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16-07-2015 1MS EXCEL
INTRODUCTION TO MS-EXCEL
 Excel - a computer program to create spreadsheets
 Can organize and calculate data, and create charts.
 Convenient program - allows users to create large
spreadsheets, reference information, and stores info
better
 Operates like other MS office programs - has many of
the same functions and shortcuts
16-07-2015MS EXCEL 2
OVERVIEW OF EXCEL
 MS excel consists of workbooks.
 Each workbook as infinite number
of worksheets
 Each worksheet contains Columns and
Rows
 Where a column and a row intersect is
called a cell. For e.g. cell D5 is
located where column D and row 5
meet.
 The tabs at the bottom of the screen
represent different worksheets within
a workbook. You can use the scrolling
buttons on the left to bring other
worksheets into view.
16-07-2015 3MS EXCEL
OFFICE BUTTON CONTAINS..
NEW-TO OPEN NEW WORKBOOK.
(CTRL+N)
OPEN-TO OPEN EXISTING DOCUMENT
(CTRL+O)
SAVE-TO SAVE A DOCUMENT.
(CTRL+S)
SAVE AS-TO SAVE COPY DOCUMENT.
(F12)
PRINT-TO PRINT A DOCUMENT.
(CTRL+P)
PREPARE-TO PREPARE DOCUMENT FOR DISTRIBUTION.
SEND-TO SEND A COPY OF DOCUMENT TO OTHER PEOPLE.
PUBLISH-TO DISTRIBUTE DOCUMENT TO OTHER PEOPLE.
CLOSE-TO CLOSE A DOCUMENT (CTRL+W).
16-07-2015 4MS EXCEL
TABS:THERE ARE SEVEN TABS ACROSS THE TOP OF
THE EXCEL WINDOW.
GROUPS: GROUPS ARE SETS OF RELATED
COMMANDS,DISPLAYED ON TABS.
COMMANDS: A COMMAND IS A BUTTON,A MENU OR A
BOX WHERE YOU ENTER INFORMATION.
1
2
3
THE THREE PARTS
OF THE RIBBON ARER I B B O N S
TABS
GROUPS
COMMANDS
16-07-2015 5MS EXCEL
WORKING WITH CELLS
TO COPY AND PASTE CONTENTS:
Select the cell or cells you wish to copy.
Click the Copy command in the Clipboard group on the Home tab.
Select the cell or cells where you want to paste the information.
Click the Paste command.
The copied information will now appear in the new cells.
16-07-2015 6MS EXCEL
WORKING WITH CELLS
To Cut and Paste Cell Contents:
Select the cell or cells you wish to cut.
Click the Cut command in the Clipboard group on the Home tab.
Select the cell or cells where you want to paste the information.
Click the Paste command.
The cut information will be removed and now appear in the new cells.
16-07-2015 7MS EXCEL
FORMATTING TEXT
TO FORMAT TEXT IN BOLD,
ITALICS OR UNDERLINE:
Left-click a cell to select it or drag
your cursor over the text in the
formula bar to select it.
Click the Bold, Italics or underline
command.
TO CHANGE THE FONT STYLE:
Select the cell or cells you want to
format.
Left-click the drop-down arrow next to
the Font Style box on the Home tab.
Select a font style from the list.
16-07-2015 8MS EXCEL
FORMATTING TEXT
TO CHANGE THE FONT SIZE:
Select the cell or cells you want to
format.
Left-click the drop-down arrow next
to the Font Size box on the Home tab.
Select a font size from the list.
TO ADD A BORDER:
Select the cell or cells you want to
format.
Click the drop-down arrow next to the
Borders command on the Home tab. A
menu will appear with border options.
16-07-2015 9MS EXCEL
FORMATTING TEXT
TO CHANGE THE TEXT COLOUR:
Select the cell or cells you want to format.
Left-click the drop-down arrow next to
the Text Color command. A color palette
will appear.
Select a color from the palette.
TO ADD A FILL COLOUR:
Select the cell or cells you want to
format.
Click the Fill command. A color
palette will appear.
Select a color from the palette.
16-07-2015 10MS EXCEL
CONDITIONAL FORMATTING
TO APPLY CONDITIONAL FORMATTING:
Select the cells you would like to format.
Select the Home tab.
Locate the Styles group.
Click the Conditional Formatting command. A menu will
appear with your formatting options.
TO REMOVE CONDITIONAL FORMATTING:
Click the Conditional Formatting command.
Select Clear Rules.
Choose to clear rules from the entire worksheet or the
selected cells.
16-07-2015 11MS EXCEL
CONDITIONAL FORMATTING
TO MANAGE CONDITIONAL FORMATTING:
Click the Conditional Formatting command.
Select Manage Rules from the menu. The
Conditional Formatting Rules Manager dialog
box will appear. From here you can edit a rule,
delete a rule, or change the order of rules.
TO APPLY NEW FORMATTING:
Click the Conditional Formatting
command. Select New Rules from
the menu. There are different
rules, you can apply these rules to
differentiate particular cell.
16-07-2015 12MS EXCEL
TO INSERT ROWS & COLOUMS
TO INSERT ROWS:
Select the row below where you want the new row to appear.
Click the Insert command in the Cells group on the Home tab. The row will
appear.
To Insert Columns:
Select the column to the right of where you want the column to appear.
Click the Insert command in the Cells group on the Home tab. The column
will appear.
NOTE:
1. The new row always
appears above the
selected row.
2. The new column always
appears to the left of
the selected column.
16-07-2015 13MS EXCEL
16-07-2015MS EXCEL 14
EDITING- FILL
 IN THE LOWER RIGHT HAND CORNER OF THE ACTIVE
CELL IS EXCEL’S “FILL HANDLE”.WHEN YOU HOLD
YOUR MOUSE OVER THE TOP OF IT, YOUR CURSOR WILL
TURN TO A CROSSHAIR.
 IF YOU HAVE JUST ONE CELL SELECTED, IF YOU CLICK
AND DRAG TO FILL DOWN A COLUMN OR ACROSS A
ROW, IT WILL COPY THAT NUMBER OR TEXT TO EACH
OF THE OTHER CELLS.
 IF YOU HAVE TWO CELLS SELECTED, EXCEL WILL FILL
IN A SERIES. IT WILL COMPLETE THE PATTERN.FOR
EXAMPLE,IF YOU PUT 4 AND 8 IN TWO CELLS SELECT
THEM,CLICK AND DRAG THE FILL HANDLE ,EXCEL WILL
CONTINUE THE PATTERN WITH 12,16,20.ETC.
 EXCEL CAN ALSO AUTO- FILL SERIES OF DATES, TIMES,
DAYS OF THE WEEK, MONTHS.
SORTING
TO SORT IN ALPHABETICAL ORDER:
Select a cell in the column you want to
sort (In this example, we choose a cell in
column Q).
Click the Sort & Filter command in the
Editing group on the Home tab.
Select Sort A to Z. Now the information in
the Category column is organized in
alphabetical order.
TO SORT FROM SMALLEST TO LARGEST:
Select a cell in the column you want to
sort (In this example, we choose a cell in
column Q).
Click the Sort & Filter command in the
Editing group on the Home tab.
Select From Smallest to Largest. Now the
information is organized from the smallest
to largest amount.
16-07-2015 15MS EXCEL
CELL REFERENCING
A RELATIVE
CELL
REFERENCE AS
(A1) IS BASED
ON THE
RELATIVE
POSITION OF
THE CELL. IF
THE POSITION
OF THE CELL
THAT
CONTAINS THE
REFERENCE
CHANGES, THE
REFERENCE
ITSELF IS
CHANGED.
IN CELL (C1) SUM FUNCTION IS USED.
THEN FUNCTION FROM CELL (C1) IS COPY TO CELL (D3).
WHEN THE POSITION OF THE CELL IS CHANGED FROM
(C1) TO (D3),THEN THE REFERENCE IS ALSO CHANGED
FROM (A1,B1) TO (B3,C3).
16-07-2015 16MS EXCEL
CELL REFERENCING
AN ABSOLUTE
CELL
REFERENCE AS
($A$1) ALWAYS
REFERS TO A
CELL IN A
SPECIFIC
LOCATION. IF
THE POSITION
OF THE CELL
THAT CONTAINS
THE FORMULA
CHANGES, THE
ABSOLUTE
REFERENCE
REMAINS THE
SAME.
IN CELL (C1) SUM FUNCTION IS USED.
THEN FUNCTION FROM CELL (C1) IS COPY TO CELL (D3).
WHEN THE POSITION OF THE CELL IS CHANGED FROM (C1)
TO (D3),THEN THE ABSOLUTE REFERENCE REMAINS THE
SAME(A1,B1).$ IS USED FOR CONSTANT ROW OR COLUMN.
16-07-2015 17MS EXCEL
CELL REFERENCING
IN CELL (C1) SUM FUNCTION IS USED.
THEN FUNCTION FROM CELL (C1) IS COPY TO CELL (D3).
WHEN THE POSITION OF THE CELL IS CHANGED FROM
(C1) TO (D3),THEN ROW REFERENCE IS CHANGED(FROM 1
TO 3) BUT COLUMN REFERENCE REMAINS SAME(A,B).
A MIXED
REFERENCE HAS
EITHER AN
ABSOLUTE
COLUMN AND
RELATIVE ROW OR
ABSOLUTE ROW
AND RELATIVE
COLUMN. AN
ABSOLUTE
COLUMN
REFERENCE TAKES
THE FORM $A1,
$B1.AN ABSOLUTE
ROW REFERENCE
TAKES THE FORM
A$1, B$1.
16-07-2015 18MS EXCEL
=
=
=
=
=
=
FUNCTIONS
SYNTAX OF DATEDIF
=DATEDIF(START_DATE,END_DATE,”INTERVAL”)
START DATE-
Date from which u want to
calculate difference.
END DATE-
Date up to which u want to
calculate difference.
INTERVAL-
Form in which u want to
calculate difference.
This says that I
am 19 years 6
months & 18
days old
“ D ” - D AY S
“ M ” - M O N T H S
“ Y ” - Y E A R S
“ Y M ” - M O N T H S O V E R Y E A R
“ M D ” - D AY S O V E R M O N T H
16-07-2015 19MS EXCEL
FUNCTIONS
SYNTAX OF SUMIF
=SUMIF(RANGE,CRITERIA,SUM_RANGE)
RANGE-
Range of cells on which conditions
are applied.
CRITERIA-
Condition that defines which cell
or cells will be added.
SUM RANGE-
Actual cells to sum.
NOTE:-
If sum range is not used then range
is used for sum.
WITHOUT
SUM_RANGE
=
=
16-07-2015 20MS EXCEL
FUNCTIONS
SYNTAX OF IF
=IF(LOGICAL TEXT, VALUE IF TRUE, VALUE IF FALSE)
LOGICAL TEXT-
Any value or expression that can
be evaluated to TRUE or FALSE.
VALUE IF TRUE-
Value that is returned if logical
text is TRUE.
VALUE IF FALSE-
Value that is returned if logical
text is FALSE.
IN COLUMN B DIFFERENT CONDITIONS ARE USED
AND BASED ON THIS, IN COLUMN C DIFFERENT
RESULTS ARE SHOWN.
=
=
=
=
=
=
=
16-07-2015 21MS EXCEL
COUNT FUNCTIONS
SYNTAX OF FUNCTIONS
1. COUNT
=COUNT(VALUE1,VALUE2,…)
2. COUNTA
=COUNTA(VALUE1,VALUE2,…)
3. COUNTBLANK
=COUNTBLANK(RANGE)
4. COUNTIF
=COUNTIF(RANGE,CRITERIA)
COUNT ONLY
CELLS THAT
CONTAINS
NUMBER.
COUNT CELLS
THAT ARE NOT
EMPTY.
COUNT CELLS
THAT ARE
BLANK.
COUNT NO. OF
CELLS THAT
MEET GIVEN
CONDITION.
1. 2. 3. 4.
=
=
=
=
16-07-2015 22MS EXCEL
TEXT FUNCTIONS
SYNTAX OF FUNCTIONS
1. LOWER FUNCTION
=LOWER(TEXT)
2. UPPER FUNCTION
=UPPER(TEXT)
3. PROPER FUNCTION
=PROPER(TEXT)
TO CONVERT TEXT
FROM CAPITAL TO
SMALL.
TO CAPITALISED
EACH WORD OF
TEXT.
TO CONVERT TEXT
FROM SMALL TO
CAPITAL.
1. 2. 3.
16-07-2015 23MS EXCEL
TEXT FUNCTIONS
=LEFT(An ,3) =RIGHT(An ,3) =MID(An ,2,3)
SYNTAX OF FUNCTIONS
1. LEFT FUNCTION
=LEFT(TEXT,NUM_CHARS)
2. RIGHT FUNCTION
=RIGHT(TEXT,NUM_CHARS)
3. MID FUNCTION
=MID(TEXT,STARTNUM,NUM_CHAR)
RETURN SPECIFIED
NO. OF CHARACTER
FROM START OF
TEXT.
RETURN SPECIFIED
NO. OF CHRACTER
FROM END OF TEXT.
RETURN CHARACTER
FROM MIDDLE OF
TEXT,GIVEN A
STARTING POSITION.
1. 2. 3.
16-07-2015 24MS EXCEL
16-07-2015MS EXCEL 25
OTHER FUNCTIONS
=
=
NOW RETURNS CURRENT DATE AND TIME.
TODAY RETURNS CURRENT DATE ONLY.
MOD RETURNS THE REMAINDER AFTER A NO.
IS DIVIDED BY A DIVISOR.
LEN RETURNS THE NO. OF CHARACTERS IN A
TEXT STRING.
SUM ADD ALL THE NUMBERS.
USES OF FUNCTIONS
=
=
=
16-07-2015MS EXCEL 26
SHOW ARROW THAT INDICATE WHAT
CELLS AFFECT THE VALUE OF THE
CURRENTLY SELECTED CELL.
IN THIS EXAMPLE CELLS A1 & A3
AFFECT THE VALUE OF CELL C2 &
CELLS A1 & A4 AFFECT THE VALUE
OF CELL C6.
SHOW ARROW THAT INDICATE WHAT
CELLS ARE AFFECTED BY THE VALUE
OF THE CURRENTLY SELECTED CELL.
IN THIS EXAMPLE CELL C2 & C6 ARE
AFFECTED BY THE VALUE OF CELL A2
& CELL C6 IS ALSO AFFECTED BY THE
CELL A4.
TRACE PRECEDENTS
TRACE DEPENDENTS
FUNCTION AUDITING
SHORTCUT KEYS
PARTICULARS
 EDIT THE ACTIVE CELL
 CREATE A CHART
 INSERT CELL COMMENT
 FUNCTION DIALOGUE BOX
 INSERT A NEW WORKSHEET
 NAME MANAGER DIALOGUE BOX
 VISUAL BASIC EDITOR
 MACRO DIALOGUE BOX
 HIDE THE SELECTED COLUMNS
 UNHIDE THE COLUMNS
 HIDE THE SELECTED ROWS
 UNHIDE THE ROWS
 SELECT ALL CELLS WITH COMMENT
KEYS
F2
F11
SHIFT + F2
SHIFT + F3
SHIFT + F11
CTRL + F3
ALT + F11
ALT + F8
CTRL + 0
CTRL + SHIFT + 0
CTRL + 9
CTRL + SHIFT + 9
CTRL + SHIFT + O
16-07-2015 27MS EXCEL
SHORTCUT KEYS
PARTICULARS
 DOWN FILL
 RIGHT FILL
 ENTER SUM FUNCTION IN CELL
 EURO SYMBOL
 CENT SYMBOL
 POUND SYMBOL
 YEN SYMBOL
 ENTER NEW LINE IN ACTIVE CELL
 CURRENT DATE
 CURRENT TIME
 SHOW FORMULA
 SELECT ENTIRE COLUMN
 SELECT ENTIRE ROW
KEYS
CTRL + D
CTRL + R
ALT + =
ALT + 0128
ALT + 0162
ALT + 0163
ALT + 0165
ALT + ENTER
CTRL + ;
CTRL + SHIFT + ;
CTRL + `
CTRL + SPACEBAR
SHIFT + SPACEBAR
16-07-2015 28MS EXCEL
SHORTCUT KEYS
PARTICULARS
 APPLIES NUMBER FORMAT
 APPLIES CURRENCY FORMAT
 APPLIES PERCENTAGE FORMAT
 APPLIES EXPONENTIAL FORMAT
 APPLIES GENERAL NO. FORMAT
 APPLIES TIME FORMAT
 APPLIES DATE FORMAT
 APPLIES OUTLINE BORDER
 REMOVE OUTLINE BORDER
KEYS
CTRL + SHIFT + !
CTRL + SHIFT + $
CTRL + SHIFT + %
CTRL + SHIFT + ^
CTRL + SHIFT + ~
CTRL + SHIFT + @
CTRL + SHIFT + #
CTRL + SHIFT + &
CTRL + SHIFT + _
16-07-2015 29MS EXCEL

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Intro to ms excel

  • 2. INTRODUCTION TO MS-EXCEL  Excel - a computer program to create spreadsheets  Can organize and calculate data, and create charts.  Convenient program - allows users to create large spreadsheets, reference information, and stores info better  Operates like other MS office programs - has many of the same functions and shortcuts 16-07-2015MS EXCEL 2
  • 3. OVERVIEW OF EXCEL  MS excel consists of workbooks.  Each workbook as infinite number of worksheets  Each worksheet contains Columns and Rows  Where a column and a row intersect is called a cell. For e.g. cell D5 is located where column D and row 5 meet.  The tabs at the bottom of the screen represent different worksheets within a workbook. You can use the scrolling buttons on the left to bring other worksheets into view. 16-07-2015 3MS EXCEL
  • 4. OFFICE BUTTON CONTAINS.. NEW-TO OPEN NEW WORKBOOK. (CTRL+N) OPEN-TO OPEN EXISTING DOCUMENT (CTRL+O) SAVE-TO SAVE A DOCUMENT. (CTRL+S) SAVE AS-TO SAVE COPY DOCUMENT. (F12) PRINT-TO PRINT A DOCUMENT. (CTRL+P) PREPARE-TO PREPARE DOCUMENT FOR DISTRIBUTION. SEND-TO SEND A COPY OF DOCUMENT TO OTHER PEOPLE. PUBLISH-TO DISTRIBUTE DOCUMENT TO OTHER PEOPLE. CLOSE-TO CLOSE A DOCUMENT (CTRL+W). 16-07-2015 4MS EXCEL
  • 5. TABS:THERE ARE SEVEN TABS ACROSS THE TOP OF THE EXCEL WINDOW. GROUPS: GROUPS ARE SETS OF RELATED COMMANDS,DISPLAYED ON TABS. COMMANDS: A COMMAND IS A BUTTON,A MENU OR A BOX WHERE YOU ENTER INFORMATION. 1 2 3 THE THREE PARTS OF THE RIBBON ARER I B B O N S TABS GROUPS COMMANDS 16-07-2015 5MS EXCEL
  • 6. WORKING WITH CELLS TO COPY AND PASTE CONTENTS: Select the cell or cells you wish to copy. Click the Copy command in the Clipboard group on the Home tab. Select the cell or cells where you want to paste the information. Click the Paste command. The copied information will now appear in the new cells. 16-07-2015 6MS EXCEL
  • 7. WORKING WITH CELLS To Cut and Paste Cell Contents: Select the cell or cells you wish to cut. Click the Cut command in the Clipboard group on the Home tab. Select the cell or cells where you want to paste the information. Click the Paste command. The cut information will be removed and now appear in the new cells. 16-07-2015 7MS EXCEL
  • 8. FORMATTING TEXT TO FORMAT TEXT IN BOLD, ITALICS OR UNDERLINE: Left-click a cell to select it or drag your cursor over the text in the formula bar to select it. Click the Bold, Italics or underline command. TO CHANGE THE FONT STYLE: Select the cell or cells you want to format. Left-click the drop-down arrow next to the Font Style box on the Home tab. Select a font style from the list. 16-07-2015 8MS EXCEL
  • 9. FORMATTING TEXT TO CHANGE THE FONT SIZE: Select the cell or cells you want to format. Left-click the drop-down arrow next to the Font Size box on the Home tab. Select a font size from the list. TO ADD A BORDER: Select the cell or cells you want to format. Click the drop-down arrow next to the Borders command on the Home tab. A menu will appear with border options. 16-07-2015 9MS EXCEL
  • 10. FORMATTING TEXT TO CHANGE THE TEXT COLOUR: Select the cell or cells you want to format. Left-click the drop-down arrow next to the Text Color command. A color palette will appear. Select a color from the palette. TO ADD A FILL COLOUR: Select the cell or cells you want to format. Click the Fill command. A color palette will appear. Select a color from the palette. 16-07-2015 10MS EXCEL
  • 11. CONDITIONAL FORMATTING TO APPLY CONDITIONAL FORMATTING: Select the cells you would like to format. Select the Home tab. Locate the Styles group. Click the Conditional Formatting command. A menu will appear with your formatting options. TO REMOVE CONDITIONAL FORMATTING: Click the Conditional Formatting command. Select Clear Rules. Choose to clear rules from the entire worksheet or the selected cells. 16-07-2015 11MS EXCEL
  • 12. CONDITIONAL FORMATTING TO MANAGE CONDITIONAL FORMATTING: Click the Conditional Formatting command. Select Manage Rules from the menu. The Conditional Formatting Rules Manager dialog box will appear. From here you can edit a rule, delete a rule, or change the order of rules. TO APPLY NEW FORMATTING: Click the Conditional Formatting command. Select New Rules from the menu. There are different rules, you can apply these rules to differentiate particular cell. 16-07-2015 12MS EXCEL
  • 13. TO INSERT ROWS & COLOUMS TO INSERT ROWS: Select the row below where you want the new row to appear. Click the Insert command in the Cells group on the Home tab. The row will appear. To Insert Columns: Select the column to the right of where you want the column to appear. Click the Insert command in the Cells group on the Home tab. The column will appear. NOTE: 1. The new row always appears above the selected row. 2. The new column always appears to the left of the selected column. 16-07-2015 13MS EXCEL
  • 14. 16-07-2015MS EXCEL 14 EDITING- FILL  IN THE LOWER RIGHT HAND CORNER OF THE ACTIVE CELL IS EXCEL’S “FILL HANDLE”.WHEN YOU HOLD YOUR MOUSE OVER THE TOP OF IT, YOUR CURSOR WILL TURN TO A CROSSHAIR.  IF YOU HAVE JUST ONE CELL SELECTED, IF YOU CLICK AND DRAG TO FILL DOWN A COLUMN OR ACROSS A ROW, IT WILL COPY THAT NUMBER OR TEXT TO EACH OF THE OTHER CELLS.  IF YOU HAVE TWO CELLS SELECTED, EXCEL WILL FILL IN A SERIES. IT WILL COMPLETE THE PATTERN.FOR EXAMPLE,IF YOU PUT 4 AND 8 IN TWO CELLS SELECT THEM,CLICK AND DRAG THE FILL HANDLE ,EXCEL WILL CONTINUE THE PATTERN WITH 12,16,20.ETC.  EXCEL CAN ALSO AUTO- FILL SERIES OF DATES, TIMES, DAYS OF THE WEEK, MONTHS.
  • 15. SORTING TO SORT IN ALPHABETICAL ORDER: Select a cell in the column you want to sort (In this example, we choose a cell in column Q). Click the Sort & Filter command in the Editing group on the Home tab. Select Sort A to Z. Now the information in the Category column is organized in alphabetical order. TO SORT FROM SMALLEST TO LARGEST: Select a cell in the column you want to sort (In this example, we choose a cell in column Q). Click the Sort & Filter command in the Editing group on the Home tab. Select From Smallest to Largest. Now the information is organized from the smallest to largest amount. 16-07-2015 15MS EXCEL
  • 16. CELL REFERENCING A RELATIVE CELL REFERENCE AS (A1) IS BASED ON THE RELATIVE POSITION OF THE CELL. IF THE POSITION OF THE CELL THAT CONTAINS THE REFERENCE CHANGES, THE REFERENCE ITSELF IS CHANGED. IN CELL (C1) SUM FUNCTION IS USED. THEN FUNCTION FROM CELL (C1) IS COPY TO CELL (D3). WHEN THE POSITION OF THE CELL IS CHANGED FROM (C1) TO (D3),THEN THE REFERENCE IS ALSO CHANGED FROM (A1,B1) TO (B3,C3). 16-07-2015 16MS EXCEL
  • 17. CELL REFERENCING AN ABSOLUTE CELL REFERENCE AS ($A$1) ALWAYS REFERS TO A CELL IN A SPECIFIC LOCATION. IF THE POSITION OF THE CELL THAT CONTAINS THE FORMULA CHANGES, THE ABSOLUTE REFERENCE REMAINS THE SAME. IN CELL (C1) SUM FUNCTION IS USED. THEN FUNCTION FROM CELL (C1) IS COPY TO CELL (D3). WHEN THE POSITION OF THE CELL IS CHANGED FROM (C1) TO (D3),THEN THE ABSOLUTE REFERENCE REMAINS THE SAME(A1,B1).$ IS USED FOR CONSTANT ROW OR COLUMN. 16-07-2015 17MS EXCEL
  • 18. CELL REFERENCING IN CELL (C1) SUM FUNCTION IS USED. THEN FUNCTION FROM CELL (C1) IS COPY TO CELL (D3). WHEN THE POSITION OF THE CELL IS CHANGED FROM (C1) TO (D3),THEN ROW REFERENCE IS CHANGED(FROM 1 TO 3) BUT COLUMN REFERENCE REMAINS SAME(A,B). A MIXED REFERENCE HAS EITHER AN ABSOLUTE COLUMN AND RELATIVE ROW OR ABSOLUTE ROW AND RELATIVE COLUMN. AN ABSOLUTE COLUMN REFERENCE TAKES THE FORM $A1, $B1.AN ABSOLUTE ROW REFERENCE TAKES THE FORM A$1, B$1. 16-07-2015 18MS EXCEL
  • 19. = = = = = = FUNCTIONS SYNTAX OF DATEDIF =DATEDIF(START_DATE,END_DATE,”INTERVAL”) START DATE- Date from which u want to calculate difference. END DATE- Date up to which u want to calculate difference. INTERVAL- Form in which u want to calculate difference. This says that I am 19 years 6 months & 18 days old “ D ” - D AY S “ M ” - M O N T H S “ Y ” - Y E A R S “ Y M ” - M O N T H S O V E R Y E A R “ M D ” - D AY S O V E R M O N T H 16-07-2015 19MS EXCEL
  • 20. FUNCTIONS SYNTAX OF SUMIF =SUMIF(RANGE,CRITERIA,SUM_RANGE) RANGE- Range of cells on which conditions are applied. CRITERIA- Condition that defines which cell or cells will be added. SUM RANGE- Actual cells to sum. NOTE:- If sum range is not used then range is used for sum. WITHOUT SUM_RANGE = = 16-07-2015 20MS EXCEL
  • 21. FUNCTIONS SYNTAX OF IF =IF(LOGICAL TEXT, VALUE IF TRUE, VALUE IF FALSE) LOGICAL TEXT- Any value or expression that can be evaluated to TRUE or FALSE. VALUE IF TRUE- Value that is returned if logical text is TRUE. VALUE IF FALSE- Value that is returned if logical text is FALSE. IN COLUMN B DIFFERENT CONDITIONS ARE USED AND BASED ON THIS, IN COLUMN C DIFFERENT RESULTS ARE SHOWN. = = = = = = = 16-07-2015 21MS EXCEL
  • 22. COUNT FUNCTIONS SYNTAX OF FUNCTIONS 1. COUNT =COUNT(VALUE1,VALUE2,…) 2. COUNTA =COUNTA(VALUE1,VALUE2,…) 3. COUNTBLANK =COUNTBLANK(RANGE) 4. COUNTIF =COUNTIF(RANGE,CRITERIA) COUNT ONLY CELLS THAT CONTAINS NUMBER. COUNT CELLS THAT ARE NOT EMPTY. COUNT CELLS THAT ARE BLANK. COUNT NO. OF CELLS THAT MEET GIVEN CONDITION. 1. 2. 3. 4. = = = = 16-07-2015 22MS EXCEL
  • 23. TEXT FUNCTIONS SYNTAX OF FUNCTIONS 1. LOWER FUNCTION =LOWER(TEXT) 2. UPPER FUNCTION =UPPER(TEXT) 3. PROPER FUNCTION =PROPER(TEXT) TO CONVERT TEXT FROM CAPITAL TO SMALL. TO CAPITALISED EACH WORD OF TEXT. TO CONVERT TEXT FROM SMALL TO CAPITAL. 1. 2. 3. 16-07-2015 23MS EXCEL
  • 24. TEXT FUNCTIONS =LEFT(An ,3) =RIGHT(An ,3) =MID(An ,2,3) SYNTAX OF FUNCTIONS 1. LEFT FUNCTION =LEFT(TEXT,NUM_CHARS) 2. RIGHT FUNCTION =RIGHT(TEXT,NUM_CHARS) 3. MID FUNCTION =MID(TEXT,STARTNUM,NUM_CHAR) RETURN SPECIFIED NO. OF CHARACTER FROM START OF TEXT. RETURN SPECIFIED NO. OF CHRACTER FROM END OF TEXT. RETURN CHARACTER FROM MIDDLE OF TEXT,GIVEN A STARTING POSITION. 1. 2. 3. 16-07-2015 24MS EXCEL
  • 25. 16-07-2015MS EXCEL 25 OTHER FUNCTIONS = = NOW RETURNS CURRENT DATE AND TIME. TODAY RETURNS CURRENT DATE ONLY. MOD RETURNS THE REMAINDER AFTER A NO. IS DIVIDED BY A DIVISOR. LEN RETURNS THE NO. OF CHARACTERS IN A TEXT STRING. SUM ADD ALL THE NUMBERS. USES OF FUNCTIONS = = =
  • 26. 16-07-2015MS EXCEL 26 SHOW ARROW THAT INDICATE WHAT CELLS AFFECT THE VALUE OF THE CURRENTLY SELECTED CELL. IN THIS EXAMPLE CELLS A1 & A3 AFFECT THE VALUE OF CELL C2 & CELLS A1 & A4 AFFECT THE VALUE OF CELL C6. SHOW ARROW THAT INDICATE WHAT CELLS ARE AFFECTED BY THE VALUE OF THE CURRENTLY SELECTED CELL. IN THIS EXAMPLE CELL C2 & C6 ARE AFFECTED BY THE VALUE OF CELL A2 & CELL C6 IS ALSO AFFECTED BY THE CELL A4. TRACE PRECEDENTS TRACE DEPENDENTS FUNCTION AUDITING
  • 27. SHORTCUT KEYS PARTICULARS  EDIT THE ACTIVE CELL  CREATE A CHART  INSERT CELL COMMENT  FUNCTION DIALOGUE BOX  INSERT A NEW WORKSHEET  NAME MANAGER DIALOGUE BOX  VISUAL BASIC EDITOR  MACRO DIALOGUE BOX  HIDE THE SELECTED COLUMNS  UNHIDE THE COLUMNS  HIDE THE SELECTED ROWS  UNHIDE THE ROWS  SELECT ALL CELLS WITH COMMENT KEYS F2 F11 SHIFT + F2 SHIFT + F3 SHIFT + F11 CTRL + F3 ALT + F11 ALT + F8 CTRL + 0 CTRL + SHIFT + 0 CTRL + 9 CTRL + SHIFT + 9 CTRL + SHIFT + O 16-07-2015 27MS EXCEL
  • 28. SHORTCUT KEYS PARTICULARS  DOWN FILL  RIGHT FILL  ENTER SUM FUNCTION IN CELL  EURO SYMBOL  CENT SYMBOL  POUND SYMBOL  YEN SYMBOL  ENTER NEW LINE IN ACTIVE CELL  CURRENT DATE  CURRENT TIME  SHOW FORMULA  SELECT ENTIRE COLUMN  SELECT ENTIRE ROW KEYS CTRL + D CTRL + R ALT + = ALT + 0128 ALT + 0162 ALT + 0163 ALT + 0165 ALT + ENTER CTRL + ; CTRL + SHIFT + ; CTRL + ` CTRL + SPACEBAR SHIFT + SPACEBAR 16-07-2015 28MS EXCEL
  • 29. SHORTCUT KEYS PARTICULARS  APPLIES NUMBER FORMAT  APPLIES CURRENCY FORMAT  APPLIES PERCENTAGE FORMAT  APPLIES EXPONENTIAL FORMAT  APPLIES GENERAL NO. FORMAT  APPLIES TIME FORMAT  APPLIES DATE FORMAT  APPLIES OUTLINE BORDER  REMOVE OUTLINE BORDER KEYS CTRL + SHIFT + ! CTRL + SHIFT + $ CTRL + SHIFT + % CTRL + SHIFT + ^ CTRL + SHIFT + ~ CTRL + SHIFT + @ CTRL + SHIFT + # CTRL + SHIFT + & CTRL + SHIFT + _ 16-07-2015 29MS EXCEL