................................................... 11
3.5. Adding Columns into a Worksheet .................................................................................... 11
3.6. Deleting Cells, Rows, Or Columns .................................................................................... 12
3.7. Hiding and unhiding rows .................................................................................................. 12
3.8. Hiding and unhiding columns ............................................................................................ 13
4. COPYING DATA IN WORKSHEET .................................................................................. 14
4.1. Copying data within the same worksheet ....................................................................... 14
4.2. Copying data to another workshop................................................................................. 16
4.3. Exercises......................................................................................................................... 17
5. CELL FORMATTING ......................................................................................................... 18
5.1. Apply or remove cell borders on a worksheet ................................................................... 18
5.3. Number with decimal and currency ............................................................................... 19
6. FORMULAE AND FUNCTIONS IN SPREADSHEETS ................................................... 20
6.1. Using Formulas .............................................................................................................. 20
6.2. Exercise on creating formula in Excel ........................................................................... 22
6.3. Using Functions.............................................................................................................. 22
6.4. Exercise on using Excel functions ................................................................................. 28

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 6.5. Using IF function ........................................................................................................... 28
6.6. Examples of using IF Function ...................................................................................... 29
6.7. Nested IF function .......................................................................................................... 30
7. ABOUT SORTING AND FILTERING ............................................................................... 32
7.1. Sort data in a List ........................................................................................................... 32
7.2. Filter data in a list using AutoFilter ............................................................................... 33
8. CREATING CHARTS.......................................................................................................... 37
8.1. Available chart types.......................................................................................................... 37
8.2. How to Insert Chart ............................................................................................................ 37
8.3. Column charts .................................................................................................................... 38
8.4. Line charts .......................................................................................................................... 40
8.5. Pie charts ............................................................................................................................ 43
8.6. Bar charts........................................................................................................................ 43
9. USING CELL REFERENCE ............................................................................................... 44
9.1. Introduction .................................................................................................................... 44
9.2. Types of cell references.................................................................................................. 45
10. EXTERNAL REFERENCE............................................................................................... 47
10.1. Referring a cell or range of cells to another worksheet within the same workbook .. 47
10.2. 3-D Reference ............................................................................................................. 49
10.3. Referring a cell or range of cells to another worksheet in another workbook............ 50
11. CHANGING WORKSHEET VIEWS ............................................................................... 51
11.1. Use Page Layout View ............................................................................................... 52
11.2. Working With Portrait and Landscape Orientation .................................................... 52
11.3. Changing the Page Orientation and Paper Size .......................................................... 52
11.4. Creating Sheet Settings ............................................................................................... 54
12. CLASS ASSIGMENTS ..................................................................................................... 55
12.1. Exercise 1 ................................................................................................................... 55
12.2. Exercise 2 ................................................................................................................... 56
12.3. Exercise 3 ................................................................................................................... 57

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1. MAJOR COMPONENTS OF THE EXCEL WINDOW

1.1 Introduction
Microsoft Excel is a spreadsheet application primarily used to organize, process, analyze and
summarize data. Before learning how to use Microsoft spreadsheet or Excel, it is important
to familiarize with the visual environment of Excel window. Excel window provides
interface through which user can interact with spreadsheet application and work with it to
accomplish her task. This interface comprises various components and tools designed to
help spreadsheet user achieve her goal. Figure 1 shows major components of Excel window
(interface).

Figure 1: Components of Excel Window

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1.2. Description of Excel Components

Figure 2:Description of Excel Components

1.3. Navigation Keystrokes

Figure 3:Navigation Keystrokes

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2. MANAGING WORKBOOK AND WORKSHEETS
2.1. Introduction
Unlike MS Word, a file created by MS Excel is called a workbook. Each workbook is made up
of individual worksheets, or sheets which are similar to pages in a book. Each worksheet is
composed of cells that are arranged in rows and columns. When you start MS Excel, by
default it will open a blank workbook with a blank worksheet. This is a place where all sorts
of calculations can be made to accomplish user’s task.

User can perform the following activities in a workbook:

• Adding more worksheets
• Renaming worksheet
• Deleting worksheets
• Moving or copying worksheet in a different location
• Hiding worksheet
• Unhide worksheet

2.2. Adding worksheets

To add a worksheet to workbook, do the following:

To quickly insert a new worksheet:

✓ To quickly insert a new worksheet at the end
of the existing worksheets, click the Insert
Worksheet tab at the bottom of the screen.

To insert a new worksheet before an existing

worksheet
✓ Select that worksheet, and then on the Home
tab, in the Cells group, click Insert, and then
click Insert Sheet.
✓ You can also right-click the tab of an existing
worksheet, and then click Insert. On the
General tab, click Worksheet, and then click
OK.
To insert multiple worksheets at once:
✓ Hold down SHIFT
✓ Select the same number of existing sheet tabs
of the worksheets that you want to insert in
the open workbook. For example, if you want
to add three new worksheets, select three
sheet tabs of existing worksheets.

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 ✓ On the Home tab, in the Cells group, click
Insert, and then click Insert Sheet.
✓ You can also right-click the selected sheet
tabs, and then click Insert. On the General
tab, click Worksheet, and then click OK.

2.3. Renaming a worksheet

✓ On the Sheet tab bar, right-click the sheet tab that

you want to rename, and then click Rename.
✓ Select the current name, and then type the new
name.

2.4. Deleting a worksheet

✓ On the Home tab, in the Cells group, click the arrow next to
Delete, and then click Delete Sheet.
✓ You can also right-click the sheet tab of the worksheet that you
want to delete, and then click Delete.

2.5. Copy or Move Worksheet to another location

1. Right click on the worksheet you want to copy or move
2. Click Move or Copy from drop down menu (figure 4)
3. Select a location to place a new copy from Move or Copy dialog box
4. If you want to copy, make sure to check a box √ before Create a copy (figure 5) or
5. If you want to move worksheet to another location, leave Create a copy unchecked
6. Click OK
7. Alternatively, you can move a worksheet to another location by simply drag it to new
location. For example, you can move Sheet1 and place it before Sheet 4 by simply
dragging it and drop it on Sheet4.

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Figure 4: Move or Copy from drop down menu

Figure 5: Move or Copy dialog box

2.6. Hiding worksheet

1. Right click on any worksheet you want to hide
2. Click Hide on drop down menu

Figure 6: Hiding worksheet

2.7. Unhide worksheet

1. Right click the tab of any worksheet
2. Click Unhide. Unhide dialog box appears
3. Select name of the worksheet you want to unhide

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 4. Click OK.

Figure 7: Unhiding worksheet Figure 8: Unhiding worksheet dialog box

3. WORKING WITH ROWS AND COLUMNS IN WORKSHEET

User can perform the following activities in a worksheet:

• Change column width

• Change row height
• Selecting Cell or Cell Range on Worksheet
• Adding rows into a worksheet
• Adding columns into a worksheet
• Deleting cells, rows or columns
• Hiding and unhiding rows
• Hiding and unhide columns

3.1. Change Column Width

Set a column to a specific width

✓ Select the column or columns that you want to change.
✓ On the Home tab, in the Cells group, click Format.
✓ Under Cell Size, click Column Width.
✓ In the Column width box, type the value that you want.
Change the column width to fit the contents
✓ Select the column or columns that you want to change.
✓ On the Home tab, in the Cells group, click Format.
✓ Under Cell Size, click AutoFit Column Width.

Match the column width to another column

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 ✓ Select a cell in the column.
✓ On the Home tab, in the Clipboard group, click Copy, and then
select the target column.
✓ On the Home tab, in the Clipboard group, click the arrow below
Paste, and then click Paste Special.
✓ Under Paste, select Column widths.
Change the width of columns by using the mouse
✓ Do one of the following:
✓ To change the width of one column, drag the boundary on the right
side of the column heading until the column is the width that you
want.
Change width of all columns on worksheet
✓ click the Select All button or press Ctrl + A
✓ Drag the boundary of any column heading.

3.2. Change Row Height

Set a row to a specific height

✓ Select the row or rows that you want to change.

✓ On the Home tab, in the Cells group, click Format.
✓ Under Cell Size, click Row Height.
✓ In the Row height box, type the value that you want.
Change the row height to fit the contents

✓ Select the row or rows that you want to change.

✓ On the Home tab, in the Cells group, click Format.
✓ Under Cell Size, click AutoFit Row Height.

To quickly Autofit all rows on the worksheet DO:

✓ Click the Select All button
✓ Double-click the boundary below one of the row headings.
Change the height of rows by using the mouse

✓ Drag the boundary below the row heading until the row is the
height that you want.
Change the row height for all rows on the worksheet

✓ Click the Select All button

✓ Drag the boundary below any row heading.
To change the row height to fit the contents,

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 ✓ Double-click the boundary below the row heading.

3.3. Selecting Cell or Cell Range on Worksheet

A cell refers to a point of intersection between a given row and column in the worksheet.
Thus, each cell is given a name which combines row heading and column heading of
associated row and column in the intersection. E.g. cell B5 refers to an intersection point of
a column with column heading B and a row with row heading 5.

Selecting a single cell

✓ Click the cell, or press the arrow keys to move to the cell.
Selecting a range of cells
✓ Click the first cell in the range
✓ Drag to the last cell, or hold down SHIFT while you press the arrow keys to
extend the selection.
Note:
✓ You can also select the first cell in the range, and then
✓ Press F8 to extend the selection by using the arrow keys. To stop extending the
selection, press F8 again.
Selecting a large range of cells
✓ Click the first cell in the range
✓ Hold down SHIFT while you click the last cell in the range. You can scroll to
make the last cell visible.
Selecting the entire worksheet
✓ Click the Select All button OR
✓ Press CTRL+A.
Selecting nonadjacent cells or cell ranges
✓ Select the first cell or range of cells
✓ Hold down CTRL key while you select the other cells or ranges.
Selecting an entire row or column
Click the row or column heading.
Column heading

Row heading

Selecting adjacent rows or columns

✓ Drag across the row or column headings. Or

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 ✓ Select the first row or column
✓ Hold down SHIFT while you select the last row or column.
Selecting nonadjacent rows or columns
✓ Click the column or row heading of the first row or column in your selection
✓ Hold down CTRL while you click the column or row headings of other rows or
columns that you want to add to the selection

3.4. Adding Rows into a Worksheet

To insert a single row

✓ Select the row or a cell in the row above which you want to insert
the new row. For example, to insert a new row above row 5, click
a cell in row 5.
To insert multiple rows
✓ Select the rows above which you want to insert rows
✓ Select the same number of rows as you want to insert. For
example, to insert three new rows, you need to select three rows.
To insert nonadjacent rows
✓ Hold down CTRL while you select nonadjacent rows.
✓ On the Home tab, in the Cells group, click the arrow next to Insert
✓ Click Insert Sheet Rows.
✓ You can also right-click the selected rows and then click Insert on
the shortcut menu.

3.5. Adding Columns into a Worksheet

To insert a single column

✓ Select the column or a cell in the column immediately to the right of
where you want to insert the new column. For example, to insert a
new column to the left of column B.
✓ Click a cell in column B.
To insert multiple columns
✓ Select the columns immediately to the right of where you want to
insert columns. Select the same number of columns as you want to
insert. For example, to insert three new columns, you need to select
three columns.
To insert nonadjacent columns

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 ✓ Hold down CTRL while you select nonadjacent columns.
✓ On the Home tab, in the Cells group, click the arrow next to Insert
✓ Click Insert Sheet Columns.
✓ You can also right-click the selected cells and then click Insert on
the shortcut menu.

3.6. Deleting Cells, Rows, Or Columns

To delete selected cells

✓ Select the cells you want to delete
✓ On the Home tab, in the Cells group, Click the arrow next to Delete
✓ Click Delete Cells.
To delete selected rows
✓ Click the arrow next to Delete, and then click Delete Sheet Rows
To delete selected columns
✓ Click the arrow next to Delete, and then click Delete Sheet Columns.
✓ You can also right-click a selection of cells, rows, or columns, click
Delete on the shortcut menu, and then click the option that you want.

3.7. Hiding and unhiding rows

To hide row(s) follow these steps:

1. Select row(s) you want to hide (e.g.

row heading 5 in figure 9)
2. Right click on the row(s) while still
selected
3. Click Hide on drop-down menu
4. Row 5 is hidden as shown in figure 10

Figure 9: Unhiding rows Figure 10: drop-down menu Hiding rows

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To unhide row(s) follow these steps:

1. To unhide row 5, select the two adjacent

rows (row heading 4 and row heading 6)
2. Right click on the two selected rows
3. Click Unhide on drop-down menu. The
row 5 becomes visible again (figure 11)

Figure 11: Unhiding rows

3.8. Hiding and unhiding columns

To hide column(s), follow these steps:

5. Select column(s) you want to hide (e.g. column C)
6. Right click on the columns(s) while still selected
7. Click Hide on drop-down menu (figure 12)
8. Column heading D is hidden from worksheet as shown in figure 13

Figure 12: Hiding column Figure 13: Hidden column

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To unhide column D. follow these steps:

1. Select the two adjacent columns

(column C and column E in figure 14)
2. Right click on the two selected columns
3. Click Unhide on drop-down menu. The
column D becomes visible again

Figure 14: Unhiding columns

4. COPYING DATA IN WORKSHEET

You can use MS Excel to copy data from one location to another within the same worksheet or
another worksheet in an easy way.

4.1. Copying data within the same worksheet

To copy content of the cell D4 to cell G3, follow these steps:

1. Click a cell D4 to select it
2. Click command Copy or simply press a combination of
Ctr+C
3. Click cell G3 to select it
4. Click command Paste or simply press a combination of
Ctr+V. The content of cell D4 is now copied into cell G3

Figure 15: copying data within the same worksheet

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To copy range of cells, follow these steps

1. Select range of cells you want to

copy, e.g. C4 to E4
2. Click command Copy or simply
press a combination of Ctr+C
3. Click cell G3 to select it
4. Click command Paste or simply
press a combination of Ctr+V. The
contents of cells C4 to E4 are now
copied into cells G3 to I3
Figure 16: copying range of cells (1)

Figure 17: copying range of cells (2)

To copy row(s) of data, follow these steps

1. Select a row you want copy, e.g. row heading 5

2. Click command Copy or simply press a combination of Ctr+C
3. Click row heading 12 to select it
4. Click command Paste or simply press a combination of Ctr+V. The contents of row
heading 5 has been copied to row heading 12

Figure 18: copying rows of data (1) Figure 19: copying rows of data (2)

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To copy column(s) of data, follow these steps

1. Select a column you want copy, e.g. column D by clicking on column heading
2. Click command Copy or simply press a combination of Ctr+C
3. Click on column heading G to select it
4. Click command Paste or simply press a combination of Ctr+V. The contents of column
heading D has been copied to column heading G

Figure 20: copying column of data (1) Figure 21: copying column of data (1)

4.2. Copying data to another workshop

1. Select the content

(data) of Sheet1 (figure
xx)
2. Press Ctr+C to copy the
content
3. Open Sheet2 by
clicking on its tab
4. Click any place within
Sheet2 where the
content from Sheet1
should appear
5. Press Ctr+V to paste
the content of Sheet1 to
Sheet2

Figure 22: copying data to another worksheet

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4.3. Exercises

Figure 23: Types of fruits

You are required to practice the following:

1. Type information as appeared in the table
2. Name Sheet1 to Prcatice1
3. Insert new row below a row of Doriani information
4. Fill the inserted row with the information of any fruit
5. Insert a new column before column E name it as Ladha
6. Expand the width of column D to be twice as much
7. Shrink the width of column C to the half of original width
8. Hide a row containing Tikiti information
9. Hide a column E
10. Copy cell range C3 - C5 to G1- G3
11. Copy the content of column C to column H
12. Copy the content of row heading 7 to row heading 10
13. Add a new sheet and rename it as Copied
14. Copy content of Practice1 to Copied
15. Delete Practice1

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5. CELL FORMATTING

5.1. Apply or remove cell borders on a worksheet

You can add a border around cells or range of cells using the
following steps:

1. On a worksheet, select the cell or range of cells that

you want to add a border to, to change the border
style on, or to remove a border from.

2. On the Home tab, in the Font group, do one of the

following:

▪ To apply a new or different border style, click

the arrow next to Borders , and then click a
border style.

▪ To remove cell borders, click the arrow next to

Borders , and then click No Border .

5.2. Merging Cells and Wrapping Texts

MS Excel allows cell merging which means combining different cells into a single cell. It also
allows text wrapping which means breaking a text that consists of more than one word into
multiple lines in the same single cell. Use the following steps to do Cell Merging and Text
Wrapping.

Text Wrapping:

1. Select a cell containing a text to be wrapped

2. On Alignment group, select Wrap Text option

Text Alignment
1. On Alignment group, select alignment button
2. Select one of the alignment options that appears

Cell Merging
1. Cell range of cells to be merged
2. On Alignment group Select Merge & Center option
3. Select one of the first three cell merging options
that appears

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5.3. Number with decimal and currency
Currency Format
If a number on cell represents currency,
you can specify the type of currency you
want to use as follows:

1. Select a cell or range of cells to use

the currency format
2. On Number group click currency
button
3. Choose appropriate currency format
for selected cells.

Change decimal places

1. Select a cell or range of cells to use
the decimal place format
2. On Number group, do one of the
following:
a. To increase decimal places,
choose Increase Decimal button
b. To decrease decimal
places, choose Decrease Place
button.

Formatting Cell by using Format Cells

box
You can also format your cell with
Number, Alignment, Font and Border by
using Format Cells dialog box as shown
on the right.
• Number tab allows you to specify
appearance of numbers
• Alignment tab specifies vertical and
horizontal alignment
• Font tab allows you to specify font
type and size
• Borders tab allows you to create
special effects

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 Click arrow button on Number group to
open Format Cells dialog box.

Using Custom currency format on

Format Cells
If required currency format is not
available on Number group, do the
following:
1. Select category Custom as shown on
the Format Cells dialog box.
2. On the right, type appropriate format
code (e.g. “TSH” #,###.00).
3. Click OK
4. Select the cell on which you want to
apply your custom currency format.
5. Open Format Cells dialog box,
6. Choose Custom
7. On the Type box, scroll down and
choose “TSH” #,###.00
8. Click OK

6. FORMULAE AND FUNCTIONS IN SPREADSHEETS

There are two basic ways to perform calculations in Excel: Formulas and Functions.

6.1. Using Formulas

Formula is mathematical expression that calculates values in a cell or in a range of cells.
For example, =A1+A2+A3+A4 is a formula that adds up the values in cells A2 through A4.

Excel formula always begin with an equal sign (=) such as =B2+C2, and can consist of one or
more arithmetic operators. Excel follows the order of precedence, which is a set of
predefined rules to calculate a value

Formula can contain any or all of the following:

• Cell references (e.g. A1, B2) which contain input values
• Constants (e.g. 0.5)
• Functions (e.g. SUM())
• Operators such as plus (+), minus (-) and multiplication (*)

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Figure 24: Examples of the Formula

Figure 25: Order of precedence

Steps for entering a formula

1. Click the cell in which you want the result of the formula to appear
2. Type the equal sign (=)
3. Enter appropriate formula for performing calculations. The entered formula is displayed
on the formular bar.
4. Press Enter. The result will be displayed in the current cell

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6.2. Exercise on creating formula in Excel

Figure 26: Performing simple Arithmetic Operations

You are required to practice the following:

1. Create a table and enter the data as shown in figure
2. Create addition formular (don’t use SUM function!) and calculate the results of
performing addition operation in cell E4
3. After getting the result in cell E4, do the following:
a. Click the cell E4 and position mouse pointer on the lower right corner of the
cell. You will see the mouse pointer changes to plus sign +
b. Drag the mouse pointer along the column from E4 to E12 while holding left
button of the mouse. You will see the formula is automatically added to the
rest of the cells and the results are displayed in each cell in column E.
c. Repeat the process to complete other operations
4. Change worksheet name as Exercise 5-2

6.3. Using Functions

Functions are predefined formulas in Excel. They eliminate laborious manual entry of
formulas while giving them human-friendly names. For example, instead of specifying each
value to be summed in the formula such as (=A1+A2+A3+A4), you can simply use the SUM
function to add up a range of cells: =SUM(A1:A4)

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Excel basic functions
Among the basic functions which are very helpful and provide necessary skill for An Excel
novice are:

• SUM
• SUMIF
• AVERAGE
• AVERAGEIF
• COUNT
• COUNTIF
• MIN
• MAX
• IF

SUM function
The SUM function performs the basic arithmetic operation of addition. Its syntax is
SUM(number1, [number2], …)

An argument enclosed in [square brackets] is optional, other arguments are required. Meaning,
your Sum formula should include at least 1 number, reference to a cell or a range of cells. For
example:

=SUM(B2:B6) - adds up values in cells B2 through B6.

=SUM(B2, B6) - adds up values in cells B2 and B6.

If necessary, you can perform other calculations within a single formula, for example, add up
values in cells B2 through B6, and then divide the sum by 5:

=SUM(B2:B6)/5

An example of the function SUM

In the following example, the function SUM adds up all of the values found in the range of between
B1 and B4. Type the function =SUM(B1:B4) in cell B5 and then press enter to display the result.
Note that if you select the cell containing the result, the function SUM is displayed on the formular
bar

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Figure 27: Using SUM function

SUMIF function
Unlike SUM function, the SUMIF function performs arithmetic operation of addition with some
conditions. Its syntax is SUMIF(range, criteria,[sum_range]).

• range = This argument indicates the range of cells that the criteria are to be applied
against.
• criteria = This is criteria itself to be applied within the range
• sum_range = This argument indicates the range of cells to be summed together.

Example:
We want to know total number of customers who use SMS service in six companies indicated in
the table. Here, our criteria is “SMS” service. The result is displayed in the cell E10.
So, our SUMIF function will look like this: =SUMIF(D4:D9,“SMS”,E4:E9)

Figure 28: Using SUMIF function

AVERAGE function
The Excel AVERAGE function does exactly what its name suggests, i.e. finds an average, or
arithmetic mean, of numbers. Its syntax is: AVERAGE(number1, [number2], …)

An example of the function AVERAGE

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In the following example, the function AVERAGE adds up all of the values found in the range of
between B1 and B4. Then, it finds the average by dividing the sum by number of cells within the
range. Type the function =AVERAGE(B1:B4) in cell B5 and then press enter to display the result.

Figure 29: Using AVERAGE function

AVERAGEIF function
AVERAGEIF function finds average value for the cells specified by a given condition or criteria.
Its syntax is AVERAGEIF(range, criteria,[average_range])

Example:
The table below shows examination results of two subjects (Kiswahili and English). Now, we want
to know average marks students scored in English subject. So, our criteria is “English” subject. By
using AVERAGEIF function we get the result very easily as displayed in the cell E10.

Figure 30: Using AVERAGEIF function

MAX & MIN functions

The MAX and MIN formulas in Excel get the largest and smallest value in a set of numbers,
respectively. For our sample data set, the formulas will be as simple as:
=MAX(B1:B4)
=MIN(B1:B4)

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Use the same previous examples and find the maximum and minimum numbers within the range
B1 and B4. Results are shown in figure xx respectively.

Figure 31: Using MAX function

Figure 32: Using MIN function

COUNT
The COUNT function counts the number of cells that contain numbers within a given range of
cells. The syntax is COUNT(value1, value2, …). Now, practice the same previous example and
count how many cells within the range has a value in it. The result is displayed in figure xx.

Figure 33: Using COUNT function

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COUNTIF function
The COUNTIF function counts the cells that meet a certain criterion. Its syntax requires 2
arguments: COUNTIF(range, criteria)

In the first argument, you define a range where you want to count cells. And in the second
parameter, you specify a condition that should be met.

Example:
Count how many students took Kiswahili exam. You use the following COUNTIF function as
=COUNTIF(D4:D10, "Kiswahili").

Instead of typing a criterion directly in the formula, you can input a cell reference as demonstrated
in the following screenshot:

Figure 34: Using COUNTIF function

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6.4. Exercise on using Excel functions
Use appropriate functions to fill up the following table:

Figure 35: Execise on using Excel functions

6.5. Using IF function

The IF function checks the condition that must be either true or false. If the condition is true, the
function returns one value. If the condition is false, the function returns another value.

The syntax is =IF(logical_test,value_if_true,value_if_false)

The function takes three arguments:

logical_test: the condition you want to check
value_if_true: the value to return if the condition is true
value_if_alse: the value to return if the condition is false

Using comparison operators in IF function

IF function uses comparison operators which compare two values as shown in the table
below. When two values are compared by using these operators, the result is a logical value
either TRUE or FALSE.

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Table 1: Using comparison operators in IF function

Comparison operator Meaning Example

= (equal sign) Equal to A1=B1
> (greater than sign) Greater than A1>B1
< (less than sign) Less than A1<B1
>= (greater than or equal to sign) Greater than or A1>=B1
equal to
<= (less than or equal to sign) Less than or equal A1<=B1
to
<> (not equal to sign) Not equal to A1<>B1

• The logical test is constructed using comparison operators

• You can make comparisons with numbers, letters or text strings.
• Enclose text strings and letters within quotation marks when making comparisons

6.6. Examples of using IF Function

The following example uses the IF function to determine whether student passed or failed
examination. The logical test D4>49 is used as a condition we must check to get the correct
response.
Step:
1. Type the IF function =IF(D4>49,"Pass","Fail”) in the cell E4 where response should
appear (figure 36)
2. Press Enter. The response “Fail” is displayed
3. Use mouse-drag technique to fill up response for the remaining students. The complete
table is shown in figure 37.

Figure 36: Using IF function to determine Pass status (1)

29
 Figure 37: Using IF function to determine Pass status (2)

6.7. Nested IF function

In previous example, examination result status has two possible responses (Pass or Fail). In other
situations, you may be given a scenario where the problem has more than two possible responses
or outcomes.

3-possible outcomes
For example, one college decides awarding scholarship to students based on examination results
as the only criteria (condition). This is given below:

• Student scores between 90 and 100. Outcome: Give full scholarship

• Student scores between 80 and 89. Outcome: Give partial scholarship
• Student scores between 0 and 79. Outcome: No scholarship

To solve such problem, one should use Nested IF function. In nested IF function, one IF function
is embedded in another IF function. For example, if there are 3 possible outcomes in the problem,
as the case shown above, the syntax of nested IF function will look like this:

=IF(logical_test,value_if_true, IF(logical_test,value_if_true, value_if_false))

Note:
• 2-IF functions, one is nested into another
• Number of opening and closing brackets are the same

30
Figure 38: Nested IF function in 3-possible outcomes

4-possible outcomes
If the problem has four possible outcomes, the syntax of IF function will look like this:

=IF(logical_test,value_if_true,IF(logical_test,value_if_true,IF(logical_test,value_if_true,
value_if_false)))

Note:
• 3-IF functions, one is outside and the other two are inside
• Number of opening and closing brackets are the same
Example
Suppose scholarship award is available in three categories: silver, gold and bronze.

• Student scores between 90 and 100. Outcome: Silver Scholarship

• Student scores between 80 and 89. Outcome: Gold Scholarship
• Student scores between 70 and 79. Outcome: Bronze Scholarship
• Student scores between 0 and 69. Outcome: No Scholarship

Figure 39: Nested IF function in 4-possible outcomes

31
7. ABOUT SORTING AND FILTERING

7.1. Sort data in a List

Excel makes it easy to sort a list in ascending or descending order based on any field(s) in
the list. The field(s) selected on which to sort is called the sort fields or the sort keys. You
may choose to sort the data on a single field or on a collection of fields. You can sort data by
text (A to Z or Z to A), numbers (smallest to largest or largest to smallest), and dates and
times (oldest to newest and newest to oldest) in one or more columns.

Sort Text
1. Select a column of alphanumeric data in a range of
cells, or make sure that the active cell is in a table
column containing alphanumeric data.
2. On the Home tab, in the Editing group, and then
click Sort & Filter.
3. Do one of the following:
a. To sort in ascending alphanumeric order, click
Sort A to Z.
b. To sort in descending alphanumeric order,
click Sort Z to A.

Sort Numbers
1. Select a column of numeric data in a range of cells,
or make sure that the active cell is in a table column
containing numeric data.
2. On the Home tab, in the Editing group, click Sort &
Filter, and then do one of the following:
a. To sort from low numbers to high numbers,
click Sort Smallest to Largest.
b. To sort from high numbers to low numbers,
click Sort Largest to Smallest.

Sort dates or times

1. Select a column of dates or times in a range of
cells, or make sure that the active cell is in a table
column containing dates or times.
2. Select a column of dates or times in a range of
cells or table.
3. On the Home tab, in the Editing group, click Sort
& Filter, and then do one of the following:
a. To sort from an earlier to a later date or
time, click Sort Oldest to Newest.
b. To sort from a later to an earlier date or
time, click Sort Newest to Oldest.

32
7.2. Filter data in a list using AutoFilter
Sometimes you will want to see a portion of the records instead of all of them. The processing
of displaying only those records that meet some criteria is called Filtering. When data in the
list is filtered, records that do not meet your criteria are hidden. These records are not
removed from the list and, therefore, can be redisplayed by removing the filter. Simple filters
can be specified by clicking the list arrow on any field name cell. More complex filters must
be created using the Custom AutoFilters option.

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. You can filter three types of data including Text,
Number and Date and time.

Filter by Number
You can filter Number (cell contains number) by using one of the comparison operator
commands listed below.
• Equals
• Does Not Equal
• Greater Than
• Greater Than Or Equal To
• Less Than
• Between
• Etc…

Filter by Text
You can also filter by text (i.e. cell contain text data) such as names by using one of the
comparison operator commands listed below:
• Equal
• Does Not Equal
• Begin With
• Ends With
• Contains
• Does Not Contain

33
Examples of filtering

Example 1: Filter by Number

From the Test Scores table, display those rows whose
total scores exceed 70.

Steps:

• Select a range of cells containing total test scores.

• On the Home tab, in the Editing group
• Click Sort & Filter, and then click Filter.

Figure 40: Examples of filtering

• Click the arrow in the column header of total score.

• Point to Number Filters and then click one of the comparison operator
commands.

34
Figure 41: Selected comparison operator command

• On the Custom AutoFilter dialog box, type 70 on the right of on the dropdown box
containing comparison operator command.
• Click OK.

The filtered data are displayed below

Figure 42: Custom AutoFilter

Figure 41: Filtered data

35
Example 2: Filter by text

From the Test Scores table, display rows which contains students’ names that end with
letter a.

Steps:

• Select a range of cells containing total test scores.

• On the Home tab, in the Editing group
• Click Sort & Filter, and then click Filter.

• Click the arrow in the column header of Name.

• Point to Number Filters and then click one of the comparison operator commands.
• On the Custom AutoFilter dialog box, type letter a on the right of on the dropdown
box containing comparison operator command.
• Click OK.

Figure 43: Test score filtering Figure 43: Custom AutoFilter

36
 Figure 44: Filtered data

8. CREATING CHARTS
Charts, or graphs, provide visual representations of the workbook data. A chart may be
embedded in an existing worksheet, or can be created on a separate chart sheet, with its own
tab in the workbook. 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 in a chart. Some chart types, however, such
as pie and bubble charts, require a specific data arrangement.

8.1. Available chart types

Microsoft Office Excel supports numerous types of charts to help you display data in ways
that are meaningful to your audience. Some of these chart types available in Excel are listed
below.

✓ Column charts
✓ Line charts
✓ Pie charts
✓ Bar charts
✓ Area charts
✓ XY Scattered charts

8.2. How to Insert Chart

1. On the worksheet, arrange the data that you want to plot in a chart.
2. Select the cells that contain the data that you want to use for the chart.

If you select only one cell, Excel automatically plots all cells containing data that
directly surround that cell into a chart. If the cells that you want to plot in a chart are
not in a continuous range, you can select nonadjacent cells or ranges as long as the
selection forms a rectangle. You can also hide the rows or columns that you don't
want to plot in the chart.

3. On the Insert tab, in the Charts group, do one of the following:

✓ Click the chart type, and then click a chart subtype that you want to use.

37
 ✓ 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 ones that you want to use.

Figure 45: Types of charts

8.3. Column charts

In column chart, data is arranged in columns or rows on a worksheet and can be plotted in a column
chart. Column charts are useful for showing data changes over a period of time or for
illustrating comparisons among items. To create a basic chart, you start by entering the data
for the chart on a worksheet. Then you simply select that data and choose the chart type that
you want to use on the Ribbon (Insert tab, Charts group). In column charts, categories are
typically organized along the horizontal axis and values along the vertical axis.

Example
We want to show visual comparisons among students’ examination marks in Biology
examination results. The data is given in figure 45. To achieve this, we create column chart
showing student names and their respective total marks.

Figure 46: Biology Examination results

Step:
1. Select list of students’ names together with its label Student Name
2. Press Ctrl key while selecting list of total marks together with its label Total Marks
3. column containing student Click Insert
4. Click Column. You will see variations of column charts
5. Click Clustered column

38
 Figure 47: Column chart showing examination results

Adding data label

1. To add data label, right click on any column. Dro-down menu appears (figure 48)
2. Click Add Data Label from drop-down dialog box. The data labels (exam scores) are
added to the columns. (figure 49)

Figure 48: Adding data labels (1)

39
 Figure 49: Adding data labels (2)

8.4. Line charts

Data that is arranged in columns or rows on a worksheet can be plotted in a line chart. Line
charts can display continuous data over time, set against a common scale, and are therefore
ideal for showing trends in data at equal intervals. In a line chart, category data is distributed
evenly along the horizontal axis, and all value data is distributed evenly along the vertical
axis.

Note the following:

✓ You should use a line chart if your category labels are text, and are representing evenly
spaced values such as months, quarters, or fiscal years.
✓ You should also use a line chart if you have a few evenly spaced numerical labels,
especially years. If you have more than ten numerical labels, use a scatter chart instead.

Example
Fahari Computers’ store is a business entity that sells computer accessories in three
Tanzania regions namely DSM, Dodoma and Arusha. You are given annual sales of computer
accessories in 2023 as shown in the figure 50. Use Line charts to visualize the sales trends
and compare business performance in those regions.

40
Figure 50: Annual Sales in four Quarters

Step:
1. Select branches and quarter sales with their respective labels
2. Click Insert tab on the Excel panel
3. Click Line arrow on the Charts panel
4. Click Line. The line chart is displayed as in figure xxx.

Figure 51: Example of using line charts

41
Formatting the chart
• Add data label to the line chart as you did to column
chart.
• Change Chart Title to: Annual Sales of Computer
Accessories 2023
• Change chart colour to yellow by following these
steps:
o Select area of the chart by right clicking the
mouse. Drop-down menu appears
o Click Format Chart Area from drop-down
menu. Format Chart Area dialog box
appears (see figure 52)
o Select Solid fill
o Select yellow color from Fill Color
o Close the dialog box. The line chart has been
changed to reflect formatting selection
(figure 53)

Figure 52: Format Chart Area

Figure 53: Formatting line charts

42
8.5. Pie charts
Data that is arranged in one column or row only on a worksheet can be plotted in a pie chart.
Pie charts show the size of items in one data series, proportional to the sum of the items. The
data points in a pie chart are displayed as a percentage of the whole pie.

Figure 54: Adding Pie charts

Consider using a pie chart when:

✓ You only have one data series that you want to plot.
✓ None of the values that you want to plot are negative.
✓ Almost none of the values that you want to plot are zero values.
✓ You don't have more than seven categories.
✓ The categories represent parts of the whole pie.

8.6. Bar charts

Data that is arranged in columns or rows on a worksheet can be plotted in a bar chart. Bar
charts illustrate comparisons among individual items.

Figure 55: Bar charts

43
Consider using a bar chart when:

✓ The axis labels are long.

✓ The values that are shown are durations.

9. USING CELL REFERENCE

9.1. Introduction
The row and column in Excel together make a cell. We input data in cells of a worksheet. A
cell reference is the name that identifies a cell or a range of cells on a worksheet and tells
Microsoft Excel where to look for the values or data you want to use in a formula. It is formed
by combining column name and row number. For example, A2 and C3 are cell references in
the example below.

Figure 56: Cell Reference

✓ With cell references, you can use data contained in different parts of a worksheet in
one formula or use the value from one cell in several formulas.
✓ You can also refer to cells on other sheets in the same workbook, and to other
workbooks.

Table 2: Examples of cell references

Cell reference in the Refers to: And Returns:

formula
=C2 The cell in column C and row 2 The value in cell C2.
=SUM(A10:A20) The range of cells in column A The value from the formula
and rows 10 through 20 SUM(A10:20)
=Sheet2!B2 The cell in column B and row 2 The value in cell B2 on Sheet2.
on worksheet Sheet2

44
9.2. Types of cell references

There are three types of cell references in MS Excel:

1. Relative reference
2. Absolute reference
3. Mixed reference

Relative references
By default, a cell reference is a relative reference, which means that the reference is relative
to the location of the cell. When you copy a formula that contains a relative cell reference,
that reference in the formula will change to reflect location of the cell. And the content of the
cell reference also changes.

As an example, try to copy the formula =B4+C4 from cell D4 to D5, the formula in D5 adjusts
to the right by one column and becomes =B5+C5. Because the cell reference changes in the
formula, so does the content of the cell reference. This is shown in the figure 58 below.

Note that the formula =B4+C4 outputted 44 in D4. But when copied to cell D5, outputted 0.

Figure 57: Example of relative reference

Absolute references
An absolute reference is a cell reference that does not change (constant) when you copy the
formula to a new location. To create an absolute reference, you preface the column and row
designations with a dollar sign ($). For example, the absolute reference for =B4+C4 would
be =$B$4+$C$4. Then, when you copy the formula from D4 to D5, the formula stays exactly
the same no matter where you copied the formula. This is shown in the figure 58.

Figure 58: Example of absolute reference

45
Because the cell reference remains unchanged in the formula, so does the content of the cell
reference as shown in the figure 58. The formula =$B$4+$C$4 outputted 44 in D4, and when
copied to cell D5, the output remained the same.

When to use absolute reference

You can always use absolute reference when you have constant value which must be used in
multiple locations in your worksheet. This saves you from retyping the same data every place
you want to use.

Mixed References
Mixed reference is formed by making one of the parts of cell reference relative and another
absolute. That is when either the column is made constant or the row is made constant. When
we make any column or row constant then the column name or row number does not change
as we copy the formula to other cell(s). The mixed reference is designated by a dollar sign
($) before the row or column. For example:

Mixed Reference: Column A and row 1 are absolute, column B and row 2 are relative

Figure 59: Mixed reference

Practical example of using mixed reference

The following example is about using mixed reference to create multiplication table. Please
copy the formula along the rows and columns to fill up the table.

46
 Figure 60: Using mixed reference to create multiplication table

10. EXTERNAL REFERENCE

All examples we have done so far in Excel formula and functions involves referring a cell or range
of cells within the same worksheet under the same workbook. MS Excell also allows you to refer
to a cell or range of cells that are on different worksheets in the same workbook or another
workbook. This is called external reference.

10.1. Referring a cell or range of cells to another worksheet within the same
workbook

Reference to different worksheet in the same workbook can be done by typing the name of the
worksheet containing the cells (you want to refer to) followed by an exclamation point (!) to the
cell reference. Typical example is shown below.

In this example, the AVERAGE worksheet function calculates the average value for the range
B1:B10 on the worksheet named Marketing in the same workbook.

Refers to the worksheet named Marketing

Refers to the range of cells between B1 and B10, inclusively
Separates the worksheet reference from the cell range reference

In summary, to refer to another worksheet, you use the following format:

Sheet_Name!Cell_Reference
47
Example:
Consider the following screenshot. You are given a worksheet named sales containing a list of
individual sales of some computers and IT equipment. Your required to compute total sales of all
items in another worksheet within the same workbook.

Figure 61: Sales of computers and IT equipment

Step:
1. Add another worksheet and rename it total_sales
2. Type the label TOTAL SALES = in B2
3. Type the formula =SUM(sales!F4:F9) in C2
4. Press Enter. The result is shown in the screenshot below.

Figure 62: Cell reference from another worksheet in the same workbook
Note
1. The word sales in the formula represents worksheet name containing original data
2. F4:F9 indicates range of cells to be summed up in column F which contain list of individual
sales for each item

If you want to refer to sales of particular item, let’s say, EPSON Printer which is located in cell
reference F4, just identify the worksheet name (sales) followed exclamation mark (!) and the cell
reference. Hence, you type =sales!F4 in the current worksheet to get the result!

48
10.2. 3-D Reference
A reference that refers to the same cell or range on multiple worksheets is called a 3-D
reference. 3-D reference is used for consolidating information from multiple worksheets
within the workbook. This means that 3-D reference deals with data from a range of
worksheets and not from as a single worksheet as we saw in previous case.

To use a 3-D reference requires that the data from all worksheets must follow the same
pattern. For example, all the data from all worksheets must be placed in exactly the same cell
reference (e.g. B3) or the same cell range (e.g. B3:B1). Similarly, the cells on each worksheet
must contain the same type of data, such as numbers.

Example:
Suppose you want to sum up budget allocation from three departments namely Sales, HR,
and Marketing. Each department represents different worksheet. The total amount of budget
allocation in each worksheet is placed in cell reference B3. So, the summation of budget
allocation for all three departments (worksheet) can be easily obtained by using reference
formula as follows:

=SUM(Sales:Marketing!B3)

This formula must be typed in consolidation worksheet which summarizes the data (see
figure xx). Note also that the expression Sales:Marketing refers to range of worksheets
(Sales-HR-Marketing)

You can even add another worksheet, and then move it into the range that your formula
refers to. For example, to add a reference to cell B3 in the Facilities worksheet, move the
Facilities worksheet between the Sales and HR worksheets as shown in the following
example.

Figure 63: 3-D Reference

Because your formula contains a 3-D reference to a range of worksheet names,

Sales:Marketing!B3, all worksheets in the range are included in the new calculation.

49
You can use the following functions in creating a 3-D reference:

Table 3: Important functions used in 3-D References

Function Description
SUM Adds numbers.
AVERAGE Calculates average (arithmetic mean) of numbers.
AVERAGEA Calculates average (arithmetic mean) of numbers; includes text and
logical.
COUNT Counts cells that contain numbers.
COUNTA Counts cells that are not empty.
MAX Finds largest value in a set of values.
MIN Finds smallest value in a set of values.

10.3. Referring a cell or range of cells to another worksheet in another workbook

You can refer to the contents of cells in another workbook when it is not practical to keep large
worksheet models together in the same workbook. For example, you can merge data by linking
workbooks from several users or departments and then integrate the pertinent data into a
summary workbook.

Apart from worksheet name, when you create an external reference from one workbook to
another workbook, you should also use a name of the workbook to refer to the cells that you
are linking to.

What an external reference to another workbook looks like

Formulas with external references to other workbooks are displayed in two ways, depending on
whether the source workbook — the one workbook that supplies data to a formula — is open
or closed.

When the source is open, the external reference includes following:

• workbook name in square brackets

• worksheet name
• Exclamation point (!)
• cells that the formula depends on

For example, the following formula adds the cells C10:C25 from the workbook named
Budget.xls.

50
When the source is open

External reference
=SUM([Budget.xlsx]Annual!C10:C25)

When the source is not open, the external reference includes the entire path.

External reference
=SUM('C:\Reports\[Budget.xlsx]Annual'!C10:C25)

11. CHANGING WORKSHEET VIEWS

You can view a worksheet in three ways:

• Normal view simply shows the contents of the worksheet

• Page Layout view shows how the worksheet will appear on the page or pages sent to the
printer
• Page Break Preview displays the location of the different page breaks within the
worksheet

Figure 64: Changing worksheet view

51
11.1. Use Page Layout View
Before you print a Microsoft Office Excel worksheet that contains large amounts of data or charts,
you can quickly fine-tune it in the new Page Layout view to achieve professional-looking results.
In this view, you can change the layout and format of data the way that you can in Normal view.

Page Layout view is useful to get your data ready for printing. Page breaks are more easily adjusted
in Page Break Preview view. For an exact preview of how the data will be printed, you can preview
the worksheet pages in Print Preview view.

Figure 65: Worksheet in Page Break Preview

11.2. Working With Portrait and Landscape Orientation

To change the page orientation:
• Click the Page Layout tab on the Ribbon
• In the Page Setup group, click the Orientation button, and then click Landscape
• The page orientation switches to landscape

11.3. Changing the Page Orientation and Paper Size

The Page tab of the Page Setup dialog box lets you change page orientation (portrait or
landscape) or paper size (e.g., letter size or legal size). The default paper size in Excel 2003 is 8.5
X 11 inches, with a portrait orientation (prints up and down on the long side of the page). A
landscape orientation, on the other hand, prints up and down on the short side of the page.

52
To Change Page Orientation:
• Select the correct worksheet.
• Choose File Page Setup from the menu bar.
• Click on the Page tab.

Figure 66: Page Setup

• Choose an Orientation (Portrait or Landscape) for the worksheet.

• Select a Paper Size from the list of available paper size options that appear in the list
box.
• Click on the paper size.
• Click the OK button to accept the page settings.
The Page tab of the Page Setup dialog box lets you shrink the spreadsheet data so it fits on a
specified number of pages when you print. Click the Fit to: option button and enter the desired
number of pages wide and pages tall.
The Page tab of the Page Setup dialog box lets define the resolution of the print job. Print
Quality is measured in dpi, or dots per inch. High dpi provides a better print quality.

53
11.4. Creating Sheet Settings
The Sheet tab in the Page Setup dialog box provides additional print options you may want to
add to your worksheet.

Print Area
By default, Excel prints from the A1 to the last occupied cell in a worksheet. You can specify a
different range of cells to print.
Print Titles
Prints column and row labels on each page of the printout. Specify these rows or columns in the
Rows to Repeat at Top and Columns to Repeat at Left textboxes.
Print - Gridlines
Determines whether gridlines are printed. However, turning off gridlines does not affect their
appearance in Normal View.
Print - Black and White
If you used colors in your worksheet but don't want to waste the ink in your color printer, use
black and white.
Print - Draft Quality
Choose draft quality to print the worksheet without gridlines or graphics.
Print - Row and Column Headings
Click this option to include row numbers and columns letters in your printed document.
Page Order
Determines the order in which worksheets are printed.

54
12. CLASS ASSIGMENTS

12.1. Exercise 1
Jua Kali ICT Training Academy is a fictitious training college that provides ICT training
services to local community. The college remunerates its teaching staff based on the
following:
• Flat basic salary for all teaching staff
• Administrative allowance for teaching staff with additional administrative duties
• Monthly payment based on the number of teaching hours

Other information to be considered before staff payment is released includes the deduction
of income tax and staff loan, if any.
Staff Admin. Admin. No. of Total Staff Gross Income Net
Name duties allowan teachin teachin Loan salary tax salar
ce g hours g y
payme
nt
MSECHU Counselor 55000 40 64550
MAGAYA Coordinat 60000 45
or
LUSHAKA Head of 150000 35
Academy
JENIFA 65
MAGANG Public 40000 55 95000
A Relation
MAGESA Curriculu 58000 39 29500
m
developer
KONDOR 68 80050
O
MLANZI System 65000 47 24080
admin.
HAULE 59
TOTAL

MAXIMUM STAFF LOAN

MINIMUM GROSS SALARY
AVERAGE NET SALARY:

Note that the following details and formula must be used in computing staff
payment:
1. Staff basic salary is Tsh 350,000

55
 2. Teaching payment per hour is Tsh 5,000
3. Income tax is 11.5% of gross salary
4. Gross salary = Basic salary + Admin allowance + payment from teaching hours
5. Net salary = Gross salary – Income tax – Staff loan

Total teaching payment = Teaching payment per hour * No. of teaching hours
You are required to calculate the following:
• Gross salary and net salary of each staff
• income tax
• Maximum and minimum net salary
• Average salary and total salary paid to all staff
• Draw column chart of Staff Name against Net salary

12.2. Exercise 2

EAST AFRICAN RESEARCH CENTER

SAMPLE DATA ON HIV-AIDS CASES IN TANZANIA - 1997
REGION FEMALE MALE FIRST CASE FUNDS
ALLOCATED (TSH)
TANGA 7834 8763 31 May 44,500,000.00
1985
MOROGORO 4563 4321 20 Jan 1984 23,600,000.00
DSM 9035 7234 15 Aug 55,000,000.00
1983
KAGERA 9652 5428 17 Jun 1983 46,000,000.00
PEMBA 562 456 19 Mar 21,200,000.00
1990
MBEYA 1236 978 30 Dec 1987 34,000,000.00
RUVUMA 935 456 01 Dec 1989 41,500,000.00
LINDI 456 236 18 Jul 1984 51,000,000.00
KILIMANJARO 789 896 20 Oct 1986 62,000,000.00
MWANZA 5414 9867 15 Feb 1991 44,600,000.00
TABORA 9876 4568 09 Jan 1995 53,800,000.00

Total fund in all regions:

Maximum fund allocated:
Minimum fund Allocated:

Questions:
(a) Create table below as it appears; Save your workbook as HIV-AIDS. Name the
worksheet containing this table as HIV1.

56
 (b) Using the table above, Compute the total sum of funds allocated in all regions,
minimum and maximum fund allocated.
(c) On third worksheet named as HIV2, create Line Graph of Regions against FEMALE
and MALE victims of aids. Note that:
• Your chart should be fully labeled
• Your chart Title should be REGIONS VS FEMALE & MALE
(d) On fourth worksheet named as HIV3, display number of female and male victims of
aids and their respective regions who were affected before the date 13-May-1987.
(e) On fifth worksheet named as HIV4, display the regions whose fund allocation does
not exceed Tanzania shillings 45,000,000.00.
(f) On a sixth worksheet named as HIV5, add extra column on your table and label it as
TOTAL NUMBER OF HIV VICTIMS, and display total number of female and male HIV
victims in each region on that column.
(g) Add one more column on the worksheet HIV5 and label it as COMMENT. Display
appropriate comment on that column using the following criteria:
• If the total number of female and male HIV victims in each region exceeds
11,500, display the comment “Hali ni Mbaya Mno!”.
• If the total number of female and male HIV victims in each region is less than
5,500, display the comment “Hali Inatia Matumaini”. Otherwise, display the
comment “Hali Si Mbaya Sana”.

12.3. Exercise 3
(a) Create a workbook and name it MAGAYA. Inside MAGAYA create three tables, as
they appear on the next sheet (TABLE 1, TABLE 2 & TABLE 3), each in a different
worksheet. Name the three worksheets as ARUSHA, DODOMA and TANGA
respectively.
(b) Compute unit cost, total cost, discount given, sales and profits of each product and
total sales and profits of all products in each region.
(c) Add another worksheet and name it SUMMARY. Create a table showing summary
sales of electronic products in all three regions (TABLE 4). Using 3D- Reference,
compute summary sales, costs, discounts and product profits. On the same SUMMAY
worksheet compute percentage profits of each product.

Note the following:

1. Unit cost of each product is 53.80 percent of unit price
2. Discount given on each product is 11.20 percent of unit price
3. Sales = Unit Price x Units Sold
4. Total cost = Unit Cost x Units Sold
5. Profit = Sales – Total Cost – Discount Given

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 6. Percentage Profit = product profits/total profits of all products
7. All fields containing currency data must be formatted with the following currency
format: “TSH” ##,###.00

TABLE 1
MAGAYA SALES OF ELECTRONIC PRODUCTS AT DODOMA REGION
PRODUCT UNIT UNITS UNIT DISCOUNT Total SALES PROFIT
NAME PRICE SOLD COST GIVEN Cost
PRINTER 109000 23
SCANNER 99000 19
DVD PLAYER 80000 33
COMPUTER 850000 27
TV SET 250000 51
HAND PHONE 150000 77
PHOTOCOPIER 750000 11
TOTAL

TABLE 2
MAGAYA SALES OF ELECTRONIC PRODUCTS AT TANGA REGION
PRODUCT UNIT UNITS UNIT DISCOUNT Total SALES PROFIT
NAME PRICE SOLD COST GIVEN Cost
PRINTER 109000 15
SCANNER 99000 29
DVD PLAYER 80000 41
COMPUTER 850000 22
TV SET 250000 49
HAND PHONE 150000 67
PHOTOCOPIER 750000 21
TOTAL

TABLE 3
MAGAYA SALES OF ELECTRONIC PRODUCTS AT ARUSHA REGION
PRODUCT UNIT UNITS UNIT DISCOUNT Total SALES PROFIT
NAME PRICE SOLD COST GIVEN Cost
PRINTER 109000 37
SCANNER 99000 25
DVD PLAYER 80000 38
COMPUTER 850000 36
TV SET 250000 45
HAND PHONE 150000 81
PHOTOCOPIER 750000 16

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TOTAL

TABLE 4

MAGAYA SUMMARY SALES OF ELECTRONIC PRODUCTS IN 3 REGIONS

PRODUCT TOTAL DISCOUNTS SALES PRODUCT PERCENTAGE
NAME COSTS PROFITS PROFIT
PRINTER
SCANNER
DVD PLAYER
COMPUTER
TV SET
HAND PHONE
PHOTOCOPIER
TOTAL

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