INTRODUCTION TO ICT

1101 FST

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A Regional University Transcending Boundaries

Excel
 Objectives

Understand the use of spreadsheets and Excel

Learn the parts of the Excel window
Scroll through a worksheet and navigate
between worksheets
Create and save a workbook file
Enter text, numbers, and dates into a worksheet
Resize, insert, and remove columns and rows

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 Objectives

Select and move cell ranges

Insert formulas and functions
Make use of formulas and functions to
manipulate data
Insert, delete, move, and rename worksheets
Work with editing tools
Preview and print a workbook

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 Introducing Microsoft Excel
2010/2016/2021
• Computer program used to enter, store, analyze, and present
quantitative data.
• Excel is a computerized spreadsheet that makes up an
important business tool that helps you report and analyze
information.
• Creates electronic versions of spreadsheets
• Each workbook is made up of individual work sheets or
sheets.
• Displays values calculated from data
• Allows what-if analysis
– Ability to change values in a spreadsheet and assess the
effect they have on calculated values
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Sample excel worksheet.

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Visual Overview

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Starting Excel (continued)
Excel program window

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 Working with Worksheets

Inserting a worksheet
– Name of new worksheet is based on
number and names of other sheets in the
workbook
Deleting a worksheet
Renaming a worksheet
– 31 characters maximum, including blank
spaces
– Width of sheet tab adjusts to length of
name 9
 Working with Worksheets

Moving and copying a worksheet

– To move:
• Click and drag
– To copy:
• Ctrl + drag and drop
– Place most important worksheets at
beginning of workbook (leftmost sheet
tabs), less important worksheets toward
end (rightmost tabs)
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 Editing Worksheet Content
Use Edit mode to edit cell contents
– Keyboard shortcuts apply only to text within
selected cell

Undoing and redoing an action

– Excel maintains a list of actions performed in a
workbook during current session
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 Editing Worksheet Content

Using find and replace

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 Editing Worksheet Content

Using the spelling checker

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 Excel worksheets and work
books
• When calculations are set up in a worksheet,
and if any entry is changed in a cell, the
spreadsheet will automatically update any
calculated values that were based on that
entry.
• When you open an excel sheet, by default it
will open a blank workbook with a blank
worksheet.
 Worksheet Navigation

A workbook can have two kinds of sheets:

– Worksheet contains a grid of rows and
columns into which user enters data
– Chart sheet provides visual representation
of data
Cell reference identifies column/row location

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 Worksheet Navigation

To navigate between worksheets

– Use sheet tabs
To navigate within a worksheet
– Use mouse, keyboard, Go To dialog box, or type
cell reference in Name box

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Worksheet Navigation Keys

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 Planning a Workbook

Use a planning analysis sheet to define:

– Goal or purpose of workbook
– Type of data to collect
– Formulas needed to apply to data you
collected and entered
– Appearance of workbook content

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 Entering Text, Numbers, and Dates

Text data
– Combination of letters, numbers, and symbols
– Often referred to as a text string
Number data
– Numerical value to be used in a mathematical
calculation
Date and time data
– Commonly recognized formats for date and time
values
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 Entering Text

New data appears in both the active cell and the

formula bar
Truncation
AutoComplete feature
To enter multiple lines of text within a cell
– Create a line break with Alt + Enter

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Entering Text

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Entering Numbers

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 Working with Columns and Rows

To make data easier to read:

– Modify size of columns and rows in a
worksheet
To modify size of columns or rows:
– Drag border to resize
– Double-click border to autofit
– Format the Cells group to specify

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 Linking Worksheets

You may want to use a value from a cell in another

worksheet within the same workbook in a formula.

E.g the value of cell A1 in the current worksheet and

cell A2 in the second worksheet can be added using the
format “sheetname!celladdress”
The formula for this example would be;
=A1+sheet2!A2” where the value of cell A1 in the
current worksheet is added to the value of cell A2 in
the worksheet named sheet2
 Relative, Absolute, & Mixed
cell referencing
Relative cell referencing; Calling cells by just their
column and row lebels(e.g A2) is called relative cell
referencing. When a formula contains relative cell
referencing and it is copied from one cell to another, excel
doesn’t create an exact copy of the formula
• Excel will change cell addresses relative to the row and
colum they are moved to. E.g if a simple addition
formula C1=(A1+B1) is copied to cell C2, the formula
would change to “=(A2+B2)” to reflect the new row
 Absolute cell referencing
Is accomplished by placing a dollar sign “$”
within the cell addresses in the formula.

Continuing the previous example, the formula in

cell C1 would be be =($A$1+$B$1) If the value
of cell C2 should be the same sum of cells A1
and B1. Both the column and row of both cells
are absolute and will not change when copied
 Freeze panes

If you have a large worksheet with column and row

headings, those headings will disappear as the
worksheet is scrolled. By using the Freeze Panes
feature, the headings can be visible at all times.
 Click the label of the row below the row
that should remain frozen at the top of
the worksheet.
 Select Window|Freeze Panes from the
menu bar.
 To remove the frozen panes, select
Window|Unfreeze Panes.
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 Working with Columns and Rows

Deleting and clearing a row or column

– Deleting removes both the data and the
cells
– Clearing removes the data, leaving blank
cells where data had been

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Visual Overview

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Worksheet Data

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 Working with Cells and Ranges

Range reference indicates location and size of a

cell range
– Adjacent (A1:G5)
– Nonadjacent (A1:A5;F1:G5)
Selecting a range
– Work with all cells in the range as a group
Moving and copying a range
– Drag and drop
– Cut and paste
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 Working with Cells and Ranges

Inserting and deleting a range

– Existing cells shift to accommodate the
change

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 Working with Formulas

Formula
– An expression that returns a value
– Written using operators that combine different
values, resulting in a single displayed value

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 Working with Formulas

Entering a formula
– Click cell where you want formula results to
appear
– Type = and an expression that calculates a
value using cell references and arithmetic
operators
• Cell references allow you to change
values used in the calculation without
having to modify the formula itself
– Press Enter or Tab to complete the formula
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 Working with Formulas

Order of precedence
– Set of predefined rules used to determine
sequence in which operators are applied in
a calculation

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 Working with Formulas

Viewing a formula
– Select cell and review expression displayed in the
formula bar
– Each cell reference is color coded in the formula
and corresponding cell in the worksheet

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 Working with Formulas

Copying and pasting formulas

– Cell references adjust to reflect new
location of the formula in the worksheet

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 Working with Formulas

Guidelines for writing effective formulas:

– Keep them simple
– Do not hide data values within formulas
– Break up formulas to show intermediate
results

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 Introducing Functions

Function ;Function Wizard

– Named operation that returns a value
– Simplifies a formula, reducing a long formula into
a compact statement; for example, to add values
in the range A1:A10:
• Enter the long formula:
=A1+A2+A3+A4+A5+A6+A7+A8+A9+A10
- or -
• Use the SUM function to accomplish the same
thing:
=SUM(A1:A10)
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Entering a Function

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 Entering Functions with AutoSum

Fast, convenient way to enter commonly used functions

Includes buttons to quickly insert/generate:
– Sum of values in column or row (SUM)
– Average value in column or row (AVERAGE)
– Total count of numeric values in column or row
(COUNT)
– Minimum value in column or row (MIN)
– Maximum value in column or row (MAX)
etc
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Entering Functions with AutoSum

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 Other functions in excel
• Paste Function
• Sort function
• Find and replace
• Auto fill
• If function
 If Function
Note
• The number of opened brackets should be the
number of closed brackets i.e. if four brackets are
opened then you should put four closing brackets.

• If the value is a text or character like A, *, #,Fail, Nil

etc then you should put the result in double quotes
e.g. “A”, “*”, “#”, “fail”, “Nil” etc.
• If the returned values are digits, don’t put any
double quotes such as 1,2 300,8067 etc
 If Function contd..
• The IF function returns one value if a condition you
specify evaluates to TRUE and another value if it
evaluates to FALSE. I.e Single if
• Use IF to conduct conditional tests on values and
formulas.
• The IF function has three parts:

– the condition you want to check,

– the value to return if the condition is true,
– the value to return if the condition is false
 If Function contd..
The IF function is written in three sections:

– Logical_test (the condition you want to check)

– Value_if_true (the value to return if the condition is true)
– Value_if_false (the value to return if the condition is false)

and is organised in the following format:

IF(logical_test,value_if_true,value_if_false)

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 If Function contd..
Logical_test:
Any value or expression that can be evaluated as TRUE or
FALSE.

• For example, A10=100 is a logical expression; if the

value in cell A10 is equal to 100, the expression evaluates
to TRUE. Otherwise, the expression evaluates to FALSE.

• The Logical_test can use any comparison calculation

operator

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 If Function contd..
Value_if_true:

This is the value that is returned when the

logical_test is true.
• In our example, when the value in
cell A10 = 100, we could choose any value
(whether text, number, or formula) to be our
value_if_true.

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 If Function contd..
Value_if_false:

• This is the value that is returned if

logical_test is FALSE.

• For example, when the value in cell A10 ≠

100, we could choose any value (whether
text, number, or formula) to be our
value_if_false.
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 IF Function: Example 1
Suppose that a company decides to offer a sales
commission on every invoice made, awarding either 10 percent if
the invoice is below sh10,000 or 15 percent if the invoice is above
sh10,000. Write an IF function to calculate the correct commission:

If [the amount in B2 is greater than or equal to sh10,000 (the

logical_test argument), multiply the amount in B2 by 15 percent
(the value_if_true argument). If the invoice amount is less than
sh10,000, multiply the amount in B2 by 10 percent (the value
_if_false argument)].
=IF(B2>=10000,B2*15%,B2*10%)

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 IF Functions: Nested
Sometimes one may need to create more complex IF
functions to allow calculations where several outcomes are
expected.

In such instances, one may create IF functions that have

other IF functions nested within them, with the possibility of
creating up to 9 levels of nested functions within the IF
Function.

In a nested IF function, the second IF statement becomes

the Value_if_false argument to the first IF statement.
Similarly, the third IF statement is the Value_if_false
argument to the second IF statement and so on.
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 IF Function: Example 2
Suppose you want to assign letter grades to marks or scores.
First design a score sheet that defines the letter grades to be
assigned to certain marks.
Score Then return
Greater than 79 A
From 70 to 89 B
From 60 to 69 C
From 50 to 59 D
Less than 60 F
Logic_test

IF(Score>79,"A",IF(Score>69,"B",IF(Score>59,"C",IF(Score>49,"D","F"))))
Value_if_true 3 additional Nested Functions
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 IF Function: Example 3

=IF(B25>=500000,300000,IF(B25>=400000,200000,

IF(B25>=200000,150000,IF(B25>=130000,100000,8000))))

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 CHART WIZARD
The Chart Wizard brings you through the
process of creating a chart by displaying a
series of dialog boxes.
Enter the data into the worksheet and highlight
all the cells that will be included in the chart
including headers.
 Chart wizard(contd)

1. Click the Chart Wizard button on the standard toolbar

to view the first Chart Wizard dialog box.
 Chart wizard(contd)
Chart Type - Choose the Chart type and the Chart
subtype if necessary. Click Next.
 Chart wizard(contd)
Chart Source Data - Select the data range (if
different from the area highlighted in step 1) and
click Next.
 Chart wizard(contd)

Chart Options - Enter the name of the chart and titles for
the X- and Y-axes. Other options for the axes, grid lines,
legend, data labels, and data table can be changed by
clicking on the tabs.

Press Next to move to the next set of options.

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 Chart wizard(contd)

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 Chart wizard(contd
Chart Location - Click As new sheet if the chart
should be placed on a new, blank worksheet or
select As object in if the chart should be embedded
in an existing sheet and select the worksheet from
the drop-down menu.
 Resizing the chart

To resize the chart, click on its border and drag any

of the nine black handles to change the size. Handles
on the corners will resize the chart proportionally
while handles along the lines will stretch the chart.

MOVING THE CHART

Select the border of the chart, hold down the left
mouse button, and drag the chart to a new location.
Elements within the chart such as the title and labels
may also be moved within the chart. Click on the
element to activate it, and use the mouse to drag the
element to move it.
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 Chart wizard(contd)
Click Finish to create the chart.
 CHART FORMATTING TOOLBAR

Go to
• insert menu,
• Select the Type of chart/graph desired,
• Go to format/ design

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 Chart formatting(contd)

Chart Objects List - To select an object on the chart to

format, click the object on the chart or select the object
from the Chart Objects List and click the Format button.
A window containing the properties of that object will
then appear to make formatting changes.
Chart Type - Click the arrowhead on the chart type
button to select a different type of chart.
Legend Toggle - Show or hide the chart legend by clicking
this toggle button.

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 Chart formatting(contd)

Data Table view - Display the data table instead of the

chart by clicking the Data Table toggle button.
Display Data by Column or Row - Charts the data by
columns or rows according to the data sheet.
Angle Text - Select the category or value axis and click
the Angle Downward or Angle Upward button to angle
the the selected by +/- 45 degrees.

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 Previewing a Workbook

Changing worksheet views

– Normal view
– Page Layout view
– Page Break Preview

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Page Break Preview

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 Previewing a Workbook

Working with page orientation

– Portrait orientation (default)
• Page is taller than wide
– Landscape orientation
• Page is wider than tall

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 Printing a Workbook

Print tab provides options for choosing what to

print and how to print
– Printout includes only the data in the
worksheet
– Other elements (e.g., row/column headings,
gridlines) will not print by default
Good practice: Review print preview before
printing to ensure that printout looks exactly as
you intended and avoid unnecessary reprinting
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 More Practical qns On Excel
Check out Questions shared on a separate word
document.