CSM 184

MICROSOFT EXCEL AND POWERPOINT 2016

CHAPTER ONE
MICROSOFT EXCEL (SPREADSHEET)
PRINCE DORMENYO FOR COHSS
PRESIDENT ‘23
GETTING STARTED WITH EXCEL

Applications that form the Microsoft

Office suite are
Microsoft Word (a word processor for
creating professional documents),
Microsoft Access (database
management application for
creating and maintaining
databases),
Microsoft PowerPoint
(presentation software),
Microsoft Outlook,
Microsoft Publisher and
Microsoft Excel. The Excel is a
spreadsheet application.
SPREADSHEETS AND THEIR USES
A spreadsheet (also known as an Electronic
Spreadsheet) is a piece of software (computer
program), which is simply the electronic
equivalent of the accounting worksheet.
 Both consist of rows and columns.
 The intersection of the rows and columns are
used to store numbers and text
 and is capable of a wide range of
manipulations from simple arithmetic
calculations such as totals, products or
percentages, to complex automated
calculations and analysis.
Spreadsheets are widely used in research,
industry and business for storing,
manipulating and comparing data and
for planning and forecasting. Below are
some of the major areas that spreadsheet
can be used

 1.
In Accounting field:- financial and
other non financial institutions such as
KNUST, CSIR, SSNIT, Bank of Ghana, etc.
can use spreadsheet for the following:
a) Preparation of budgets, Balance
sheet, Trial Balance, analysis of cash
flows, costing projects, managing
inventory, payroll, and other financial
plans involving income and
expenditure.
b) Discounts, Loan, taxation, investment,
interest and interest rate calculations.
c) For predicting or forecasting into the
future.
d) Investment proposals, and many
other tasks.
 2.Scientific environment: Scientist
such as Mathematicians, Engineers,
Physicists, Chemists, meteorologists,
statisticians, biologist, etc. use
spreadsheets to perform statistical
computations such as averages, standard
deviations, variance, R-Squared, etc.
 They can also use spreadsheet to
calculate regression coefficients, perform
analysis of variance (ANOVA), to solve
simultaneous equations (i.e. systems of
linear equation), to build frequency
distribution tables, etc
 3. Graphical Representation:
Spreadsheets are used in many
disciplines to represent data graphically
for easy analysis such as Pie chart,
Histogram, line graphs, etc.
 For example, hospitals, statistical
division, etc. can use spreadsheet to
represent information such as mortality
values, morbidity values, the trend of
cases with respect to an outbreak of a
disease, etc. in graphical forms.
 4.
Forex bureau and other multi-national
companies use spreadsheets for their
currency conversions. For example,
using a spreadsheet it is possible to
convert from one currency to another
without having to use any calculating
device.
 5.Database management: Businesses
and individuals can use spreadsheets for
maintaining their data base. It allows
them to perform operations such as
sorting the data in their database,
extracting information/records from a
given database, etc. Spreadsheet can
also be used in the preparation of pay
vouchers, etc.
 Spreadsheets are particularly good at
providing answers to the “what if …?”
type of questions which occur very
frequently in business.
 Forexample builders or architects may
use a spreadsheet to assist in the design
of a storm drain. In this case, they would
want to know the answer to a question
such as “what if we change the diameter
of the storm drain, how will that affect
the rate of flow of water carried along it?
 Also,a business may want to know what
will happen to profit if income and
expenditure values over a certain period
increase or decrease. Will the architect,
builders or businesses have to perform all
the calculations again? The simple answer
is NO. Whenever there is a change in one
value Excel for example will automatically
update or recalculate all values that are
dependent on the changed value.

 In
this way a spreadsheet can be used not
only for creating financial statements or
budgets but also as a planning tool.
 There are a number of spreadsheets
packages one can choose from
 AS-EASY-AS,
 SUPERCALC,
 LOTUS 1-2-3,
 SYMPHONY,
 QUATROPRO,
 FRAMEWORK IV,
 EXCEL, etc
 The term spreadsheet is often used to
refer to the computer program.
Sometimes the same term is used to
refer to the sheet on which the work is
done. Some spreadsheet programs use
the term “worksheet” for this
STARTING AND QUITTING EXCEL
To start the Excel application, follow these
steps.
1. Click the Start button on the taskbar at
the bottom left of the screen.
2. Scroll through the programs to find
Excel and click on it to open.
 Another way you can start Excel is from
a shortcut icon on the desktop. Double-
click the EXCEL short-cut icon on the
desktop. When Excel starts you will
obtain the following initial screen.
 To Close or quit Excel in order to free memory for
other applications or at the end of the day when
you have finished working, follow these steps
1. Make sure your work is saved, click on the
close button the title bar.
EDITING IN THE FORMULAR BAR
Formular
bar

To edit in the formula bar, follow these

steps;
 Select cell.

 Position pointer in text and click

 Then edit formula.
EDITING DIRECTLY IN A CELL

To edit directly in a cell, follow these steps;

 Double-click the cell.

 Using arrow keys move insertion point to
required positions.
 Make necessary changes.

 Press Enter to append changes (or paste)

information or press Esc to leave the
contents unchanged.
ENTERING TEXT AND NUMBERS

You can type as many as 255

characters in a cell. If a cell is not
wide enough, all characters may not
be displayed if the cell to the right
contains data. With the General
format, the text automatically aligns
on the left side of the cell.
 You can make Excel accept a number
as text by typing an apostrophe (‘)
followed by the number e.g. ‘25,000.
You may also enter numbers as text by
placing an equal sign in front of the
number and enclosing the number in
quotation marks e.g. = “25,000”.
In order to display a number that
exceeds the cell width, it may be
necessary to have the number
displayed as text else the cell will be
filled with # signs or in some cases
may be displayed in scientific
notation. E.g. 2.17E+09. Note,
however, that you may not perform
any arithmetic operation with text
values.
Numbers are constant values containing only the
following characters:
1 2 3 4 5 6 7 8 9 0 - + / . Ee
When a number is entered, Excel stores both the
number typed into a cell and the format (or
appearance) in which the number should be
displayed (i.e. the format). Initially Excel tries to
establish how the number should be formatted. Apart
from the digits 0 to 9, none of the other characters
can appear more than once in a given number. For
example 2.4e4e2 and 2.3.3 are invalid numbers and
Excel treat them as text and cannot therefore be
used in computations.
To enter a fraction such as 7½, type the
integer 7, a space, and then the fraction
(½). To type ½, type a zero, a space,
and the fraction (0 1/2); else Excel will
interpret the entry as a date.
ENTERING DATES AND TIMES

Excel recognizes dates and times typed in

most common ways. When you type a date
or time, Excel converts your entry to a serial
number. This enables Excel to do date and
time calculations. For a date, the serial
number represents the number of days from
the beginning of the 20th century (i.e.
1/1/1900) until the date you type.
For example, the date 1/1/1902 is
represented as 732 and that is the
number of days since 1/1/1900. Time is
displayed as a decimal fraction of a 24-
hour day. Correctly entered dates
appear in the formula bar with the
format m/d/yyyy, regardless of how the
cell is formatted.
• To format a date in the default date format,
select the cell containing the date and press
Ctrl + #
• To format a time in the default format press
Ctrl+ @
• To quickly enter the current date in a cell
press Ctrl+;
• To quickly enter the current time in a cell press
Ctrl+:
A valid date entry in an unformatted cell
is aligned, as a number, to the right. If
the cell has been previously formatted
with a numeric format, it appears as a
serial number.
To enter a date, type the date into the
cell with any of these formats.
Format Example
m/d/yy 7/8/97
dd/mm/yy 07/08/97

d-mmm-yy 8-July-97

m/d/yy h:mm 6/8/97 09:45

mmm-yy July – 97
mmmm d, July 8, 1997
yyyy
Times may be entered in the following
formats.
Format Example

h:mm 13:32
h:mm:ss 13:32:45
h:mm AM/PM 1:32PM
h:mm:ss AM/PM 1:32:45PM

m/d/yy h:mm 6/8/97

13:32

mm:ss 45:15
[h]:mm:ss 21:45:15
If you use a 12-hour clock follow the
time with a space and A, AM, P or PM (in
Upper or lower case).
USING AUTO COMPLETE

To make it easy to enter repeated text

items in a column, Excel includes a new
feature called Auto complete. Instead of
typing the same text items over and over,
you only need to type it once.
The next time you want to type the
same text in or at the bottom of the
column, you can type the first few
letters of the entry. Excel will complete
the rest of the entry. You can simply
press Enter to make the entry. If you
want to type a different text item, just
continue typing.
Clearing, Inserting, or Deleting in a Worksheet

Shortcut Keys for changing the Worksheet layout.

Keys Action

Clears selected formula; same as

Del the Edit, Clear, Contents
command.

Backspace Clears the formula bar; activates

and clears the formula bar.

Ctrl + X Cuts the selection so it can be

pasted; same as the Edit, Cut
command.
Ctrl + V Paste at the selected cell; same as
the Edit, Paste command.

Ctrl + Z Undoes last command.

To erase the contents of a cell, refrain from typing
a space to replace the original contents. This could
lead to problems later. Rather use Clear command
from the Editing group of the Home.

You may also press Del Key after selecting the cell
to delete the contents of a cell – only the contents
are deleted not the notes attached or Formats.
Using ., Clear command, you have the option to
indicate whether all cell contents and notes should
be cleared and returned to General format, or Clear
contents but does not change formats or notes, or
clear comments but does not change content or
Deleting Cells, Rows, and Columns

When the Edit, Delete command deletes

cells, it completely removes the selected
cells and slides in other cells to fill the
gap. You can choose the direction in
which the remaining cells move.
To remove cells, rows, or columns,
perform the following steps:
1) Select the cell, range, cells in the rows or
columns to be deleted.
2) Either (i) press Ctrl+- (minus),
3) (ii) click the right mouse button and select Delete
or
4) (iii) Click at the home button, select delete from
the cells group and then select the appropriate
option.
5) The Delete dialog box appears as shows below.
Simply select the appropriate option, that is
either to shift cells left, shift cells up, delete
entire row or column on what was selected in
 The Delete Dialog Box The Insert Dialog Box

If you selected a whole row or column, the dialogue box does not appear.
6. click OK.
Inserting Cells, Rows, or Columns
1. Select a cell or range of cells where you need new
cells inserted. Or, select cells in the rows or columns
where you want to insert new rows or columns.
2. Either (i) press Ctrl+ + (plus),
3. (ii) click the rights mouse button and select Insert
or
4. (iii) Click at the home button, select Insert from
the cells group.

5. The Insert dialog box appears as shows above.

Select the appropriate option from the Insert box and
click OK.
INCREASING DATA-ENTRY
EFFICIENCY
Filling data automatically in worksheet
cells

You can normally enter data faster

by making Excel to automatically
repeat data or fill data
automatically
Automatically repeat items
already entered in the column

If the first few characters that you type in a

cell match an existing entry in that column,
Excel automatically enters the remaining
characters for you. Excel automatically
completes only those entries that contain
text or a combination of text and numbers
and not dates and times. Entries that
contain only numbers, dates, or times are
not automatically completed.
To automatically repeat items,
either of the following can be used:

i. To accept a proposed entry, press ENTER. The

completed entry exactly matches the pattern of
uppercase and lowercase letters of the existing entry.

ii. To replace the automatically entered characters,

continue typing the required text.
iii. To delete the automatically entered characters, press
BACKSPACE.
If you do not want entries that you type to be completed
automatically, you can turn this option of by the following
steps.
I. Click the File Tab .and then click Options
II. Click Advanced, and then under Editing options, clear or
select the Enable AutoComplete for cell values check box to
turn automatic completion of cell values on or off.

III. Excel then completes an entry only when the insertion point is at
the end of the current cell contents.

IV. Excel bases the list of potential AutoComplete entries on the

column that contains the active cell. If entries are repeated
within a row they are not automatically completed.
 Using the fill handle to fill data
You can use the Fill handle command to fill data into
worksheet cells. It is also possible to have Excel
automatically continue a series of numbers, number and text
combinations, dates, or time periods, based on a detected
pattern. However, to quickly fill in several types of data
series, you can select cells and drag the fill handle

The fill handle is displayed by default, but you can hide it

using the following steps.
I. Click the File Tab and then click Options.
II. Click Advanced, and then under the Editing options, clear or select the Enable Fill handle and
cell drag-and-drop check box to hide or display the fill handle.
III. To avoid replacing existing data when you drag the fill
handle, make sure that the Alert before overwriting
cells check box is selected. If you do not check the
Alert before overwriting cells you will normally
receive a message warning you of overwriting
nonblank cells.

After you drag the fill handle, the Auto Fill Options
button appears so that you can choose how the
selection is filled. For example, you can choose to fill just
cell formats by clicking Fill Formatting Only, or you can
choose to fill just the contents of a cell by clicking Fill
Without Formatting.
If you don't want to display the Auto Fill Options button
every time you drag the fill handle, you can turn it off by
following these steps.

I. Click the File Tab and then click Options.

II. Click Advanced, and then under the Cut, Copy,

and Paste, clear the Show Paste Options
buttons check box.
 Filling data into adjacent cells
You can use the Fill command to fill the active cell or
a selected range of cells with the contents of an
adjacent cell or range of cells, or you can quickly fill
adjacent cells by dragging the fill handle
 Filling the active cell with the contents of an adjacent
cell

I. Select an empty cell either below, to the right, above, or

to the left of the cell that contains the data that you want
to fill in that cell.

II. On the Home tab, in the Editing group, click Fill (arrow
pointing downwards), and then click Down, Right, Up,
or Left depending on the direction you will want to fill.
PRINCE DORMENYO FOR COHSS
PRESIDENT ‘23
You can also quickly fill a cell with the contents of the cell above or to the left
of it by using CTRL+D or CTRL+R respectively.
Dragging the fill handle to fill data into
adjacent cells
I. Select the cells that contain the data that you want to
fill into adjacent cells.
II. Drag the fill handle across the cells that you want to
fill.
III. To choose how you want to fill the selection, click
Auto Fill Options and then click the option that
you want.

If you drag the fill handle up or to the left of a selection

and stop in the selected cells without going past the
first column or the top row in the selection, Excel
deletes all data within the selection. This means that
Filling formulas into adjacent cells

I. Select the cell that contains the formula that you

want to fill into adjacent cells.
II. Drag the fill handle across the cells that you
want to fill.
III. To choose how you want to fill the selection, click
Auto Fill Options and then click the option
that you want.

Similarly, you can also fill the active cell with the
formula of an adjacent cell by using the Fill command
on the Home tab in the Editing group or by pressing
the CTRL+D or CTRL+R to fill a cell below or to the
right of the cell containing the formula.
You can automatically fill a formula downward,
for all adjacent cells that it applies to, by
double-clicking the fill handle of the first cell
that contains the formula. If for example you
have numbers in cells A10:A25 and B10:B25,
and you type the formula =A10+B10 into cell
C10, you can copy the formula in C10 into cells
C11:C25 by selecting cell C10 and double-
clicking the fill handle.
Filling in a series
(Numbers, dates, or other built-in series
items)
It is also possible to use the fill handle
to quickly fill cells in a range with a
series of numbers or dates or with a
built-in series for days, weekdays,
months, or years. To do so, you will
have to:
I. Select the first cell in the range that you
want to fill.
II. Type the starting value for the series.

III. Type a value in the next cell to define a pattern.

For example, if you want the series 2, 4, 6, 8, 10,

…. type 2 and 4 in the first two cells and if you
want the series 2, 2, 2, 2..., you can leave the
second cell blank.
Initial Extended series
selection
0,1, 2, 3 4, 5, 6,...
10:00 11:00, 12:00, 13:00,...
Mon Tue, Wed, Thu,...
Monday Tuesday, Wednesday,
Thursday,...
Jan Feb, Mar, Apr,...
Jan, Mar May, Jul, Aug, Oct,...
Jan-99, Mar- May-99, Jul-99, Aug-00,
99 Oct-99,...
15-Jan, 20- 23-May, 26-Jul, 28-Sep, 01-
Mar Dec,...

1st Period 2nd Period, 3rd Period,...

Product 1 Product 2, Product 3,...
IV. Select the cell or cells that contain the starting
values.
V. Drag the fill handle across the range that you
want to fill.

To fill in increasing order, drag down or to the right. To

fill in decreasing order, drag up or to the left

It is also possible to specify the type of series by using

the right mouse button to drag the fill handle over the
range and then clicking the appropriate command on
the shortcut menu. For example, if the starting value is
the date Jan-2000, click Fill Months for the series Feb-
2000, Mar-2000, and so on; or click Fill Years for the
series Jan-2003, Jan-2004, and so on.
If the selection contains numbers, you can control the
type of series that you want to create.

I. On the Home tab, in the Editing group, click Fill,

and then click Series.

II. Under Type, click one of the following options:

 Click Linear for a series that is calculated by adding the value in

the Step value box to each cell value in turn

 Click Growth for a series that is calculated by multiplying the value in

the Step value box by each cell value in turn.

 Click Date for a series that fills date values incrementally by the value

in the Step value box and dependent on the unit specified under Date
unit.

 Click AutoFill for a series that produces the same results as dragging
You can suppress AutoFill by holding
down CTRL while you drag the fill handle
of a selection of two or more cells. The
selected values are then copied to the
adjacent cells, and Excel does not extend
a series.
Filling data by using a custom fill
series
You can make the entering of a particular
sequence of data easier by creating a custom fill
series. A custom fill series can be based on a list
of existing items on a worksheet, or you can type
the required list. You should take note that a
custom list can only contain text or text mixed
with numbers. For a custom list that contains
numbers only, such as 0 through 100, you must
first create a list of numbers that is formatted as
text.
Using a custom fill series based on an
existing list of items
 Select the list of items that you want to use in the fill series.
 Click the File Tab and then click Options.
 Select advanced from the categories on the left
 Under the General section, click the Edit Custom
Lists

 Ensure that the cell reference of the list of items

selected is displayed in the Import list from cells
box, and then click Import.
The items in the selected list will be added to the
Custom lists box.
 Click OK twice.
 Click a cell, and then type the item in the custom fill
series that you want to use to start the list.
 Drag the fill handle across the cells that you
want to fill.
Using a custom fill series based on a new list of
items
 Click the File Tab and then click Excel Options
 Select advanced from the categories on the left
 Under the General section, click the Edit Custom Lists
 In the Custom lists box, click NEW LIST, and then
type the entries in the List entries box, beginning
with the first entry. Press ENTER after each entry.
 When the list is complete, click Add, and then click
OK twice.
 Click a cell, and then type the item in the custom fill
series that you want to use to start the list.
 Drag the fill handle across the cells that you
want to fill.
Editing or deleting a custom fill series
 Click the File Tab and then click Excel Options
 Click the Popular category, and then under the Top
options for working with Excel, click the Edit
Custom Lists
 In the Custom lists box, select the list that you want to
edit or delete, and then do one of the following:

• To edit the fill series, make the changes that you

want in the List entries box, and then click Add.
• To delete the fill series, click Delete.
FORMULAS
MICROSOFT EXCEL (SPREADSHEET)
Formulas are the core of an Excel
worksheet. A formula may be defined as
any data that does not place itself in a cell
but rather the result that it generates. It
may generate either a value or a label.
Formulas are used to do all the
calculations that we use to do by hand or
with calculators. Without formulas, there
would be no point to using an electronic
worksheet such as Excel.
 Formulas may be used to do simple calculations
involving addition, subtraction, multiplication
and division, as well as to carry out very
complex financial, statistical or scientific
calculations.

When a formula is entered in a worksheet cell,

the result of the formula usually appears on the
worksheet.
To view the formula that produces the results,
select the cell and the formula appears in the
formula bar.
If you wish to view the formula in-cell, double-
click the cell or select the cell and press F2.
A formula in Excel
Must start with either of the following symbols =
, + or -. Note that starting a formula with the
minus sign cause the value of the address or the
constant that the minus sign precedes to be
negated. For example, -B3+B4 is a valid
formula. If B3 and B4 contain 10 and 15
respectively then the above formula will give 5
as the result of the current cell.
Allows the use of mathematical operators such
as + (addition), - (subtraction) , *
(multiplication) and ^ (exponentiation), etc
Allows the use of relational operators such as >,
<, >=, etc
Can be a valid mathematical expression or built-
in function. E.g. COS(20).

Generally, formulas in Excel always begin with

an equal sign (=) and can include numeric and
text values (constants) arithmetic operators,
text operators, functions, parentheses, cell
references, and names.
ENTERING FORMULAS
To enter a formula in a worksheet, make the cell in
which you want to insert the formula active. This
cell should be empty else you will loose whatever
information you have in the active cell after you
have entered the formula. When keyed in, the
formula displays in the cell as well as in the
formula bar. When you exit the cell after
completing the formula, the result of the formula
displays in the active cell while the actual formula
displays in the formula bar.
Formulas make reference to (or include) the
contents of a cell by the cell’s reference, such as
C4.
Formulas may use operators such as + or – and
also built in formulas, called functions, like SUM()
or SQRT(). A simple formula such as =C4 * D8
in the formula bar multiplies the contents of cell
C4 by the contents of cell D8.
One of the advantages of using formulas in a worksheet is
that cell entries can be changed and the formula will
automatically recalculate the values and insert the result
in the cell containing the formula.

CELL REFERENCING
Cell references, also called addresses, are used in a
formula to refer to the contents of a cell or a group of cell.
Cell references allow you to use values from different parts
of a worksheet and execute a desired calculation
A cell is always referred to by using the row
and column heading. For example, the cell at
the intersection of column B and row 10 has
the cell reference B10. The cell reference of
the active cell is displayed in the name box at
the left of the formula bar.
 Entering Cell References by Pointing
The least error prone method of entering cell references
in a formula is by pointing to the cell you want to include
in a formula.
1)Select the cell for the formula.
2)Type an equal sign (=)
3)Point to the cell you want in formula and click.
 This inserts a moving border (dashed marquee)
around the cell and also changes the mode from
Enter to Point.
The address of the cell you point to appears at the
cursor location in the formula bar.
You also can enter ranges into formula by dragging
across the range.
1. Enter an operator and point to the next cell or range.
2. When you have finished entering the formula, press
Enter to enter the formula.
Relative, Absolute and Mixed References

A reference identifies a cell or a range of cells in a

worksheet. There are basically three main types of
addressing namely ABSOLUTE, RELATIVE and MIXED
addressing. There is also a fourth type CIRCULAR
ADDRESSING which is not permitted in Excel although its
use would not force Lotus to signal an error. Excel treats
cell references in formulas differently when they are copied
from one cell to another and hence the need to have a
good understanding of the different addressing. Relative
cell references refer to cells relative to a position in a
formula. Absolute references refer to cells in a specific
A relative cell reference adjusts when a formula is
copied while an absolute cell reference remains constant
when a formula is copied. A mixed cell reference does
both – either the column remains absolute and the row is
relative or the column is relative and the row is absolute.
An absolute reference has the dollar sign before the
column and/or row cell reference while a relative
reference has none.
Relative References
This is a cell or range address in a formula that Excel
interprets by virtue of its location relative to the cell that
contains the formula. When a formula containing relative
addresses are copied from one cell to another, Excel
copies the relationship between the cells/ranges in the
formula in terms of their positions relative to the cell that
holds the result, and then adjust the cell addresses in
the copied formula such that the relationship is
maintained. Unless you specify otherwise, Excel uses
relative referencing for cell addresses when you enter a
formula.
This means that cell references in a formula change after
you fill a range with a formula. Example, let the cell B5
contains the formula =(+B4-B3)/B2 Excel interprets
this formula as follows:
Subtract the entry at the cell two rows above the
current cell (i.e. B5 to B3) from that of the row one above
the current cell (i.e. B5 to B4) and divide the result by
the entry in the cell three rows above the current cell
(i.e. B5 to B2) and store the final result in the current cell
(B5).

Therefore copying the content of cell B5 irrespective of

the value stored, to cells say E6 to Z6 only copies the
relationship as given above hence when the cell pointer
is placed at cell Z6 for example, the formula would be
shown as (+Z5-Z4)/Z3 in the formular bar.
Also, if you enter the formula = SUM (B4:D4) in cell F4
and then copy it relatively to cell F5, the formula in cell
F5 displays as = SUM (B5:D5).

Again if the formula = SUM (B5:D5) in cell F5 is copied

to cell F10, it changes to = SUM (B10:D10).

Notice how the formula changes to give the cell

reference the same relative position from the cell that
contains the formula.
Usually one wants cell references to change when
copied. Occasionally, however, these changes cause
problems. For example if all the formulas copied above
have to be multiplied by a value in cell A4, then the
formula = SUM (B4:D4) *A4 in cell F4 will change to =
SUM (B5:D5) *A5 when copied to cell F5. To maintain
reference A4 even when copied we need to use Absolute
referencing.
Absolute Referencing

As mentioned above, by default Excel treats all formulas to

contain relative addresses unless either the column letter,
row number or both in a cell address is/are preceded by a
dollar sign. Absolute addresses are identified by having a
dollar sign preceding a column letter and a row number of
a cell address. Absolute addressing is used to express
permanent link to the values of columns and/or rows. A
permanent link means should the content of a cell with a
formula containing absolute addresses be copied, the
absolute cell addresses in the formula should not be
updated to reflect the new column and/or row
 E.g. $A$5 indicates a permanent link to the cell
A5 (i.e. a permanent link to Column A row 5 or to
cell A5).
 Example, if cell F4 contains the formula =SUM
(B4:D4) * $D$4 and if we copy the formula to
cell F5 we will obtain =SUM (B5:D5) * $D$4
You enter an absolute reference by typing the dollar
sign in front of the row or column that you want to
remain the same or by pressing the F4 key when the
flashing insertion point in the formula bar has been
placed at where the cell reference is to be made
absolute. Each time F4 is pressed, the type of reference
changes, from eg. A10 to $A$10
 A$10  $A10  A10.
Mixed References
On some occasions you want only the row to stay fixed
or only the column to stay fixed when copied. In this
case we use mixed referencing. Mixed addressing
combines relative and absolute addressing, that is either
the column or the row number is preceded by a dollar
sign. Thus, $G5 or G$5 is a mixed addressing. The
former implies column is linked permanently to Column
G whiles the row is relative to row 5 and the latter also
implies that the row is linked permanently to row 5 while
the column is relative to column G.
Therefore, when a formula containing a mixed address
is copied from one cell to another all the absolute
addresses would remain the same while the relative part
would be updated.

For example the formula = $A4 * B$3 has two mixed

references. $A4 has an absolute column and a relative
row while B$3 has a relative column and an absolute
row. Mixed cell references allow you to fill in column and
row data using only one formula.
Circular references
Circular addressing involves the use of the current cell’s
address in the formula for the current cell either directly or
indirectly. That is defining a formula for the current cell by
including the address of the current cell in the formula or
simply put defining a cell in terms of itself. An example is
=(+B4-B3)/B2 when the current cell is either B2, B3 or B4.

For example if the content of cell D3 is (D1+D2-D3)/3, then

the result of the formula in D3 will keep on changing
whenever data is stored in a cell. This situation may be useful
at times but unless it is intended, try and avoid circular
Referring To Other Sheets In A Workbook
By including a sheet reference as well as a cell
reference, you can refer to other sheets in a workbook.
For example, to refer to cell A10 on sheet 5, you need to
enter Sheet5!A10 in the formula. If the sheet is named,
e.g. as CSM1, simply use CSM1!A10. If the sheet
name includes spaces, you must surround the sheet
reference with single quotation marks. For example if
the sheet is named CSM 1, then the correct reference is
‘CSM 1’!A10.
3-D References

You can use 3-D references to refer to a cell range that

includes two or more sheets in a workbook. A 3-D
reference consists of a sheet range specifying the
beginning and ending referred to.

For example, =SUM(Sheet1:Sheet4!$D$1:$D$10)

SUMS up the values in the range of cells $D$1:$D$10 in

each of the sheets from sheet1 to sheet4 and adds the
SUMS together resulting in a grand total.
PRINCE DORMENYO FOR COHSS
PRESIDENT ‘23
 OPERATORS IN FORMULA

Operators tell formula what operations to perform. Excel

uses four different types of calculation operators:
arithmetic, comparison, text concatenation, and
reference. These are as follows:

Arithmetic operators
These are operators used in performing basic
mathematical operations such as addition, subtraction, or
multiplication, division, etc to produce numeric results.
The following are the operators that can be used in a
mathematical expressions.
Arithmetic Meaning Example
operator
+ (plus sign) Addition A2+3

– (minus sign) Subtraction C3–A3

Negation –B4

* (asterisk) Multiplication A4*8

/ (forward Division B4/B3

slash)
% (percent Percent 95%
sign)
^ (caret) Exponentiation) 4^3 (which
gives 64)
Comparison operators
These are operators that make it possible for you to
compare two values. When two values are compared,
the result is a logical value and that can be either True or
False. The comparison operators are as follows
Comparison Meaning Example
operator
= (equal sign) Equal to A3=C4
> (greater than Greater than A4>C5
sign)
< (less than Less than A4<B8
sign)
>= (greater Greater than or A3>=B4
than or equal equal to
to sign)
<= (less than Less than or equal A4<=C1
or equal to to
sign)
<> (not equal Not equal to A4<>B1
to sign)
Text concatenation operator
There is only one text concatenation operators and this
is the ampersand (&) sign which is used to join, or
concatenate, one or more text strings to produce a
single piece of text.

& concatenates, two texts to produce one single text

"CSM"&"183" (ampersand) result
 Reference operators

These operators make it possible to combine,

cells or range of cells for calculations. The three
reference operators are as follows
Reference Exam
operator Meaning ple
: (colon) Range operator, which literally means “TO” is
A10:G40 used to produce one reference to all the cells
between two cell addresses
references, including the two references

, (comma) Union operator, which literally means “and” is used to Max(B1

combine multiple references into one reference. 5,B19:G
15)
(space) produces one reference to cells that are common to two C10:D1
Intersection references. If no cells are common to both references, 7
Order Of Evaluation
If there are two or more operators in a formula, Excel
uses the same order of operation used in algebra. From
left to right in a formula, this order, called the order of
operation or order of precedence is negation (-) first,
then percent (%), then exponential (^), followed by
multiplication (*), division (/), addition (+), and finally
subtraction (-). To change the order of operation (or
evaluation), use parenthesis around the part of the
formula you want calculated first.

Formula Result
E.g. = 6 + 27/3 15
=(6 + 27)/3 11
Operator precedence
If you use a number of operators in a single formula,
Excel performs the operations in the order shown in the
following table. As such, in a single formula where the
exponentiation and multiplication are used, the
exponentiation will be evaluated first. If a formula
contains operators with the same precedence such as
multiplication and division, Excel evaluates the operators
from left to right.
Operator Description
: (colon) Reference operators
(single space)
, (comma)

– Negation (as in –1)

% Percent
^ Exponentiation
* and / Multiplication and division
+ and – Addition and subtraction
& Connects two strings of text
(concatenation)

= < > <= >= <> Comparison

RULES GOVERNING THE EVALUATION OF THE
OPERATORS
There are basically three rules concerning the evaluation
of the arithmetic operators in any mathematical
expression or formula. These rules are as follows:

For any two operators with different precedence in the

same formula, the operator with the higher precedence
would be evaluated first. Take for example the expression
=8 / 2 ^ 3. The operator, ^ would be evaluated first,
that is 2^3 and hence the above expression would give
the result 1 instead of 64 as you may have thought.
1. For any two operators of the same precedence, the
order of evaluation of the operators is from left to
right. For instance, in this expression 10 / 5 * 2, the
10/5 would be evaluated first and the result multiplied
by 2. The result of this expression would therefore be
4 instead of 1.

2. Parenthesis can be used to enforce a change in the

order of evaluation of the operators. An operator in a
bracket for example would be evaluated before
another operator of the same precedence but not in a
bracket. For example, for 10 / (5 * 2). The expression
in the bracket (5*2) would be evaluated before the
result is used as the divisor in dividing the 10. Hence
with the use of bracket in the same example as in rule
2, the result of the expression has changed from 4 to
 NAMING CELLS AND RANGES
A selected group of cell is referred to as a range. A
range of cells can be formatted, moved, copied, or
deleted. A cell or range of cell can also be named. A
range name may be used anywhere you can use a cell
reference. It is easier to understand an expression such
as Price * Quantity rather than A1*B1, and that
explains why it is sometimes better to name your ranges.

Rules For Creating Names

 Names must start with a letter or an underscore but any character
may be used

after the initial letter except a space or a hyphen 

Space is not allowed in a name.
• A maximum of 255 characters are allowed for range
name but is advisable to make them as short as
possible.
• Names may be typed in either upper – or lowercase
letters.
Defining Range Names
Using the Name Box – The name box appears at the left
end of the formula bar. The reference area displays the
cell reference for the active cell or the name of the
currently selected cell or cells, if they are named. If you
click the arrow to the right of the named box, you display
an alphabetical list of all defined names in the workbook.
You can select a named cell or range by clicking the
arrow and selecting the name from the list.
 To define a name using the name box, follow these
steps;
1. Select the cell or range of cells to be named.

2. Click the arrow to the right of the named box. The

active cell appears in the name box and is highlighted.
3. Type the name for the selected cell or cells.
4. Press Enter.

OR
1.Select the cell or range that you want to name.

2.Click the Formulas tab on the Ribbon and then

click the Define Name button (or right-click the
range and choose Name a Range from the
contextual menu). Excel displays the New Name
dialog box, as shown in the Figure below.
3.In the Name text box, type a name (or use the
name that Excel proposes, if any).
4. If needed, enter a comment in the Comment box.
You can enter a comment, for example, to
provide a description and other details of the
name for future worksheet auditing purposes.
5. Verify that the address Excel displays in the
Refers To text box is correct. To refer to a
different address, delete the address and then
either type the new cell or range address (with a
leading equal sign) or use the mouse pointer to
select the cell or range on the worksheet.
6. Click OK.
 If you want to create several names in one go,
use the Name Manager instead of the Define
Name method. Click the Name Manager button
in the Formulas tab. In the Name
Manager dialog box, click New to add a name.
After you finish adding a name, you’re returned
to the Name Manager dialog box, where you
can repeat the process to create additional
names.
FUNCTIONS
Functions and Arguments

In Excel, the developers included in the package a lot

of mathematical and other useful functions that Excel
users can use without writing their own definitions.
Since these functions have been built into the Excel
package, they are referred to as built-in or predefined
functions. These functions make the data processing
and analysis very easy. Without the use of built-in
functions, there wouldn't have been much difference
between the use of a calculator and Excel in terms of
computations and other processing.
A built-in function may be defined as a function that
has already been defined by the Excel software
developers for their users to use without the need to
redefine. For example, to sum the content of the
entries in cells A1 to A1000 a user would have to enter
the formula
+A1+A2+A3+A4+A5+A6+...
+A999+A1000

but the use of the built-in function SUM makes this

quite easier by simply entering the formula
=SUM(A1:A1000) at the cell where the result is to be
placed.
 If you want to write an equation to determine a
mortgage or loan payment for example, you need the
following information;

Argument Description

rate interest rate per

period

nper number of
periods

pv present value
(starting value of loan) fv
 1. Because the equation for an amortized loan
payment requires many complex terms,
2. You are likely to make typographical errors if you
write your own equation.

3. Excel solves a formula you enter more slowly than it

solves a built-in function for the same operation.
4. Entering functions take less keystrokes and saves
time.
So instead of manually entering a long
formula to calculate the loan payment, you
can use Excel PMT ( ) worksheet function.
You can either type the function into a cell or
insert it into a cell with the guidance of the
Insert Function.
A function operates on what are referred to as
arguments. These are values or references for the
information needed to do the calculation. Arguments
are placed within brackets after the function name
separated by commas. An argument may consist of a
constant such as 100, a cell reference such as B10:B20
or another function (referred to as a nested function).
The PMT function for example, is entered in the form
PMT (rate, nper, pv, fv, type)
Functions include two parts. The first part is the name of
the function, which always immediately follows the equal
sign. The equal sign preceding the function is required for
only the first function entered in the cell.
The second part of the function is the argument. The
argument contains the data needed by the function to
perform the necessary calculations or data manipulation.
Most functions contain one or more arguments in
parenthesis. If the function contains more than one
argument, separate the arguments with commas. Never
include a space unless it is included in quotation marks.
Some functions can have up to 30 arguments. An ellipsis
(…) is used to indicate that more arguments are possible.
There are three main classes of functions. This
classification is based on the number of arguments
required by a function. The three classes are:

1. Those that require no argument or parameter because

they need no external information. The information that
such functions return is fixed. Examples of such
functions include RAND(), PI() and NOW() that return a
random number between 0 and 1, the value of Pi, the
current date and time respectively.
2. Functions that require a fixed number of arguments.
For example, the following functions accept only one
argument hence would signal an error when the
number of arguments is more than one, INT(), LOG().
There are also some function that two or more
arguments. For example ROUNDDOWN() requires two
arguments,
3. Functions that accept variable number of
arguments. That is the number of arguments can be
one, two or more depending on what one intends to
do. For example the following are all valid.
=SUM(A1:A10), =SUM(A1:A5,A8),

4. =SUM(A1:A3,A5,B6:B8), etc. Here the =SUM has

taken on variable parameters, that is one, two,
three, etc respectively.
Note that functions that tend to take variable number of
arguments have some of the arguments as optional. In
such a case, if you leave out the optional arguments, you
do not need to enter commas if there are no additional
arguments. If there are additional arguments, then
commas should be inserted to act as pace holders. For
example, if the fv optional argument of the PMT function is
omitted, but the type argument is used, you should enter
the function as

PMT(rate, nper, pv,,type)

Note that the position of each argument in the function is
It must be noted that if the argument of a function is
defined by a range, then the range can be contiguous or
non-contiguous. For example, the AVERAGE function has
as argument a range, hence stating the function as
=AVERAGE(A1:A25,B10:E15) is a valid expression.

While some functions such as PMT, require values, other

functions such as LEFT, require text. Such text should be
enclosed in quotation marks (“ “). Quotation marks in any
text should be enclosed in extra quotation marks.
Entering a Function
Functions can be keyed directly into a cell or entered
using the Insert Function button.

Insert Function – Creating functions can seem difficult,

especially with the potentially different ways to spell a
function name (AVG, AVE, AVERAGE) and the number of
arguments available. The Insert Function can be used to
make entering a function much easier. It guides you
through the process and explains each function as well as
each argument within a function.
 To insert a function and its arguments into the
worksheet, follow these steps;

1. Select the cell where you want to enter the function. If

you are entering a formula in the formula bar, move the
insertion point to where you want the function inserted.

2. Choose Formulas, Insert Function or click the Insert

Function button to display the Insert Function dialog box.
PRINCE DORMENYO FOR COHSS
PRESIDENT ‘23
 3) Select type of function you want from the Function
category List. All the functions for that particular
category are then listed below.

4) Choose the specific function that you want and read the
description in the lower part of the dialog box.
3) Verify that this is the function you want and
choose OK.

4) The Function Arguments dialog box appears. It

guides you through the entry of the data to be
used in the formula. Next to each argument
name is a box where the arguments are entered.
You can either key the data into the argument
box or select the appropriate cells from the
worksheet to enter them into the argument box.
7) Choose OK to complete the function and insert it in a
cell. You may choose cancel if you decide not to insert
the function.
Note that once data is entered into the argument boxes,
the result of the formula is displayed at the bottom of the
formula palette.
Auto Sum Button

The most frequently used function is SUM ( ). This

function totals the numeric value of all cells in the ranges
it references. For example = SUM (B10:B20) will total all
the cells starting from cell B10 right up to cell B20, with
both B10 and B20 included. Because SUM ( ) is frequently
used, an AutoSum button which you can use to total
adjacent columns or rows automatically, appears on the
standard toolbar
 In addition to entering the SUM ( ) function, the AutoSum
button when clicked, selects the cells in the column above
the SUM ( ). If the suggested range is not correct, you
may drag through the desired ranged with the mouse and
then press enter. Notice that the status bar displays the
sum of the selected range.

As an example;
To enter the sum of cells A1 to A12 in cell A13, lace the cell
pointer in cell A13 and click the Auto Sum button. The
formula = SUM (A1:12) appears in the formula bar
To select the range of cells to total, highlight the range to
sum including blank cell(s) to the right or below the range.
When you select the AutoSum button, Excel fills in totals.
Sum totals appear in blank cells below and to the right of
a range of numbers.

Clicking on the arrow to the right of the Auto Sum button

gives you the option of choosing other functions such as
Average, Count of entries in the selected range, minimum
entries, etc.
CATEGORIES OF FUNCTIONS

Excel 2007 includes over 477 functions that are divided

into the following twelve alphabetical categories by
Microsoft Company:

1. Compatibility functions

2. Cube functions

3. Database functions

4. Date and time functions

5. Engineering functions

6. Financial functions
8. Logical functions

9. Lookup and reference functions

10. Math and trigonometric functions

11. Statistical functions

12. Text functions

13. User defined functions that are stored with addins

14. Web functions

Some of the most commonly used Excel functions are
explained below.
Date and Time Functions

Excel’s date and time functions manipulate or calculate

dates and times. Excel can make calculations using dates
and time because the dates and times are represented as
serial numbers. The number starts with January 1, 1900.
Thus, January 1, 1900 has the serial number 1, January 2,
1900 has serial number 2, February 1, 1900 has serial
number 32, etc. Note that if a cell s formatted as date,
then a date will be displayed in one of the date formats
but internally this date will be a serial number.
The Now Function.
The NOW function calculates the serial number of the date
and time in the computer’s clock. Excel updates the date
and time only when the worksheet is opened or recalculated.
The NOW function does not take in any argument and has
the format = NOW()
The NOW function is different from other functions in that it
takes no arguments. For example if NOW() was entered in a
worksheet cell which was opened at 6.30 pm. on January 1,
1997, it will display 35431.77083 in the cell. The 35431
represents the number of days beginning from 1st January
1900 to January 1, 1997 and 0.77083 represents the decimal
fraction of 6.30 p.m. (18.30) in a 24 hour day, i.e. 18.5 /24.
The TODAY Function
The TODAY function calculates the date serial number for the
current date, which is the current date from the system clock
on the computer. It acts in the same way as the NOW
function but does return the time portion of the serial
number. The format for the TODAY function is
= TODAY().

Here too, the TODAY function takes no arguments. For

example if TODAY was entered in a worksheet cell that is
recalculated at 6.30 pm on January 1, 1997, it will display
35431 in the cell.
 The DATE function
The DATE function calculates the date serial number for a
specific date. If the cell format was General before the
function was entered, the result is formatted as a date. The
format of the DATE function is.
= DATE (year, month, day)
Year represents the year and is a number from 1900 to 9999.
Month represents the month and is a number from 1 to 12.
Day represents the day and is a number from 1 to 31
depending on the month.
The serial number of September 28, 2010 can be obtained
using the formula.
= DATE (2010, 9, 28)

The result of this formula is 40450, which is the date serial

number of September 28, 2010.
The table below gives the full list of date and time functions
Function Description

DATE Returns the serial number of a particular date. .

Example DATE(2010/1/6) returns 40184.

DATEVAL Converts a date in the form of text to a serial number.

UE Example DATEVALUE(“1/1/2000”) returns 36526.

DAY Converts a serial number to a day of the month.

Example
DAY(1/1/2000) returns 1.

DAYS360 Calculates the number of days between two dates based on

a 360-day year. A 360-day year assumes that each of the
twelve months has 30 days.
EOMONT Returns the serial number of the last day of the
H month before or after a specified number of
months
HOUR Converts a serial number to an hour

EOMONT Returns the serial number of the last day of the

H month before or after a specified number of
HOUR Converts a serial number to an hour

MINUTE Converts a serial number to a minute

MONTH Converts a serial number to a month

NETWORKDA Returns the number of whole workdays

YS between two dates

SECOND Converts a serial number to a second

SECOND Converts a serial number to a second

TIME Returns the serial number of a particular

time
TIMEVALUE Converts a time in the form of text to a
serial number

TODAY Returns the serial number of today's date

WEEKDAY Converts a serial number to a day of the
week
WEEKNUM Converts a serial number to a number
representing where the week falls numerically
with a year
WORKDAY Returns the serial number of the date before
or after a specified number of workdays

YEAR Converts a serial number to a year

YEARFRAC Returns the year fraction representing the

number of whole days between start_date and
end_date
Math and Trig functions.
Mathematical functions provide the foundation for the
majority of worksheet calculations. Most scientific and
engineering functions are found under mathematical
functions.

Since trigonometric functions use angles measured in

radians, use these equations to convert between radians and
degrees for the functions that follow.
Radians = Degrees * P/180
Degrees = Radians * 180/P where P
= 22/7
The most commonly used mathematical and trig functions
FUNCTI DESCRIPTION EXAMPL
ON E
ABS Returns the absolute value of a number ABS(-
4.50)
ACOS Returns the arccosine ACOS(0.005)

ACOSH Returns the inverse hyperbolic cosine of a number ACOSH(5

)
ASIN Returns the arcsine of a number ASIN(0.0
05)
ASINH Returns the inverse hyperbolic sine of a number ASINH(5)

ATAN Returns the arctangent of a number ATAN(0.0

05)
ATAN2 Returns the arctangent from x- and y- coordinates ATAN(10,
5)

ATANH Returns the inverse hyperbolic tangent of a number ATANH(5

)
CEILING Rounds a number to the nearest integer or to the nearest CEILING(
multiple of significance 3.02,1)
COMBIN Returns the number of combinations for a given number of COMB(5,2)

objects. For example, the example to the right shows how

many groups of 2 can be obtained from
5 objects and the answer 10
COS Returns the cosine of a number COS(3.1412)

COSH Returns the hyperbolic cosine of a number COSH(0.05)

DEGREES Converts radians to degrees DEGREES(3.

1414)
EVEN Rounds a number up to the nearest even integer EVEN(121)

EXP Returns e raised to the power of a given number EXP(4)

FACT Returns the factorial FACT(6)

FACTDOUBLE Returns the double factorial of a number

FACTDOUBL
E(6)

FLOOR Rounds a number down, toward zero FLOOR(12.1

234,2)
GCD Returns the greatest common divisor GCD(12,15,24,3
6)
INT Rounds a number down to the nearest integer INT(34.45)

LCM Returns the least common multiple LCM(2,4,7)

LN Returns the natural logarithm of a number LN(23)

LOG Returns the logarithm of a number to a LOG(23)

specified base

LOG10 Returns the base-10 logarithm of a number LOG10(34)

MDETERM Returns the matrix determinant of an array

MINVERSE Returns the matrix inverse of an array

MMULT Returns the matrix product of two arrays

MOD Returns the remainder MOD(7,3)

MROUND Returns a number rounded to the desired multiple MROUND(13,4)

 MULTINOMI Returns the multinomial of a set of numbers MULTINOMIAL(3,4
AL )
ODD Rounds a number up to the nearest odd integer ODD(46)

PI Returns the value of pi

POWER Returns the result of a number raised to a power POWER(3,4)

PRODUCT Multiplies its arguments PRODUCT(3,4,5)

QUOTIENT Returns the integer portion of a division QUOTIET(47,9)

RADIANS Converts degrees to radians RADIANS(60)

RAND Returns a random number between 0 and 1

RANDBET Returns a random number between the numbers

WEEN you specify
ROMAN Converts an arabic numeral to roman, as text ROMAN(23,3)

ROUND Rounds a number to a specified number of digits ROUND(1.2345,2)

 ROUNDDO Rounds a number down, toward zero ROUNDDOWN(1
WN .234,2)
ROUNDUP Rounds a number up, away from zero

SERIESSUM Returns the sum of a power series based on the

formula

SIGN Returns the sign of a number

SIN Returns the sine of the given angle

SINH Returns the hyperbolic sine of a number

SQRT Returns a positive square root

SQRTPI Returns the square root of (number * pi)

SUBTOTAL Returns a subtotal in a list or database

SUM Adds its arguments

SUMIF Adds the cells specified by a given
criteria
 SUMIFS Adds the cells in a range that meet multiple
criteria
SUMPROD Returns the sum of the products of corresponding
UCT array components

SUMSQ Returns the sum of the squares of the arguments

SUMX2MY2 Returns the sum of the difference of

squares of corresponding values in two arrays

SUMX2PY2 Returns the sum of the sum of squares of

corresponding values in two arrays
SUMXMY2 Returns the sum of squares
of
differences of corresponding values in two arrays

TAN Returns the tangent of a number TAN(45)

TANH Returns the hyperbolic tangent of a number TANH(1.667)

TRUNC Truncates a number to an integer TRUNC(12.2345,2

)
Statistical functions
Excel’s statistical functions are used on lists of data. Some
of the simple statistical functions are AVERAGE, MAX, and
MIN. Excel also includes very complex statistical functions
that can calculate deviations, distributions, correlations, and
slopes. Below is the alphabetical listing of important
statistical functions.
 FUNCTION DESCRIPTION

AVEDEV Returns the average of the absolute deviations of

data points from their mean

AVERAGEA Returns the average of its arguments

AVERAGE Returns the average of its arguments, including

numbers, text, and logical values

AVERAGEI Returns the average (arithmetic mean) of all the

F cells in a range that meet a given criteria
AVERAGEIFS Returns the average (arithmetic mean) of all cells
that meet multiple criteria.

BETADIST Returns the beta cumulative distribution function

BETAINV Returns the inverse of the cumulative distribution

function for a specified beta distribution

BINOMDIS Returns the individual term binomial distribution

T probability
 FUNCTION DESCRIPTION

CHIDIST Returns the one-tailed probability of the chi-

squared distribution

CHIINV Returns the inverse of the one-tailed probability

of the chisquared distribution

CHITEST Returns the test for independence

CONFIDENC Returns the confidence interval for a population

E mean
CORREL Returns the correlation coefficient between two
data sets

COUNT Counts how many numbers are in the list of

arguments
COUNTA Counts how many values are in the list of arguments

COUNTBLA Counts the number of blank cells within a range

NK
 FUNCTION DESCRIPTION

COUNTIF Counts the number of cells within a range that meet the
given
criteria

COUNTIFS Counts the number of cells within a range that

meet multiple criteria

COVAR Returns covariance, the average of the products of

paired
deviations

CRITBINOM Returns the smallest value for which the

cumulative binomial distribution is less than or
equal to a criterion value
DEVSQ Returns the sum of squares of deviations

EXPONDIST Returns the exponential distribution

FDIST Returns the F probability distribution

FINV Returns the inverse of the F probability

 FUNCTION DESCRIPTION

FISHER Returns the Fisher transformation

FISHERINV Returns the inverse of the Fisher
transformation
FORECAST Returns a value along a linear trend
FREQUENCY Returns a frequency distribution as a vertical
array
FTEST Returns the result of an F-test

GAMMADIST Returns the gamma distribution

GAMMAINV Returns the inverse of the gamma cumulative

distribution
GAMMALN Returns the natural logarithm of the gamma
function, Γ(x)
GEOMEAN Returns the geometric mean

GROWTH Returns values along an exponential trend

HARMEAN Returns the harmonic mean

HYPGEOMDI Returns the hypergeometric distribution

 FUNCTION DESCRIPTION

INTERCEPT Returns the intercept of the linear regression

line
KURT Returns the kurtosis of a data set
LARGE Returns the k-th largest value in a data set
LINEST Returns the parameters of a linear trend

LOGEST Returns the parameters of an exponential trend

LOGINV Returns the inverse of the lognormal

distribution
LOGNORMDIST Returns the cumulative lognormal distribution

MAX Returns the maximum value in a list of

arguments
MAXA Returns the maximum value in a list of arguments,
including
numbers, text, and logical values

MEDIAN Returns the median of the given numbers

MIN Returns the minimum value in a list of
arguments
 FUNCTION DESCRIPTION

MODE Returns the most common value in a data set

NEGBINOMDI Returns the negative binomial distribution

ST
NORMDIST Returns the normal cumulative distribution
NORMINV Returns the inverse of the normal cumulative
distribution
NORMSDIST Returns the standard normal cumulative
distribution
NORMSINV Returns the inverse of the standard normal
cumulative distribution
PEARSON Returns the Pearson product moment correlation
coefficient
PERCENTILE Returns the k-th percentile of values in a range
PERCENTRAN Returns the percentage rank of a value in a
K data set
PERMUT Returns the number of permutations for a
given number of objects
POISSON Returns the Poisson distribution
PROB Returns the probability that values in a range
 FUNCTION DESCRIPTION

QUARTILE Returns the quartile of a data set

RANK Returns the rank of a number in a list of
numbers
RSQ Returns the square of the Pearson product moment
correlation
coefficient
SKEW Returns the skewness of a distribution
SLOPE Returns the slope of the linear regression line
SMALL Returns the k-th smallest value in a data set

STANDARDIZE Returns a normalized value

STDEV Estimates standard deviation based on a

sample
STDEVA Estimates standard deviation based on a
sample, including numbers, text, and logical
values
STDEVP Calculates standard deviation based on the
entire population
STDEVPA Calculates standard deviation based on the
 FUNCTION DESCRIPTION

STEYX Returns the standard error of the predicted y-

value for each x in the regression
TDIST Returns the Student's t-distribution
TINV Returns the inverse of the Student's t-distribution

TREND Returns values along a linear trend

TRIMMEAN Returns the mean of the interior of a data set
TTEST Returns the probability associated with a
Student's t-test
VAR Estimates variance based on a sample

VARA Estimates variance based on a sample,

including numbers, text, and logical values
VARP Calculates variance based on the entire
population
VARPA Calculates variance based on the entire population,
including
numbers, text, and logical values

WEIBULL Returns the Weibull distribution

FUNCTION DESCRIPTION

ZTEST Returns the one-tailed probability-value of a z-

test

Text Functions

Text functions enable you to manipulate text. You can

abbreviate text to pull-out portions you need from long
strings of text, or you can change numbers and dates to text
so that they can exceed a cells width without producing a
cell filled with #####. These numbers or dates converted
to text can be joined (or concatenated) to form titles, labels,
etc.
 FUNCTION DESCRIPTION

CHAR Returns the character specified by the code

number
CLEAN Removes all nonprintable characters from text
CODE Returns a numeric code for the first character in a text
string
CONCATENAT Joins several text items into one text item
E
DOLLAR Converts a number to text, using the $ (dollar)
currency format
EXACT Checks to see if two text values are identical

FIND, FINDB Finds one text value within another (case-sensitive)

FIXED Formats a number as text with a fixed number

of decimals
LEFT, LEFTB Returns the leftmost characters from a text
value
LEN, LENB Returns the number of characters in a text
string
LOWER Converts text to lowercase
 FUNCTION DESCRIPTION

PROPER Capitalizes the first letter in each word of a text

value
REPLACE, Replaces characters within text
REPLACEB
REPT Repeats text a given number of times

RIGHT, Returns the rightmost characters from a text

RIGHTB value
SEARCH, Finds one text value within another (not case-
sensitive)
SUBSTITUTE Substitutes new text for old text in a text string

TEXT Formats a number and converts it to text

TRIM Removes spaces from text

UPPER Converts text to uppercase

VALUE Converts a text argument to a number

Financial Functions

Excel provides many financial functions that are used for

calculating loan details, investment analyses, annuities, etc.
An annuity is a periodic series of equal payments. Examples
of annuities are mortgage payment on a house, payment of
a car loan, or payment that you make to a retirement fund.
The common arguments used in Excel’s financial function are as follows.
Argument Argument Description
name

Present Pv The current value of amounts to be received or paid in the

value future discounted at some interest rate; the amount that
must be invested today at some interest rate to accumulate
to some specific future value.
Number nper The number of payments that will be made to an investment
of or loan. For example, a five-year loan with monthly payments
periods would have 60 periods.

Payment pmt The amount paid or collected for each period.

Future fv The value of a loan or investment at the end of all the

value periods.
Rate rate The interest rate being charged or paid.

Type type Payments can either be made in arrears (at the end of each
period) or in advance (at the beginning of each period). The
type argument determines whether the calculation will be
based on payments made in arrears or in advance. Type is
the number O (payments in arrears) or 1 (payments in
advance). If type is omitted, it is assumed to be O.
 FUNCTION DESCRIPTION

ACCRINT Returns the accrued interest for a security that

pays periodic interest
ACCRINTM Returns the accrued interest for a security that
pays interest at maturity
AMORDEGRC Returns the depreciation for each accounting period
by using a depreciation coefficient
AMORLINC Returns the depreciation for each accounting
period
CUMIPMT Returns the cumulative interest paid between
two periods
CUMPRINC Returns the cumulative principal paid on a loan
between two periods
DB Returns the depreciation of an asset for a specified
period by using the fixed-declining balance method
DDB Returns the depreciation of an asset for a
specified period by using the double-declining
balance method or some other method that
you specify
DISC Returns the discount rate for a security

DURATION Returns the annual duration of a security with

 FUNCTION DESCRIPTION

FV Returns the future value of an investment

INTRATE Returns the interest rate for a fully invested
security
IPMT Returns the interest payment for an investment for a
given period
IRR Returns the internal rate of return for a series
of cash flows
ISPMT Calculates the interest paid during a specific
period of an investment
Returns the internal rate of return where positive
MIRR and negative cash
NOMINAL Returns the annual nominal interest rate

NPER Returns the number of periods for an

investment
NPV Returns the net present value of an investment
based on a series of periodic cash flows and a
discount rate
PMT Returns the periodic payment for an annuity

PPMT Returns the payment on the principal for an

 FUNCTION DESCRIPTION

PV Returns the present value of an investment

RATE Returns the interest rate per period of an annuity
RECEIVED Returns the amount received at maturity for a fully invested
security
SLN Returns the straight-line depreciation of an asset for one
period
SYD Returns the sum-of-years' digits depreciation of an asset for
a specified period

TBILLEQ Returns the bond-equivalent yield for a Treasury bill

TBILLYIELD Returns the yield for a Treasury bill
Returns the internal rate of return for a schedule of cash
XIRR flows that
XNPV Returns the net present value for a schedule of cash flows
that is not necessarily periodic
YIELD Returns the yield on a security that pays periodic interest

YIELDDISC Returns the annual yield for a discounted security; for example, a
Treasury bill
YIELDMAT Returns the annual yield of a security that pays interest at
Examples
If one borrows ¢1,000,000.00 at an interest rate of 12% per
annum, and you are to repay the loan in 5 years (60 monthly
instalments), then the PMT function would return a value
equal to the amount of money that should be paid every
month. Because the payments are made monthly, the
interest rate must also be monthly; therefore the annual rate
of interest must be divided by 12 to obtain the rate per one
period (i.e. one month). The payment value of the amount
borrowed is -1,000,000.00, because no payments have yet to
be made. For all arguments, negative number represents
cash you pay out, while cash you receive is represented by a
positive number. The following PMT function will return the
required monthly payment.
 = PMT (12% /12, 60, - 1000000.00)

(i)To calculate how much money you will have in 15 years if

you deposit ¢200,000 a month into an annuity that earns
10% annually, use the following function.
=FV (10% /12, 15*12, -200,000).

(ii)To calculate the present value of 60 payments of ¢150,000

with a 5% annual percentage rate, use the following
function
=PV (5% /12, 60, 150000)
If one pays ¢150,000 monthly, for a five year period when
the interest rate during the period is 5% per annum, then
the present value of their total investment is calculated by
the function
=PV (5% /12, 60, 150000).

Logical Functions

Excels logical functions allow you to build conditional

features into your spreadsheet models. They test whether
or not a statement is True or False and return a result. A
question that can be answered with true or false is
considered a logical test. A value of 0 means false, and a
The FALSE function.
This function always returns a logical FALSE , permitting you
to use it to avoid ambiguity in formulas. It has no
arguments. Format is FALSE() or FALSE
E.g. = IF (A3 = 10,“A3 is equal to 10”,FALSE() )

The above formula means if A3 is equal to 10, the string “A3

is equal to 10” will be stored in the cell. If A3 is not equal to
10, a “0” will be stored there. It may seem a lot quicker to
type “0” than to type FALSE (), but the function is self-
documenting.
 The TRUE function.
The function is similar to the FALSE function but does the
opposite. It always returns a logical TURE. Format is
TRUE () or TURE

The NOT function.

This function reverses the result of the logical argument

from TRUE to FALSE or from FALSE to TRUE.
Format is NOT(logical)
E.g. If C1 = 5, and D1 = 10

Then CI > D1 is false but NOT (C1 > D1) is

true.
The AND function.

This joins test conditions. It returns TRUE if all logical

argument are TRUE, and FALSE if any logical argument is
FALSE. Logical arguments include statements such as C10>
20 or A4 + A10 = 16
Format is AND (logical1 , logical2 …)
e.g. if C1 = 10, D1 = 16 and E1= 20

Then AND (C1 >D1, E1>10) will return FALSE since the first
logical argument (C1>D1) is false. Both logical arguments
(or conditions) must be true for the statement to be TRUE.
The OR function

The function joins test conditions like the AND function but
returns TRUE if one or more logical arguments is TRUE, and
FALSE only if all logical arguments are FALSE.
Format is OR (logical 1, logical 2, ..)
E.g. If C1 =10, D1 = 16 and E1 =20

Then OR (C1>D1, E1>10) will return TRUE since at least

one logical argument is TRUE.
PRINCE DORMENYO FOR COHSS
PRESIDENT ‘23
The IF function

This function permits you to test a logical condition to

determine the appropriate value for a cell.
Format is: IF (logical test, value-if-true, value if false)

ARGUMENTS
Logical test – this is any logical expression that can be
evaluated as true or false, e.g.
A1=B10, A1= “ PASS”, A1> =4, B10-C5<B12, etc.

The conditions can also be joined by compound

operators such as OR, AND, and NOT E.g. T1=1 AND
S1>1000000, or NOT(T1 <40 OR T1> 60).
 Value-if-true - This is the value the cell containing the IF
function will assume if the condition is true. This can be a
cell reference, a value or text (which should be enclosed in
double quotation marks) e.g. A5, “GHANA”, 200.00.

 Value-if-false - This is the value the cell containing the 1F

function will assume if the condition is false. All conditions
listed under value if true also apply here.
EXAMPLE
Suppose cell B10 contain the logical function below
= IF (F1 > 40, (F1-40)*1.5,0)

And assuming cell F1 contains the hours worked by an

employee for the week, then the above means “if the hours
worked for the week is greater than 40, subtract 40 from the
hours worked and multiply the result by 1.5, putting the
result in cell B10. If the hours worked for the week is not
greater then (i.e. less than or equal to) 40 then cell B10
should contain 0.
One can also have nested conditions such as

= IF (TYPE = 1, IF (SALE> 1000000, 0.08, 0.05), IF

SALE>2500000,0.06,0.03)) Assume the above logical
condition is in cell A1 and represents Discount. The above
means that: If Type is 1
And If SALE is greater than 1,000,000
Then Discount = 0.08
Else Discount = 0.05
Else (i.e. if Type is not 1)
And If SALE is greater than 2,500,000
Then Discount = 0.06
Else Discount = 0.03
Exercise 1

Employees of KNUST Computer Company are paid on hourly

basis at the end of every month. If an employee works for
not more than 40 hours a month, it is considered regular and
Overtime for hours worked in excess of 40. Regular hours are
paid at 50 cedis per hour while the overtime rate is one and
half times the regular rate per hour. All employees are to pay
15% of their gross pay as Income Tax, 2.5% as National
Health Insurance Levy, 1% as District Tax. Employees who
have more than three children are to pay 1 cedi per child in
excess of three towards GetFUND. Assume you have just
been employed by the above company and that you have
What formulas will be needed in the following cells such
that they can later be copied into other cells to complete
the worksheet. The percentage tax rate for income,
district and NHIL are to be picked from the spreadsheet.
Note, your formulas should be such that whenever the
income tax rate, the district tax rate and the NHIL rate
change, only their corresponding new values have to be
entered to replace the exiting ones in cells I2, I3 and I4
respectively, and that there will be no need to re-copy any
formula from one cell to another for subsequent changes
in the rates.
(i) E7 (ii) F7 (iii) G7 (iv)
H7
(v) I7 (vi) J7 (vii) C23
through to J23

Exercise 2

A Social Science lecturer marked her mid semester and

end of semester examination scripts each over 100
instead of 30 and 70 respectively. After marking she
decided to use Excel to compute the final marks of the
students and also indicate the appropriate letter grade
of every student to determine how many students
Assume this lecturer wants you to help, what formulas
will be required into the following cells:
(i) E6 (ii) F6 (iii) C23
(iv) C24
(v) C25 (vi) C26 (vii) C27
(viii) C28
(ix) C29 (x) C30
 Lookup and reference functions
FUNCTION DESCRIPTION
ADDRESS Returns a reference as text to a single cell in a worksheet
CHOOSE Chooses a value from a list of values
COLUMN Returns the column number of a reference
COLUMNS Returns the number of columns in a reference
HLOOKUP Looks in the top row of an array and returns the value of the
indicated cell
INDEX Uses an index to choose a value from a reference or array
INDIRECT Returns a reference indicated by a text value

LOOKUP Looks up values in a vector or array

MATCH Looks up values in a reference or array
OFFSET Returns a reference offset from a given reference
ROW Returns the row number of a reference
ROWS Returns the number of rows in a reference
TRANSPOSE Returns the transpose of an array

VLOOKUP Looks in the first column of an array and moves across the row to
return the value of a cell
CHAPTER FOUR
FORMATTING WORKSHEETS
Formatting a Table Automatically
Autoformatting is designed to apply to tables of
information in which labels run down the left
column and across the top row. SUM() functions
or totals are expected in the bottom row or right
column.

These preset formats include formatting for

numbers, borders, font, pattern, alignment,
column width, and row height. You have the
option of selecting which of these formatting
elements is used when you format with Format,
To apply an AutoFormat to a table follow these steps:

1. Select the range you will like to format as

a table
2. Click at the home tab, select format as
tables from the style group
3. Choose any of the format. This is because
as you move over the different formats
you will not get a preview of the format so
just choose any of the formats. You will
then see the following dialog box asking
for the range of cells to format.
4. Just click OK since the range you selected in step
(1) will used to create the table. You may check the
My table has headers if indeed your table has
headers and are to be treated different from the
other cells.
5. To specify exactly how your table should like, click
the home button, select format as tables from the
style group just like you did in step 2 above.
6. As you now move the mouse pointer over the
different formats, you will get a preview of exactly
how your table is going to look like. When you find a
Choose Edit, Undo to return to the previous format:
 Choosing and Pasting Formats
With the Format Painter button you can copy
formats from one cell to another.
All formats that apply to the selected cells are
copied including number, text, background, and
border formats.
To copy formatting from a range of cells to another
range of cells of the same size, follow these steps;
1. Select the source range.
2. Click
the Format Painter button by first clicking
the home button.
3. Selectthe first cell in the destination range and
release the mouse button.
To copy to more than one cell or range,
Double click the Format Painter button
in step 2 above. Select the first destination
cell or range and release the mouse
button. Then select subsequent
destination cells or ranges.

4. When you have finished, click the Format

Painter Button again or press Esc.
Formatting Selected Characters in a
Cell
1. Select
the cell containing the text you want to
change.
2. Selectthe text in the formula bar that you want
to change by dragging across it with the mouse
or by pressing shift + arrow key.
3. Clickthe appropriate buttons such as bold,
underline, italic etc. You can also use the format
cell dialog box by first clicking at the home
button, the format from the cells group and then
format cells to get the format cell dialog box as
follows:
In here, you are not limited to only font formatting,
as indicated with the tabs. E.g. Alignment tab, etc.
4. Make the necessary changes
according to how you will want the
characters to appear
5. Choose OK
 Formatting Cells or Characters
with Toolbars
Most of the cell formats are found on the formatting
toolbar when the ribbon is maximized. Use them to
format characters in cells. The following shortcut keys
may be used for formatting instead of the toolbar.

Format Shortcut key

Bold Ctrl+2 or Ctrl+B
Italic Ctrl+3 or Ctrl+I
Underline Ctrl+4 or Ctrl+U
Strikethrough Ctrl+5
 Changing Character Fonts, Sizes,
Styles, and Colors
Fonts are the various typefaces used in
printed materials. Fonts heights are
measure in points.
One inch = 72pts.
By styles we mean plain, bold, italic,
underline and strikethrough. You can also
change colors.
Excels can use up to 256 different font in a
worksheet.
To Change Character Fonts, Sizes,
Styles, And Colors, Follow These
Steps;
1. Select the cell, range or multiple ranges.
2. From Home and under the cell group
select format and then format cells to
display the format Cells dialog box below.
3. Select the Font Group if not already on.
4. Select Font, Style, Size, etc.
5. Choose OK.
 Centering Text Across Cells
To center a title using the merge and center
button from the Formatting toolbar, follow
these steps.
1. Type and format the title in the left cell of
the range in which you want the title
centered.
2. Select the range.
3. Click the Merge and Center button from
the Alignment group under the Home.
 Using the Merge Across Selection
option:
After steps 1 and 2 above,
3. Choose Home, Format (from cell
group), Format Cells and then Select
Alignment tab.
4. Select
the Merge Across Selection Option in
the Horizontal drop down list.
5. Choose OK.

The text centers between the cell where

the text is entered and the final cell you
selected.
 Wrapping Text to Fit a Cell
If you make a lengthy text entry in a cell, you can
have Excel wrap the text so that it forms a paragraph
that fits the cell. The cell’s height increases to contain
multiple lines.
To wrap text to fit a cell, follow these steps;
1. Select the cell or range.
2. Click at the Wrap text button from the alignment
group of Home or Choose Home, Format, Format
cells and then continue with the next step.
3. Select the Alignment tab.
4. Select the Wrap Text Check box.
5. Choose OK.
 Aligning and Rotating Text and
Numbers
In unformatted cells, texts align left while
numbers aligns right in a column. You can
align values or formula results so that they
align left, center or right in a cell.

Aligning Cell Entries

Using Formatting toolbar,
1. Select cell or range
2. Click the left, Center or Right Align
button in toolbar
 Using Format Menu
1. Select Cell or range.
2. Choose Home, Format, Format Cells.
3. Select the Alignment Tab.
4. Select one of the alignment options in the
Horizontal drop-down list. . The options are;
 General, Left, Center, Right, Fill, Justify,
and Center Across Selection.
5. Select one of the options from vertical drop-
down list. The options are;
 Top, Center, Bottom, and Justify.
6. Choose OK.
 Rotating Numbers and Text
The default Text orientation is horizontal, reading left
to right. To rotate text or numbers,
1. Select the cell containing the title or label to be
rotated.
2. Choose Home, Format, Format Cells.
3. Select the Alignment tab.
4. Drag the pointer in the orientation box up or down
to change the orientation of the text, OR specify a
value in the Degrees box between 90 and –90
degrees.
5. Using the keyboard, press Alt+D and use arrow
keys to change orientation.
6. Choose OK.
 Using the toolbar to Rotate Numbers
and Texts

You can use the toolbar to rotate

texts and numbers quickly by the
following steps:

1. Select the cells to rotate the

content
2. From the Home tab, click at the
orientation button from the
alignment group to obtain the
PRINCE DORMENYO FOR COHSS
PRESIDENT ‘23
PRINCE DORMENYO FOR COHSS
PRESIDENT ‘23
Select the appropriate option and complete the
steps
 Formatting Numbers
In addition to Excel’s, many already made
formats for numbers and date/times, you
can design your own custom formats.
Unused cells, cut or cleared cells have the
General format and displays numbers to
the greatest precision possible. If a number
is too large, it displays it in scientific format
e.g. 5.36E+08.
If the number or date is still too large after
applying a specific numeric or date format,
the cell fills with # symbols.
Shrinking Text to fit a Cell / Merging cells

When you apply the Shrink To Fit option to a cell,

the text in the cell is reduced in size so that it fits
within the cell.
Follow these steps to shrink text to fit a cell.
1. Select the cell or range containing the text you
want to shrink to fit.
2. Choose Home, Format, Format Cells.
3. Select the Alignment tab.
4. Select the Shrink To Fit check box.
5. Choose OK.
To select a range of cells and merge them into one
cell,
 Select the Merge Cells check box above and
Joining Together Text or Text and numbers
(concatenation)
The & symbol is a concatenation operator
that join text, numbers, and dates into one
long text string.

For example;
if B12 contains “Final sales for”
C12 contains 1999
Then = B12 &TEXT(C12, “####”)
Final Sales for 1999.
Concatenation (&) is used to join items (e.g.
text, numbers, etc.); and “” to indicate a string
or text
Excels Automatic Number Formatting
Excel examines the format of the number you
enter to determine whether the application can
format the cell for you.
In general format (the default format setting),
entering $12.95 will display $12.95 (currency
format), entering 15% will display 15% although it
appears as .15 in the formula bar.

Note: The formatted values that appear on screen

may not be the same values used in calculation.
(The number of decimal places in the formatted
cells may be less and therefore may have been
rounded).
Using The Toolbar to format numbers
1. Select the cell or range you want to
format.
2. Pull down the Number format from the
Home for currency, percentage,
comma on the toolbar.

Using Menu Bar to format numbers

3. Select Cell or range.
4. Choose Home Format, Format Cells.
5. Select Number Tab.
4. Select the type of number you want to
format from the category list.
5. If you select Number, Currency, Accounting,
Percentage or Scientific, you may choose the
number of decimal paces, choose to use
1000 separators (,), how to show negative
numbers or what currency symbol to use.
If you select a Date, Time, Fraction, or
Special category, select the format you want
from the list that appears.

6. Select OK.
 Using Short Cut Keys
1. Select cell or range.
2. Press one of the following keystroke
combinations.

Format Shortcut key

General Shift + Ctrl + ~
Number (2dp) Shift + Ctrl + !
Currency Shift + Ctrl + $
Percent (no dp) Shift + Ctrl + %
Scientific Shift + Ctrl + ^
 Available number formats
Generally, by applying different number formats, you
can change the appearance of numbers without
changing the magnitude of the number. A number
format does not affect the actual cell value that uses
to perform calculations. The actual value is displayed
in the formular bar.

Below is a summary of the number formats that are

available on the Home tab in the Number group. It is
possible to see all available number formats by
Format Description
General This is the default number format that Excel
applies to numbers when entered. Generally,
numbers that are formatted with the General
format are displayed just the way they are typed.
However, if the cell is not wide enough to show
the entire number, the General format rounds the
numbers with decimals. The General number
format also uses scientific (exponential) notation
for very large numbers with at least 12 digits.
Number This format is used for the general display of
numbers. One can specify the number of decimal
places to use. In addition, you can specify if you
will want to use a thousands separator, and how
you want negative numbers to be to displayed.
Format Description
Currenc This format is used for general monetary values
y numbers with the default currency symbol. It is
possible specify the number of decimal places
that you want to use (by default this is 2),
whether you want to use a thousands separator,
and how you want to display negative numbers.
Note that this format aligns the decimal point of
numbers in a column.
For example, if the default currency symbol is the
pound (£) sign and if the thousand separator is
active and cells A1 and A2 contains the numbers
12345.67 and 234.50, the two numbers will be
displayed as follows:
£12,345.67
£234.50
Format Description
Accountin This format is also used for monetary values,
g but it aligns the currency symbols and decimal
points of numbers in a column.

For example, if the default currency symbol is

the pound (£) sign and if the thousand
separator is active and cells A1 and A2
contains the numbers 12345.67 and 234.50,
the two numbers will be displayed as follows:
£12,345.67
£ 234.50
Format Description
Date The Date format displays date and time using
serial numbers as date values according to the
type and locale (location) that you specify. Date
formats may begin with an asterisk (*) to respond
to changes in regional date and time settings that
are specified in Windows Control Panel. Formats
without an asterisk are not affected by Control
Panel settings.
Time This format displays date and time using serial
numbers as time values according to the type and
locale (location) that you specify. Time formats
may begin with an asterisk (*) to respond to
changes in regional date and time settings that
are specified in Windows Control Panel. Formats
without an asterisk are not affected by Control
Format Description
Percentag This format multiplies the cell value by 100 and
e displays the result with a percent symbol. It is
possible to specify the number of decimal places
to use. For example the number 23.2 will be
displayed as 2320.00% if the number of decimal
places is set to 2.
Fraction This format displays a number as a fraction
according to the type of fraction that you specify.
You will normally obtain the following dialog box
to specify the type of the fraction.

Special This format displays a number as a postal code

(ZIP Code), phone number, or Social Security
number.
Format Description
Scientific This format displays a number in exponential
notation by replacing part of the number with
E+n, where E is the Exponent and multiplies the
preceding number by 10 to the nth power.
For example, a 2-decimal Scientific format displays
123456789 as 1.23E+08, which is 1.23 times 10
to the 8th power. You can specify the number of
decimal places to use.

Text This format treats the content of a cell as text and

displays the content exactly as you type
irrespective of the type such as number, date or
time.
Format Description

Custom This format allows you to modify or customize a

copy of an existing number format code to a
preferred choice.

The custom number format is then added to the

list of number format codes.

You can add between 200 and 250 custom number

formats, depending on the version of Excel
installed.
Formatting Rows and Columns
The appearance of worksheets can be
improved by adjusting column widths and
row heights. Confidential data can even be
hidden within the worksheet.

In this
picture,
Column
G
(Gender)
is hidden
 Adjusting Column Width
If a column is not wide enough, to display a number,
date, or time, Excel displays # characters in the cell.
To change one or more column widths with the
mouse, follow these steps;
1. Select the columns.
2. Move pointer to column separator directly to the
right of the column heading. The pointer changes
to a two-headed, horizontal arrow.
3. Drag the column left or right until the shadow is
where you want it; then release the mouse button.
The width box shows width of column as you drag.
To fit the column to its widest entry using the mouse,
double-click the column-heading separator.
To change one or more column width using the
menu, follow these steps;
1. Select cells in columns you want to change.
2. Choose Home, Format You will get the following:
3. Use one of the following techniques to adjust column
width.
 Choose Column Width to adjust columns to a
specific width. Type the width into the Column
Width dialog box that appears and Choose OK.
 Choose AutoFit Column Width to fit the column
width to the widest cell contents in the selection.
 Choose Default Width and choose OK to accept the
default standard column width for the
selected column.
 Hiding Columns
Columns can be hidden so that they do not print or appear
on-screen. To hide a column (e.g. column G),
1. Move the pointer over the column separator line that is
directly to the right of the column header where the
hidden column should be (i.e. between column headers G
and H).
2. Drag the column separator left until it is past the
separator on its left.
To unhide a column using the mouse, follow these
steps;
1. Move the pointer so that it’s left edge touches the
column separator on the right of a hidden column. The
pointer changes to a two-headed pointer with space
between the two heads.
2. Move the pointer so that its left tip touches the column
separator.
3. Drag the column separator to the right, and then
release.
To hide selected columns
using the keyboard, follow
these steps:

1. Select cells in the column

you want to hide.
2. Choose Home, Format, Hide
and Unhide to obtain the
following:

To reveal or unhide hidden

columns, select cells (or
columns) that span the hidden
column; then choose Home,
Format, Hide and Unhide, and
Formatting a group of sheets in a
workbook
You can save time by formatting a group of
sheets in a workbook. As you format the
active sheet in the group, the formatting
passes through to the same cells in the
other sheets in the group. If you name
range in the active sheet, the same name is
applied to all the sheets in the group.
Before you can do group formatting you
must select all the sheets in a workbook
that will belong to the same group.
To group sheets that are adjacent in a workbook,
click the first sheet tab, and then scroll to display
the last sheet tab and shift-click the last sheet tab.
To group sheets that are not adjacent, click the
first sheet tab, and then Ctrl-click all other sheets
tabs you want selected. The title bar will now
contain [Group].
All formatting you do on the active worksheet also
applies to other sheets in the group.
When you want to separate the group into
individual sheets, click just one sheet’s tab.
CHAPTER FIVE
PRINTING WORKSHEETS
Excel enables one to use the full capabilities of
one’s printer. Before you print a worksheet you
must preview the document for a quick visual
check on how the worksheet might look when
printed on paper.
Printing a worksheet usually consist of the
following steps.
1. Select the area to be printed.
2. Preview page breaks with View, Page Break
Preview command, and set manual page
breaks, if necessary, with the Page Layout, Page
Setup, Breaks Command.
3. Choose Microsoft File Menu button, Print.
4. Display the Printer drop-down list
and select your printers. You only
need to do this once unless you
change printers.
5. Choose File, Print, Page Setup to
set margins, page orientation,
print quality, headers and footers,
page titles, and other option.
6. Choose, the Page Print Preview
button to see how the printed
document will appear.
7. While in the preview mode, print
by choosing Print or at a later
time, by using the File, Print, Print
command.
 Defining the Page Setup
All the settings one needs in order to print are usually
found under the Page Layout menu. These include the
position of print on the page, paper orientation
(portrait or landscape), headers and footers, gridlines,
color or black and white, and rows and column
headings.
Do the following to change the Page Set up for a page.
1. Choose Page Setup.
2. Change the page options as needed by clicking the
appropriate tab in the Page Setup group or to obtain
the page setup dialog box by more icon on the
bottom-right corner.
3. Choose the OK button after you have set the
options.
The Page Setup dialog box has a number of tabs. These
are the Page, Margins, Header/footer, and sheet tabs
 The Page tabs – it enables you to select the paper
size, the print quality, and the page orientation. It
also enables you to reduce or enlarge the size of the
report or sheet that you wish to print.
 The Sheet tab – The print area, print titles, and the
order in which pages are printed may be set under
the sheet tab. Here you have the option to choose
whether to print gridlines, comments, change colors
to black and white, or print row and column headings.
You can also choose to print in draft quality mode.
 The margins tab – it enables you to set the top,
bottom, left, and right margins for the page you wish
to print. It also enables you to select how far from
the top or bottom edge of the page. The default left
and right margins are 0.75 of an inch while the
default top and bottom margins are 1.0 of an inch.
The margins tab also enables you to select whether
the printed page should be centered vertically or
horizontally or both.
 The Header / Footer tab – This tab enables you to
choose the content of the headers and footers that
are printed on each page. You may create custom
 Setting Page Margins
To set or change margins,
1. Select the margins tab in the Page Setup dialog
box.
2. Set the margins options in any combination
3. Click the check box labelled Horizontally to center
the spreadsheet horizontally on the printed page if
you wish.
4. Click the check box labelled Vertically to center the
spreadsheet vertically on the Printed page if you
wish. The preview area shows how the changes
you make in the margins affect the printed page.
5. Finally, choose OK when you finish making the
Setting Page Orientation and Paper Size
If the spreadsheet document is wider than tall, you
may want to use a landscape orientation when you
print rather than a portrait orientation, which is taller
than it is wide. Also if your printer can handle
different paper sizes, you may print on legal-sized
paper (or some other size paper).
By selecting the Page tab in the Page Setup dialog
box and selecting the desired paper size from the
paper size drop-down list, you are able to change the
paper size. The choice of paper sizes available to you
depending on the printer you have selected.
 Turning Gridlines and Rows or
Columns Headings On or Off
Gridlines in the worksheet may be turned off by using the Tools,
Options, command and clicking the View tab, and then clicking
on the check box to show Gridlines. You also can turn on or off
the printing of gridlines in the Page Setup dialog box. To turn on
or off printing gridlines or row and columns headings, follow
these steps;
1. Select the sheet tabs in the Page Setup dialog box.
2. Set or clears the Gridlines check box in the print area to turn
on or off gridline Printing.
3. Set or clear the Rows and columns Headings printing to
4. When you
have finished
making
changes to
the Page
Setup options
end the
process by
choosing OK.
 Page Layout Order
When Excel print a range that is too large to fit on one
sheet of paper, it prints down the range, and then goes
to the columns to the right of the first page and prints
down those.
In some cases – wide landscape reports, for example -
you may want Excel to print across the wide range first
and then move to the next lower area and then across it.
To select how you want Excel to print pages, select the
Sheet tab in the Page Setup dialog box. From the Page
order group, select either the Down, Then Over option or
the Over, Then Down option.
 Reducing and Enlarging Prints
If your printer supports scalable type or if you use True
Type fonts, you can print a document proportionally
reduced or enlarged. By making a proportional reduction,
you can fit a document to a page without losing or
redoing the formatting.
To scale a document, select the Page tab in the Page
Setup dialog box and select the Adjust To option or the Fit
To option.
Use the Adjust To option to print the document at full size
or to scale the document to a specified percentage of full
size. Enter the desired size in the Adjust To text box. If
you enter a number smaller than 100, the page is
reduced to that percentage of the original. If you enter a
number larger than 100, the page is enlarged. If the
printer is incapable of scaling the print job to fit the page,
Use the Fit To option to tell Excel
to scale the document to fit a
specified number of pages.
In the first text box in the Fit To
option, inter the number of page
widths you want the document
fit to.
In the second text box, enter
the number of pages tall that
you want the document fit to.
 Creating Headers and Footers
You can create headers and/or footers that place a title,
date, page numbers or text you want to print at the top or
bottom of each printed page of your worksheet. You also
can format them with different fonts, styles and sizes.
By defaults, Excel uses no header or footer. To create or
change a header or footer, then follow these steps;
1. Open the Page Setup dialog box by choosing the Home,
Page Layout, Page Setup command (its bottom-right
corner).
2. Select the Header/footer tab. A sample of the currently
selected header and footer if any, is displayed.
3. Excel provides several predefined formats for the
headers and footers. To selected one of the predefined
header or footer format, use the Header or footer drop-
down lists, and choose the desired format.
To create a custom header or footer, follow
these steps;
1. Select the Header /Footer tab in the Page
Setup dialog box to display the header and
footer options.
2. Choose either Custom Header button or
Custom Footer button to display the Footer
or Header dialog boxes respectively, which
are identical, except for their titles.
The Header dialog box contains three
sections for left-, center-, or right- aligned
data. You enter text or codes, such as the
date code, into the three sections.
3. You can now enter text and code you want for
each section of the header or footer. To enter
information into a section with the mouse, click
a section and type. You may also click a code
button to enter a code at the insertion point. The
code buttons appears above the three sections.
To enter information from the keyboard, press ALT
+ letter (the L,C, or R key) to move the insertion
point into the corresponding section (left, center, or
Right). You may then type the text and/or codes or
select code buttons by pressing Tab until the
button is selected and then pressing Enter. You can
create multiple-line header or footer by pressing
ALT + Enter to break a line.
4. Finally, choose OK.
 Setting the Print Range
By default, Excel prints the entire worksheet unless
you specify otherwise. When you need to print only
a portion of the worksheet, you must define that
area by using either the File, Page Layout, Page
Setup command or File, Print Area command. The
print area can include more than one range.

To define print areas, follow these steps;

1. Choose File, Page Setup, and then select the
sheet tab to display the sheet option in the Page
Setup dialog box
2. Place the insertion point in the Print Area text
box.
3. Select the range of cells you want to print.
Click the Collapse Dialog box button to
collapse the dialog box and make your
selection, and then click the Expand Dialog
button again to redisplay the dialog box.
Excel enters the cell coordinates for the
selected area in the print Area text box of the
Sheet tab.
4. If there are any other Print areas to set up
type a comma (,) in the Print Area text box,
and select the next area you want to print.
Select areas in the order that you want them
to print.
5. When you have selected all the areas you
want to print, choose OK.
After you set the print area, Excel marks the edges of
the print area with dashed lines. Dashed lines also
indicate manual and automatic page breaks.
A page break indicates the bottom or right edge of the
sheet of paper that the document prints on, and show
you where a new printed page begins. Setting the print
area creates a named range called the print Area.
To remove a print area, choose File, Page Layout, Page
Setup, and select the Sheet tab to display the Sheet
options. Delete all the text in the Print Area text box to
print the entire document, or delete only the cell
coordinates or the print area you want to remove. You
can also choose File, Print Area, Clear Print Area.
 Setting Manual Page Breaks
When you set manual page breaks, they override
automatic page breaks and the automatic page
breaks reposition automatically.
To insert manual page breaks, if you want to set
vertical page breaks (that affects only the sides)
make sure the active cell is in row 1 before you right-
click and choose the Insert Page Break command.
If you want to set horizontal page breaks (the breaks
for only the top and bottom of pages) move the
active cell to the correct row in column A.
Place the active cell below the row you want the
manual page break to appear or to the right of the
column you want the manual page break to appear,
right-click and choose Insert Page Break.
A manual page break stays at
the location that you set until
you remove it. To remove manual
page breaks.
Move the active cell directly
below or immediately to the right
of the manual page break., (if
the active cell appears), and
then choose Insert, Remove Page
Break.
To remove all manual page break
at a go,
Select the entire document and
choose the Page Layout, Page
Setup, Breaks, Remove Page
 Previewing the Document
Instead of printing out your worksheet to check its
appearance, you can view a display of the printout
with miniature pages. When you want to examine
a preview page closely, you can zoom into the
area you want to see.
To preview pages, choose File, Print. The preview
screen shows you how the pages will look when
printed.
To zoom into a portion of the page, choose the
zoom button or click the mouse pointer –
magnifying glass over the portion that you want
magnified. To zoom out, choose zoom a second
time, or click a second time.
To change pages in the preview
mode, use the Next or Previous
buttons. These buttons appear
greyed if there is no next or
previous page. After you
preview the worksheet, you can
print it from the preview screen
by choosing the print button.

If you want to change or see the

Page Setup settings, choose the
Page Setup button. To return to
the worksheet, Press the Esc
Key.
CHAPTER SIX
EXCEL FILES
When you start Excel, the program opens with a
blank workbook titled “Book1”.
Workbooks can contain one or more sheets of
varying types. You can have, for example,
worksheets, chart sheets, Macro sheets, etc.,
combined into a single workbook. The default
workbook contains three worksheets. This number of
sheets can however be changed.
In Excel, a file is the same as a workbook, so when
you save or open a file in Excel, you are saving or
opening a single workbook that may contain many
 Opening an existing workbook
To open an existing workbook in order to continue
working on a previously saved workbook, follow
these steps;
1. Choose File and Open, OR press Ctrl + O, OR
click the Open button from the Quick Access
toolbar. The Open dialog box appears. When you
choose File and Open, you may not be in the
folder that contains the file you want. Change to
the right folder by doing the following.
2. Choose Browse and navigate to the folder which
contains the workbook you want to open from
the dialog box.
3. You may
then select
the file you
want to
open and
click Open.

As a shortcut,
you can
double-click
the file name.
 Selecting Multiple Workbooks
Simultaneously
To select files whose names are adjust, select the
first file name, and then hold down the shift key
as you click the last.
Using the keyboard, press the up- or down –
arrow to move to key boars, press the selected,
them hold down the shift key as you move to the
last file name.
To select file whose names are not listed
together, hold down the Ctrl key as you click each
name.
 Opening a Protected Workbook
Workbooks can have two types of protection.
The password can protect the workbook against
unauthorized opening, and another can protect
against changes saved back to the original file. If
the file you want to open is protected, you are
prompted for the password.

If it is protected against modification you will

also be prompted for that password. Type the
password when prompted, using the exact
upper- and lower case letters as the original
passwords, and then choose OK.
 Importing Files
By default, Excel files are listed in the open dialog
box. You can limit the type of files that are
displayed, and you can open several different
types of files without having to go through a
special conversion.
Opening files created by other software other than
Excel so that they can be worked on using Excel is
known as importing files to Excel.
The following types of files can be imported to
Excel: Text, Lotus 1-2-3, Quattro Pro/DOS, Quattro
Pro 1.0/5.0 (Win) micros, Works 2.0, Dbase, Excel
4 charts, Excel 4 macros, Excel 4 workbooks,
Worksheets, Workspaces, Templates, HTML
To display and open other types of files in
Excel, follow these steps;
1. Choose File, Open, press Ctrl + O OR click the
open button on the quick access toolbar.
2. In the Open dialog box change to the drive
and folder that contains the files(s) you want
to open.
3. Display the Type of Files drop-down list and
select the type of file you want displayed.
Excel lists only that type of file.
4. When you see the workbook listed, select it
then choose the open button. Or as a
Shortcut, you can double-click the name.
Also you can limit the types of files that are displayed
by typing the file extension in the File Name text box.
Some of the more frequently used file types that Excel
read and their extensions are as follows.

File type Extension

Excel workbook XLS
Excel chart XLC
Excel macro sheet XLM
Text files (tab separated values) TXT
Lotus 1-2-3 files WK*
Dbase files DB*
 Saving workbooks
You should get into the habit of saving your
workbook every 10 to 15 minutes so that if your
computer crashes or the power fails, (which is a
common occurrence in Ghana), you lose a
minimum amount of work.
The previous work is replaced by the latest
version if you save with the same filename. The
file may be saved with a new file name using the
Save As command.
To save with the same file name as it already has,
use the Save command. The steps for saving a
Saving for the first time
1. Make the worksheet to be saved the active
worksheet
2. Click File Tab and then select Save As or
press F12 key to obtain the following:
3. Select the required option. Each option has
a small narration telling you the use of the
option.
4. Whichever of the first four options you
select, you will obtain the Save As dialog
box to specify the name of the file, the path
and other relevant information that you
might to change. Complete the dialog box
Saving an already saved file
A worksheet that has been saved before
need not necessary be saved again unless
the content is modified and changes are
necessary.
To save such a file, you can either
- Click the File button and select
Save
Or - Click at the Save icon on the
Quick Access
toolbar
Or – Press Ctrl + S keys
 File Names
You need to give a name to a file (or workbook)
the first time you save it. Windows 7 to 10 allow
you to type up to 255 characters including spaces.
However, you cannot use any of the following
characters / ? : * ‘ < > !. You are not limited to old
DOS rules for file names (8 characters, plus a
three-character extension).
Names that are longer than eight characters are
converted to eight-character names when
transferred to MS-DOS or earlier versions of
windows.
 Protecting Your Workbooks with a
Password
By saving workbooks with passwords, you can
protect your workbook against unauthorized
opening or changes to your workbook. To add
protection to a file,
1. Choose File, Info, Protect Workbook to protect
your workbook.
2. A drop-down appears with options including;
a. Always Open Ready-Only: This is to prevent
accidental changes by asking readers to opt-in
to editing.
b. Encrypt with Password: This is to require a
password to open this workbook
c. Protect Current Sheet: This is controls
what types of changes people can make
to the current sheet.
d. Protect Workbook Structure: This is
prevents unwanted changes to the
structure of the workbook, such as
adding sheets.
e. Restrict Access: This grants people
access while removing their ability to
edit, copy or print.

The above are some of the options in the

Protect Workbook command
3. Select Encrypt with
Password.
4. Type in your
password in the
dialog box with
appears.
5. Type in the same
password as you
entered earlier in the
Confirm Password
dialog box which
appears, and click
OK.
 Closing workbooks

To close the active

workbook window,
Choose File, Close OR Click the
document close button at the far
right of the title bar. Using the
keyboard, press Ctrl+F4 to close
the workbook.
If you made changes since the
last time you saved the workbook,
an alert box appears. Choose Yes
to save the workbook before
closing.
 Coping and Moving files using the
Open dialog box
To copy or move files, follow these steps
1. In the Open dialog box, select one or more
files you want to copy
2. Right-click the files and then choose Copy or
Cut.
3. Display the drive or folder where you want to
place the copy or move the file.
4. Right-click the drive or folder, and then
choose Paste.
5. Files are copied to a new location with their
original name and extension.
If you want to copy files to a floppy disk, select the
files to copy and then right-click one of the files. From
the submenu that appears choose Send To. Then
choose the floppy disk drive.

Deleting files using the Open dialog box

To delete files, follow these steps.
1. In the open dialog box select the files you want to
delete.
2. Right-click the selected files(s) and choose Delete.
A dialog box asks you to confirm the move to the
Recycle Bin.
3. Choose Yes to delete the files, or choose No If you
don’t want to erase them.
 Inserting and Deleting Worksheets
By default, Microsoft Excel provides three
worksheets. A worksheet consists of cells that
are organized into columns and rows; a
worksheet is always stored in a workbook.
The name of a worksheet appears on its sheet
tab at the bottom of the screen. By default, the
name is Sheet1, Sheet2 and Sheet3.
The next sheet to be added will be Sheet4 and
so on, but you can give any worksheet a more
appropriate name.
Insert a new worksheet
To insert a new worksheet, do one of the
following:
 To quickly insert a new worksheet at the end
of the existing worksheets, click the
button 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.
Insert Multiple Worksheets At Once
If it is necessary to insert more than one sheet, the
rather than inserting them one at a time, you can insert
the number of sheets required at the same time by
following the steps below:
1. Hold down SHIFT, and then select the same number
of existing sheet tabs of the worksheets that you
want to insert in the open workbook.
2. For example, if you want to add three new
worksheets, select three sheet tabs of existing
worksheets.
3. On the Home tab, in the Cells group, click Insert, and
then click Insert Sheet.
4. You can also right-click the selected sheet tabs, and
then click Insert. On the General tab, click
 Rename A Worksheet
1. Onthe Sheet tab bar, right-click the
sheet tab that you want to rename,
and then click Rename.
OR
Double click on the current Sheet
name at an interval to enable
Rename
2. Selectthe current name, and then
type the new name.
Active Sheet Add
Sheet
Button
 Delete a Worksheet

1. On the Home tab, in the

Cells group, click the
arrow next to Delete, and
then click Delete Sheet.
OR
2. You can also right-click
the sheet tab of the
worksheet that you want
to delete, and then click
Delete.
 Consolidating (or combining) Data
from Several Worksheets
Data from several worksheets in one workbook or
from different workbooks can be consolidated on
a separate master worksheet. When one
consolidates worksheets, one is simply
assembling data so that it can easily be updated
on a regular basis.
Suppose you have the sales figures for 5
salespersons for each of the months January,
February and March. Each Salesperson sells three
different products-Batik, Kente, and Dumas as
To consolidate the data, follow these steps;
1. Select a destination range. You may just click
and select cell A1 in your destination worksheet.
2. Choose Data, Consolidate from the Data Tools.

The consolidate dialog box appears as follows:

3. Select the Reference text box and type a source
area or select by clicking the collapse Dialog
button at the end of the Reference text box to
collapse the dialog box and select a source area.
Click the Expand dialog box button to redisplay
the dialog box.
4. Choose the Add button to add the source entry
3. Repeat steps 3 and 4 to add all the source areas
to the All Reference List.
4. From the function drop down menu pick the
function you want to perform on the
consolidated data e.g. Sum.
5. If the physical layouts of the source worksheets
are identical, Excel can consolidate by position.
In this case, clear the Top Row and Left Column
options in the consolidate dialog box. OR
If the physical layouts are different, Excel can
use row and column headings to consolidate the
data. In this case select the Top Row and Left
Column options.
6. Select what you want the destination area to
contain: fixed values that do not change or
links that update when the source change.
Chapter 7
Creating Charts
 The graphic feature of Excel allows you to display your workbook
information in a format that is easy to interpret.
 Charts summarize the essence of data to focus on general patterns
and trends
 A chart is sometimes referred to as a graph and is a picture of
numeric data
 Excel creates charts from data you select.
 You can use the Chart Wizard to guide you through the process of
creating a chart step-by-step
 You can also customize your chat by using the many chart
commands
 To draw a chart, Excel uses certain rules based on how the data is
configured.
Creating Charts
 The orientation of the data determines which cells are used for
the category axis, (the labels along the bottom of x-axis) and
which cells are used for the legend labels
 In most cases, the rules fit standard data layout, so Excel charts
come out correctly without intervention from you
 However if not, you can manually change the chart by
specifying you own parameters
 Charts may be embedded in a worksheet or its own chart sheet.
 In either case, the chart is linked to the data from which it was
created.
 The chart is automatically updates, if there is any changes to
the data
Chart Terms And/or Objects
 Excel charts contains many objects that you can
select and modify individually.
 When you move your mouse over an object in a
chart, a tip appears that identifies the chart object
or displays the series and value if the object is a
data point.
 Below are some of these objects
Chart Terms And/Or Objects

 Axis - Form the boundaries of chart and contains the scale against
which data plots.
 Chart Wizard button - Starts the Chart Wizard, which guides you
through the creation of a chart step-by-step
 Data Point - A single piece of data, such as sales for one year.
 Data Series - A collection of data points.
 Legend - A guide that explains the symbols, patterns, or colors used
to differentiate data series. The name of each data series is used as a
legend title.
 Marker - An object that represents a data point in a chart. Bars,
symbols, colors, etc are examples of markers
Chart Terms And/Or Objects
 Plot Area - The rectangular area bounded by the two
axes.
 Series formula - An external formula that tells Excel
where to look on a specific worksheet to find the data
for a chart. You can link a chart to multiple
worksheets.
 Tick mark - A division mark along the category(x) and
value (Y and Z) axes.
 Toolbar - A special toolbar is available with charting
tools.
 Tip - A box that identifies the object that the mouse
pointer is pointing to.
Chart Terms And/Or Objects
Standard Chart Types
 Excel has 14 standard chart types.
 Eachof these chart types has several sub-
types.
 Many of the chart types have 3_D sub-types.
They are use to add visual depth and impact
to the presentation of your data
Column Charts

 Data that is arranged in columns or rows on a

worksheet can be plotted in a column chart.
 Column charts are useful for showing data changes
over a period of time for illustrating comparisons
among items
 In column charts, categories are typically organized
along the horizontal axis and values along the
vertical axis.
 Column charts have the following chart subtypes
Column Charts
 Clustered Column and Clustered Column 3-D
 Clustered column charts compare values across categories
and the chart displays values in 2-D vertical rectangles.
 A clustered column in 3-D chart displays just the vertical rectangles in 3-D
format and
does not display the data in 3-D format
Clustered Column and Clustered
Column 3-D

Clustered Column Chart 3-D

Column Chart
 Stacked column and stacked column in 3-D
 Stacked column charts show the relationship of individual
items to the whole by comparing the contribution of each
value to a total across categories
 A stacked column chart displays values in 2-D vertical
stacked rectangles.
 A 3-D stacked column chart displays the vertical stacked
rectangles in 3-D format but does not display the data in 3-
D format.
 This type of chart is more useful when you have multiple
data series and when you want to emphasize the total
Column Chart

Stacked Column
Column Chart
 100% stacked column and 100% stacked column in 3-D
 These types of column charts compare the percentage
each value contributes to a total across categories
 You can use a 100% stacked column chart when you have
three or more data series and you want to emphasize the
contributions to the whole
 Cylinder, cone and pyramid
 Cylinder, cone, and pyramid charts are used to show and
compare data exactly the same way
 The main difference between these is that they display
cylinder, cone, and pyramid shapes instead of rectangles
Column Chart

 Cylinder, cone and pyramid

 Cylinder,
cone, and pyramid charts are used to
show and compare data exactly the same way
 The main difference between these is that they
display cylinder, cone, and pyramid shapes
instead of rectangles
Line Charts
 Data arranged in columns or rows on a worksheet can be
plotted in a line chart
 Line charts can display continuous data over time and are
therefore best for showing trends in data at equal intervals
 In a line chart, category data and the value data are
distributed evenly along the horizontal and the vertical axes
respectively
 Use a line chart if your category labels are texts that represent
evenly spaced values such as days, months, quarters, or years
 Line chart is also best used when you have a few evenly
spaced numerical labels, especially years
 Line charts have the following chart subtypes
Line Charts

Line with markers

Line Charts
 Line and line with markers
 Line charts can be displayed with or without markers to indicate
individual data values
 If there are many data points and the order in which they are
presented is important then line charts are more useful as they
show trends over time or ordered categories
 If there are many categories or the values are approximate, then
markers should not be used
 Stacked line and stacked line with markers
 Stacked line charts are useful to show the trend of the
contribution of each value over time
 If there are many categories or the values are approximate
then use a stacked line chart without markers.
Line Charts
Line Charts

 100% stacked line and 100% stacked line with

markers
 The 100% stacked line
 charts are useful to show the trend of the percentage each
value contributes over time
 If there are many categories or the values are approximate
then use a 100% stacked line chart without markers
 3-D line
 The 3-D line charts show each row or column of data as a
3-D ribbon
Pie Charts

 Data arranged in only one column or row on a

worksheet can be plotted in a pie chart
 Pie charts show the size of items in one data series
 The data points in a pie chart are displayed as a
percentage of the whole pie
 Pie charts have the following chart subtypes
Pie Charts
Pie Charts

 Pie and pie in 3-D

 Pie charts display the contribution of each value to a total in
either 2-D or 3-D format
 Pie of pie and bar of pie
 Pie of pie or bar of pie charts display pie charts with user
defined values extracted from the main pie chart and
combined into a second pie or into a stacked bar
 These chart types are useful when you want to make small
slices in the main pie easier to see
Pie charts

 Exploded pie and exploded pie in 3-D

 Wedges in pie charts can be pulled out or “exploded” from the pie
to emphasize the data point they represent
 To “explode” or pull out a slice, click the slice once to select the
whole chart, and then click a second time to select the individual
slice
 Drag the slice away from the pie and release the button when
slice is positioned
 In the figure below, the June slice (30%) has been exploded from
the rest
Pie Charts
Bar Charts

 Data arranged in columns or rows on a worksheet can be

plotted in a bar chart. Bar charts show comparisons among
individual items.
 Bar charts have the following chart subtypes:
 Clustered bar and clustered bar in 3-D
 Stacked bar and stacked bar in 3-D
 100% stacked bar and 100% stacked bar in 3-D
 Horizontal cylinder, cone, and pyramid
Bar Charts
Area Charts

 Data arranged in columns or rows on a worksheet can be

plotted in an area chart
 Area charts highlight the magnitude of change over time to
draw attention to the total value across a trend
 Area charts have the following chart subtypes
 Area and area in 3-D
 Stacked area and stacked area in 3-D
 100% stacked area and 100% stacked area in 3-D
 3-D area.
Area Charts
XY (Scatter) Charts

 Data arranged in columns and rows on a worksheet can be

plotted in an xy or scatter chart
 Scatter charts show the relationships among the numeric
values in several data series, or plots two groups of numbers
as one series of xy coordinates
 Generally, a scatter chart has two value axes
 one shows numerical data along the horizontal axis (x-axis)
and the other along the vertical axis (y-axis)
 Scatter charts are commonly used for displaying and
comparing numeric values such as scientific, statistical, and
engineering data
XY (Scatter) Charts

 Consider using a scatter chart when:

 Values for horizontal axis are not evenly spaced
 There are many data points on the horizontal axis
 You want to show similarities between large sets of data instead of
differences between data points
 You want to compare large numbers of data points without regard
to time
 To arrange data on a worksheet for a scatter chart, you should
place the x values in one row or column, and then enter the
corresponding y values in the adjacent rows or columns.
XY (Scatter) Charts
XY (Scatter) Charts
 Scatter with only markers
 This type of chart compares pairs of values. Use a scatter chart without
lines only when you have data in a specific order
 Scatter with smooth lines and scatter with smooth lines
and markers
 This type of chart can be displayed with or without a smooth curve
connecting the data points
 These lines can be displayed with or without markers
 Use the scatter chart without markers if there are many data points.
 Scatter with straight lines and scatter with straight lines
and markers
 This type of chart can be displayed with or without straight
connecting lines between data points
 These lines can be displayed with or without markers
Doughnut Charts
 This is similar to pie charts
 It enables you to show more than one data series
Charts

 Other chart types are

 Radar charts
 Surface charts
 Bubble charts
 Stock charts
 They can be of Cylinder, Cone or Pyramid sub-types in other to
add visual impact to your chats
Creating a chart

1. Select the data you want to chart. Include the row and column headings if
you want them to appear in the chart as category and legend labels.
2. Choose Insert
3. From the Chart group, decide on the type of chart you want and pull that
chart type down
4. Select from the different formats of the chart type selected in step 3 by
clicking your choice of format
5. To add labels such as chart title, axes, etc, click to select the graph you
just created. Click at the layout button to get the various labels that can be
added or changed
6. Select the type of label to add from the labels group of layout
7. Select appropriate options and add the required labels
Creating a Chart Automatically

 If data is in a layout that Excel can interpret, you need only select the
data and press F11 (or Alt+F1 if you don’t have F11 key) to create a
chart
 Excel plots the data in the preferred chart type; the default is the 2-D
column chart.
 Rules that Excel follows
1. Excel assumes that the category (X) axis runs along the longest side
of the selection. If the selection is square or wider than it is tall, then
Excel assumes that the category (X) label run across the top row of
the selection. f the selection is taller than wider, it assumes that the
category (X) labels run down the left column of the selection.
Creating a Chart Automatically

2. Excel also assumes that labels in cells along the short side of the selection
should be used as titles in the legend for each data series. If only one data
series exists, Excel uses this label to title the chart. If more than one data
series is selected, Excel uses the labels in these cells to title the legend
3. If the contents of the cells that Excel wants to use as category labels are
numbers (not text or dates), Excel assumes that these cells contain a data
series and plots the graph without category (X) labels, numbering each
category instead
4. Excel also assumes that labels in cells along the short side of the selection
should be used as titles in the legend for each data series. If only one data
series exists, Excel uses this label to title the chart. If more than one data
series is selected, Excel uses the labels in these cells to title the legend.
What happens to graph when
worksheet values change
 When a worksheet value is changed, the corresponding graph is
automatically updated
 Hence one need not worry about changes in worksheet
 This is true when the graph is named and not when it is saved or
printed
 The only time you may have to change your graph settings
(especially the X and Y axes range) is when the X and/or the Y axis
data range is either increased or decreased
 That is if more data values are added to or removed from a range
 The other situations that may call for redefining graph a is when
columns are either inserted or deleted such that some of the data
ranges changes column or rows.
Saving Charts

 A chart that you embedded in a worksheet is saved

when you save the workbook that contains the
worksheet
 A chart in its own sheet also is saved when you save
the related workbook.
Printing Charts
 Size charts before printing by using File, Page Setup or choose the
Setup button on the File, Print Preview dialog box and select the
Margin tab to display the dialog box
 You can change margins in the File, Print Preview dialog box by
dragging the margin lines to a new setting.
 To preview your chart before printing or to use the mouse to visually
adjust chart size or margins
1. Choose File, Print Preview
2. Examine detail and positioning on the chart by zooming in or
out on the page. To Zoom in, place pointer (magnifying glass
symbol) over area of interest and click. Click the zoomed page
to return to the expanded view. Choose the button to zoom
and unzoom when using the keyboard.
Printing Charts
3. Select Setup button to return to the Page Setup dialog box. To expand
by height and width, select chart tab and then select the Use Full
Page option from the Page Setup dialog box
4. Choose OK.
5. Adjust the margins and size of the chart by clicking the Margins
button. To change margins and to change the chart size, drag the
black handles.
6. To display the Print dialog box, choose Print. To return to the Chart
document, choose Close
 To print the chart from the worksheet choose File, Print (or press Ctrl
+P) and complete the dialog box. Follow the same procedure as you
follow for printing worksheets
SORTING
 One of the common data processing operations that is performed by
the computer is SORTING
 Sorting is the process of arranging data in numerical or alphabetical
order. The order of the arrangement may be ascending or descending
order
 To sort, each row of a
 worksheet form a record (information about a particular person, city,
products, etc) and each column forms a field.
 Let us consider the following worksheet
Sorting
Sorting
 Let us sort the records into ascending number of index numbers
 The needed steps will be as follows:
1. . Select cells B6 to M30
2. . From the Home menu, select Sort & Filter from the Editing group.
You will obtain the following figure
3. . To sort into ascending order of the index no Select Sort A to Z and
into descending order you will select Sort Z to A
Sorting
 Assume you selected from step 3 Sort A to Z then your worksheet will
appear as follows:
Sorting
 Let us assume we now want the results to be displayed in order of
merit, that is into descending order of SWA
 The needed steps are as follows:
1. Select cells B6 to M30
2. From the Home menu, select Sort & Filter from the Editing group. You
will obtain the following figure
3. Since the column the sorting is based on is not the first column in the
range of cells selected, you can neither use Sort A to Z nor Sort Z
to A but rather Custom Sort
Sorting

 You will obtain the following sort dialog box

Sorting
4) Pull down the Sort by and select Column M (the SWA
column).
5) . Pull down the Order and select Z to A (or Largest
to Smallest). This depends on how Excel treats
some of your numeric data) since we want the
records to be sorted into descending order of the
SWA
6) Click at the OK button and your worksheet will
appear as follows.
Sorting
Sorting Data based on more
than one Column
 It is possible to sort data based on two or more columns. The
steps involved are not much different from sorting based on a
single column
 Let us assume that we want to sort the above worksheet on
descending order of CSM 203 within ascending order of CSM
201
 This means we want to first sort the data into ascending order
of CSM 201 and when two or more of the CSM 201 marks are
the same, those that are the same should be sorted into
descending order of CSM 203
 In this case the steps needed are as follows
Sorting Data based on more than
one Column
1. Select cells B6 to M30
2. From the Home menu, select Sort & Filter from the Editing group.
3. Select Custom Sort
 Complete the Sort dialog box as follows:
Sorting Data based on more
than one Column
 Note that the Then By line will only show when you click at the Add
Level button. Your worksheet will now appear as follows:
Sorting Data based on more
than one Column
 As can be seen from the above worksheet the sorting was
based on the CSM 201 marks.
 Looking at where two candidates had the same mark in CSM
201, , their records are sorted based on their marks in CSM
203
 Those with serial numbers 17 and 18 marks this quite clear as
the others appear to have been based on the index numbers
and not their marks in CSM 203
Filtering
 Filtering is a process of displaying only the rows of data that meet a
specified criteria
 It can also be define as the conditions you specify to limit which
records are included in the result set of a query
 After you have filtered data, you can copy, find, edit, format, chart,
and print only the filtered data without rearranging or moving it
 You can also filter by more than one column
 Using the AutoFilter, you can create three types of filters: by a list
values, by a format, or by criteria
 For example, it is possible to filter by cell color or by a list of
numbers, but not by both; you can filter by icon or by a custom filter,
but not by both. Let us consider the worksheet above and do some
filtering
Filtering
 Example 1: Let us assume that we want the records of only students
who failed CSM 203 so that they can be advised to work hard by the
Examiner
 To filter only this group of students the steps needed are as follows:
1. Preferably, select the cells that are just above the first record of the
students. If this is not done in our example, you will not be able to
filter and hence why it is suggested here to select the cells just above
the first record
2. From the Home menu, select Sort & Filter from the Editing group. You
will obtain the following figure
Filtering
3. Select filter to obtain the following screen:
Filtering

4. Since we want to filter those who failed at least a course, pull down
the down arrow key in cell D6 and move the mouse pointer over
Number filter
5. Select Less Than and you will obtain the following screen:
Filtering
6. Since a mark of 40 is failed, enter 40 as shown in the above figure
and click ok. By that we are asking to show only rows where the mark
is less than 40. The screen obtained will be as follows:

 Note that we have shown those who failed in CSM 203

MICROSOFT POWERPOINT
 Microsoft PowerPoint is a presentation program that helps you
transform your ideas into professional, convincing presentations.
 Whether you’re delivering annual sales, statistics to a large audience
or creating a personal slide show of your recent trip abroad
 PowerPoint has all the tools you need to get your message across.
 STARTING POWERPOINT 2013
1. Click the Start button. The Start menu appears
2. Search ‘PowerPoint’ from the Start menu
3. Click on the PowerPoint icon. The PowerPoint Screen appears
Understanding the PowerPoint
Program Screen
Understanding the PowerPoint
Program Screen
CREATING NEW PRESENTATIONS
 When you open PowerPoint from the Start menu or from an icon on
your desktop, the PowerPoint program screen comes up and you’re
welcomed with the Backstage View to either create a new blank
presentation or create a new presentation based on a template.
Creating a new blank presentation

 If you have just opened the PowerPoint program,

looking at the Backstage View, simply click Blank
Presentation (selected by default).
 Or click the File tab on the Ribbon and select New.
The New window of the backstage view appears
 Click the Blank Presentation option, which is
selected by default. The new blank presentation
appears in the PowerPoint application screen
Creating a presentation from a template

 Click the File tab on the Ribbon and select New. The New tab
of Backstage view appears with a few of the most popular
template options to choose from.
 Select a template from the options displayed.
 Choose a colour scheme for your template
 Click Create, and a new presentation will open in the
PowerPoint window.
 The default slide that appears when you create a new
presentation is a Title Slide layout
Creating a presentation from a template
SLIDE BASICS

 Slides contain placeholders, or areas on a slide

that are enclosed by dotted borders
 Placeholders can contain many different items
including text, pictures, and charts
 Some placeholders have placeholder text, or text
that you can replace, and thumbnail-sized icons that
represent specific commands such as Insert Picture,
Insert Chart, and Insert SmartArt.
 Slides Basics

Placeholder Text
Placeholder

Placeholder Text

Placeholder

Icons to insert
various types of
information
Slides Basics
 About Slide Layouts
 The placeholders are arranged in different layouts that you can
select when you insert a new slide or that can be applied to
existing slides.
 In the example above, the layout is called Title and Content and
includes title and content placeholders
 A slide layout arranges your slide content.
 Layouts contain different types of placeholders that you can use
depending on what information you want to include in your
presentation.
 Each layout has a descriptive name, but the image of the layout
shows you how the placeholders are arranged on the slide
Slides Basics

 To Insert Text into a Placeholder:

1. Click inside the placeholder. The placeholder text will disappear and the
insertion point will appear.
2. Type your text once the insertion point is visible
3. Click outside the placeholder when you have entered all your text into
the
placeholder
 When you enter text or use the icons to insert items, the placeholder text
and/or icons disappear as soon as you start typing.
Slides Basics
 To Insert a New Slide:
 Click the New Slide command in the Slides group
on the Home tab. A menu will
appear with your slide layout options
 Click the slide you want to insert. A new slide with
the chosen layout will appear in the center of the
PowerPoint window and in the pane on the left
Slides Basics
Slides Basics
 To Change the Layout of an Existing Slide:
 Select the slide you wish to change.
 Click an option to select it. The slide will change in the presentation.
WORKING WITH SLIDES

 To Copy and Paste a Slide:

1. Select the slide you wish to copy
2. Click the Copy command on the Home tab
3. Click inside the slides tab on the left task pane. A horizontal
insertion point will appear
4. Move the insertion point to the location you want the copy of
the slide to appear
5. Click the Paste command on the Home tab. The copied slide
will appear
 You can use the keyboard shortcut Ctrl and C to copy the
slide and Ctrl and V to paste it.
WORKING WITH SLIDES

 To Delete a Slide:
 Select the slide you wish to delete.
 Click the Delete command in the Slides group on the Home tab
 You can also delete a slide by pressing the Delete key on your keyboard
 To Move a Slide:
 Select the slide you wish to move on the slides tab in the left task
pane.
 Click and drag the slide to a new location. The insertion point will
appear.
 Release the mouse button. The slide will appear in the new location.
WORKING WITH SLIDES
 Using Different Views from the PowerPoint Window
 In the bottom, right corner of the PowerPoint window are three view
commands
 From here, you can change the view to Normal, Slide Sorter, or Slide
Show view by just clicking a command.
WORKING WITH SLIDES
 Normal is the default view and where you will
create and edit your slides in the center slide pane
and all the slides will appear on the slides tab in the
left task pane.
 Slide Sorter is a view of your slides in thumbnail
form. The slides are presented horizontally, which
allows you to see more slides at a time.
 Slide Show view fills the computer screen with
your presentation so you can see how the
presentation will appear to the audience
SAVING YOUR PRESENTATION

 If you are saving a document for the first time, you will need to use
the Save As command; however, if you have already saved a
presentation, you can use the Save command.
 To Use the Save As Command:
 Click the File tab
 Select Save As
 Choose location where the file will be saved.
 Select the type of file you would like the presentation to be
save as. The most commonly used file types are
 PowerPoint Presentation and PowerPoint 97-2003 Presentation
 Enter name for the document
 Click the Save button
SAVING YOUR PRESENTATION
SAVING YOUR PRESENTATION

 To Use the Save Command:

 Click the File Tab
 Select Save from the menu
 Using the Save command saves the document in its
current location using the same file name
Common Presentation File Formats

FILE TYPE DESCRIPTION

The default format for PowerPoint 2013 and

PowerPoint Presentation (.pptx)
newer versions Presentations.
PowerPoint Macro-Enabled This file format supports macros in
Presentation(.pptm) PowerPoint 2013 and newer versions
Presentations in this format can be used by
PowerPoint 97 – 2003 Presentation (.ppt)
all versions of PowerPoint
Use this format for files you want to share,
PDF(.pdf)
but do not want to be changed.
Presentations saved in this format will
PowerPoint Show(.pps, .ppsx) always Open in Slide Show view instead of
normal view
The format for presentations that are saved
Window Media Video(.wmv)
as videos
TEXT BASICS
 In PowerPoint, you can insert text into placeholders or text boxes.
Text in both can be formatted using the same commands.
 To Insert Text:
 Click the placeholder or text box where you wish to insert text.
The insertion point will appear. If you are working with a
placeholder, placeholder text will disappear
 Type the text you wish to appear
TEXT BASICS
 To Delete Text:
 Place your cursor next to the text you wish to delete.
 Press the Backspace key on your keyboard to delete text
to the left of the cursor.
 Press the Delete key on your keyboard to delete text to the
right of the cursor
 To Select Text:
 Place the insertion point next to the text you wish to
select
 Click and drag your mouse over the text to select it
 Release the mouse button. You have selected the text. A
highlighted box will appear over the selected text.
TEXT BASICS

 When you select text or images in PowerPoint, a hover toolbar with

formatting options appears. This makes formatting commands easily
accessible, which may save you time.
TEXT BASICS
 To Format Font Size:
 Select the text you wish to modify.
 Click the drop-down arrow next to the font size box on the
Home tab. The font size drop-down menu appears
 Move your cursor over the various font sizes. A live preview of
the font size will appear in the document
 Click the font size you wish to use. The font size will change in the
document.
TEXT FORMATTING
 To Format Font Style:
 Select the text you wish to modify
 Click the drop-down arrow next to the font style box on
the Home tab. The font style drop-down menu appears
 Move your cursor over the various font styles. A live
preview of the font will appear in the document.
 Click the font style you wish to use. The font style will
change in the document.
TEXT FORMATTING
 To Format Font Color:
 Select the text you wish to modify.
 Click the drop-down arrow next to the font color box on
the Home tab. The font color menu appears.
 Move your cursor over the various font colors. A live
preview of the color will appear in the document.
 Click the font color you wish to use. The font color will
change in the slide.
 Select More Colors at the bottom of the list to access more
color choices.
TEXT FORMATTING
 To Use the Bold, Italic, and Underline Commands
 Select the text you wish to modify.
 Click the Bold, Italic, or Underline command in the Font group on
the Home tab.
TEXT FORMATTING
 Increase Font Size command increases the font size of the
selected text to the next standard font size.
 Decrease Font Size command decreases the font size of the
selected text to the next standard font size.
 Clear All Formatting command removes your recent
formatting changes.
 Strikethrough command makes a line through the text.
 Text Shadow command adds a drop shadow to text.
 Change Case commands lets you try different capitalization
options without having to delete and retype letters or words.
TEXT ALIGNMENT

 To Change Text Alignment

 Select the text you wish to modify.
 Select one of the four alignment options from the Paragraph group on the Home
tab.
 Align Text Left: Aligns all the selected text to the left margin.
 Center: Aligns text an equal distance from the left and right margins.
 Align Text Right: Aligns all the selected text to the right margin.
 Justify: Justified text is equal on both sides and lines up equally to the
right and left margins.
 The alignment commands align the text within the placeholder or text box it is in, not
across the slide.
THEMES
 A theme is a predefined combination of colors, fonts, and effects
that can be applied to your presentation
 PowerPoint includes built-in themes that allow you to easily create
professional-looking presentations without spending a lot of time
formatting
 Each theme has additional background styles associated with it that can
be applied to the slides to modify the theme.
 The default theme when creating a new presentation is the Office
Theme
 You can apply a different theme to your slides before you add text or
make changes to the default slide
 An advantage of doing this is that the location of the text will not move.
 An advantage of entering some of your text before applying a new
theme is that the live preview feature allows you to see how the
themes will affect your specific text
THEMES
 To Apply a Theme:
1. Select the Design tab.
2. Locate the Themes group. Each image represents a
theme.
3. Click the drop-down arrow to access more themes.
4. Hover over a theme to see a live preview of it in the
presentation. The name of
the theme will appear as you hover over it.
5. Click a theme to apply it to the slides.
 Fonts that are changed with the font size and style menus will
not change when you apply a new theme.
Themes
Modifying Themes

 You can also modify the current theme colors, fonts, and effects
 Modifying the colors, fonts and effects create a new custom
theme
 You can save the custom theme
 The PowerPoint themes are powerful because they allow you
to create professional looking slides easily
 The option to modify these themes makes it an even more
robust and powerful tool because you can customize the
themes based on your needs and preferences.
BACKGROUND STYLES

 Background styles can be added to your slides after a

theme is applied
 The styles are fill variations based on theme colours.
 When you switch to a different theme, the background
styles are updated based on the new theme colours.
 The background style options for the Urban theme are
different than the background style options for the Apex
theme.
 The colours are different based on the theme colours.
BACKGROUND STYLES

 To Apply a Background Style

 Click the Background Styles command in the Background
group on the Design tab
 Click a style to select it. The new background will appear in the
slides.
 You can select Format Background from the menu to open a dialog
box and make changes to the background color
TEXT BOXES
 In addition to inserting text in placeholders, you can also insert text
into text boxes
 Text boxes allow you to add to the predefined layouts so that you can
place text wherever you want on a slide.
 To Insert a Text box
 Select the Insert tab on the Ribbon.
 Click the Text Box command in the Text group.
 Click and drag the cursor until the text box is the desired width.
 Release the mouse button.
TEXT BOXES

 To Move a Text Box

 Click the text box. Your cursor becomes a cross with arrows on each end.
 While holding the mouse button, drag the text box to the desired location on the page
 Release the mouse button.
 To Resize a Text Box
 Select the text box.
 Click one of the square sizing handles on the left or right sides, or a circular handle on one
of the four corners.
 While holding down the mouse button, drag the sizing handle until the text box is the
desired width.
MOVING TEXT
 Click and drag the arrow icon to rotate the text box

 To Copy and Paste Text

 Select the text you wish to copy.
 Click the Copy command on the Home tab.
 Place your insertion point where you wish the text to appear.
 Click the Paste command on the Home tab. The text will appear
MOVING TEXT

 To Drag and Drop Text

 Select the text you wish to copy.
 Click your mouse and drag the text to the location you wish it to appear. The
cursor will have a text box beneath it to indicate that you are moving text.
 Release the mouse button and the text will appear.
WORKING WITH LISTS
 Bulleted and numbered lists can be used in your presentation
to arrange and format text on slides to draw emphasis to
specific information.
 Also, lists can often be easier for the audience to read than
paragraphs of text on a slide.
 Some slide layouts include a content placeholder where
you can add text, or use graphical commands to insert
tables, charts, SmartArt graphics, pictures, clip art, and media
clips.
 A bullet appears to the left of the placeholder text, if you
choose to add text, the text is formatted into a list by default
WORKING WITH LISTS
 To Insert Text as a List in a Content Placeholder:
 Select the placeholder. The placeholder text will disappear and the
insertion point will appear to the right of the bullet.
 Enter text. If the text requires more than one line, it will automatically
wrap to the following line.
 Press the Enter key. A new bullet will appear on the following row.
 Repeat the last two steps until all the information is entered in list format
on the slide.
Bulleted List

 To Select an Alternate Bullet Style or Switch

to a Bulleted List:
 Select all the text in an existing list (if text has been
entered).
 Click the drop-down arrow next to the Bullets command in
the Paragraph group on the Home tab. A menu of bullet
options will appear
 Click a bullet option to select it. The bullet will change on
the slide.
 Click OK to apply the bullet size to the list in the slide.
Bulleted List
Bulleted List

 To Use a Picture as a Bullet:

 Select an existing bulleted list (if text has been entered).
 Click the drop-down arrow next to the Bullets command on the Home
tab. A menu will appear.
 Select Bullets and Numbering from the menu. A dialog box will
appear.
 Click Picture on the Bulleted tab. The Picture Bullet dialog box will
open.
 Click a picture to select it.
 Click OK to apply the picture to the list in the slide.
 Click Import to import your own picture and use it as a bullet.
Bulleted List
 To Use a Symbol as a Bullet:
 Select an existing bulleted list (if text has been entered).
 Click the drop-down arrow next to the Bullets command on the Home
tab. A menu will appear.
 Select Bullets and Numbering from the menu. A dialog box will
appear.
 Click Customize on the Bulleted tab. The Symbol dialog box will
appear.
 Click the Font: drop-down menu and select a font category
 Click a symbol to select it.
 Click OK. The symbol will now appear as the selected bullet option in
the
Bulleted section of the Bullets and Numbering dialog box.
 Click OK to apply the symbol to the list in the document.
Numbered List
 To Select an Alternate Numbering Style or Switch to a
Numbered List:
 Select all the text in an existing list (if text has been entered).
 Click the drop-down arrow next to the Numbering command in
the Paragraph group on the Home tab. A menu of numbering
options will appear.
 Hover over each menu option to display a live preview of the list
on the slide.
 Click a numbering option to select it. The list will change on the
slide.
Numbered List

 To Set the Number to Begin the List:

 Select an existing numbered list (if text has been entered).
 Click the drop-down arrow next to the Numbering command on
the Home tab. A menu will appear.
 Select Bullets and Numbering from the menu. A dialog box will
appear.
 Enter the number to start the list in the Start at: field on the
Numbered tab
 .Click OK to apply to the list on the slide.
Numbered List

 ToRemove Bulleted or Numbered Lists

from Text:
 Select an existing bulleted or numbered list.
 Click
the Bullets command or the Numbering
command, depending on the type of list. Click
these commands to toggle the feature on and
off.
WORKING WITH TABLES

 Table is another way to organize information

 A table is a grid of cells arranged in rows and columns
 To Insert a Table Using a Placeholder Command
 Select the slide where you wish to insert a table.
 Click the Insert Table command in the placeholder. The Insert Table dialog box
will appear
 Enter the number of table columns and rows in the dialog box.
 Click OK. The table will appear on the slide, and the Design and Layout
tabs will
appear on the Ribbon.
 Enter text into the table.
TABLES

 You can moveyour insertion point from cell to cell in the table using
the mouse or by pressing the tab key on your keyboard.
 Additionally, the arrow keys can be used to navigate the table
Tables
Tables
 To insert a Row:
 Select the table
 Click on layout from Table Tools
 Place the insertion point at a preferred row
 From the Rows & Columns Group, click Insert Above to insert
a row above the insertion point or click on Insert Below to insert
a row below the insertion point
Tables
Tables
 To insert a Column:
 Select the table
 Click on Layout from Table Tools
 Place the insertion point at a preferred column
 From the Rows & Columns Group, click Insert Left to insert a
column to the left of the insertion point or click on Insert Right
to insert a column to the right of the insertion point
Tables
Tables
 To delete a Row:
 Select the table
 Click on Layout from Table Tools
 Place the insertion point at a preferred row
 From the Rows & Columns group, click on Delete
 Select Delete Rows from the drop down
Tables

 To delete a Columns:
 Select the table
 Click on Layout from Table Tools
 Place the insertion point at a preferred column
 From the Rows & Columns group, click on Delete
 Select Delete Columns from the drop down
Tables
 Alternate Method to Insert and Delete Rows and Columns
 Place the insertion point in the row or column you wish to delete.
 Right-click the table and a menu appears.
 Select one of the Insert/Delete menu options.
Tables
 To Insert a Table Using Ribbon Commands
 Select the slide where you want to insert the table.
 Select the Insert tab on the Ribbon.
 Click the Table command. A menu will appear.
 Drag your mouse over the diagram squares to select the
number of columns and rows in the table.
 Click to insert the table on the slide.
 Enter text into the table.
CHAPTER 9
INSERTING PICTURES, SOUNDS AND
MOVIES
 On each slide you create in your presentation,
you may have information you want to
communicate graphically with your audience.
You can do this with text but also as
multimedia(pictures, sounds, clip art, videos
etc.)

 Pictures and clip art can be inserted from the

Ribbon and by using the commands that
appear in certain placeholders. In both methods,
the image is centered in the middle of any
selected slide placeholders
How to Insert a Picture from the
Ribbon
 Select the Insert tab
 Clickthe Insert Picture command in the
Illustrations group. The Insert Picture
dialog box will appear
 Locate and select the picture you want to
use
 Click Insert and it will appear on the slide
RESIZING AND MOVING PICTURES

To Resize a Picture:
 Select the picture
 Click
one of the corner sizing handles. The
cursor will turn into a cross.
 Whileholding down the mouse button, drag
the sizing handle until the image is the
desired size.
 Release the mouse button.

The side sizing handles change the picture’s size,

but don’t keep the same proportions .
To Move a Picture:
 Click the picture. Your cursor becomes a
cross with arrows on each end.
 Whileholding the mouse button, drag
the image to the desired location on the
page
 Release the mouse button

The green circle is the Free Rotate feature.

Click and hold the mouse button and
rotate the picture in various directions
Modifying Pictures
PowerPoint provides you with several
commands that allow you to modify
pictures.
When you select a picture, a Picture Tools
Format tab appears on the Ribbon. This is an
example of PowerPoint 2007 giving you the
commands and features you need, when you
need them.
To apply a Picture Style:

 Select the picture

 Select the Format tab
 Click the More drop-down arrow to display
all the picture styles
 Hover over each picture style to see a live
preview of the style on the slide
 Click a picture style to apply it to the image.
To Change the Shape of a
Picture:
 Select the picture.
 Select the Format tab.
 Click
the Picture Shape icon. A menu
appears.
 Click
a shape to select it. The shape of
the picture will change on the slide
To Add a Border to a Picture:

 Select the picture.

 Select the Format tab
 Clickthe Picture Border command and
select a color.

Select Weight from the menu and choose a

line weight to modify the width of the border
line.
Other Picture Tools:
There are many other things you can do to modify a
picture. From the Format tab, some of the other useful
commands include:
 Adding Borders to a picture
 Cropping Pictures
 Compressing Pictures
 Resetting Pictures
 Changing the contrast of pictures
 Recoloring Pictures
Inserting and Modifying
SmartArt
The SmartArt features lets you create and customize designer-
quality diagram. You can even convert a bulleted list into a
diagram using the SmartArt diagram tool.
To Insert a SmartArt from the
Ribbon:
 Select the Insert tab
 Click the SmartArt command in the Illustrations
group. The SmartArt task pane will appear on the
screen.
 Select a chart or diagram type, then select a chart or
diagram
 Click OK. The SmartArt is inserted in the document
Types of SmartArt Graphics
Available
ALIGNING OBJECTS

In PowerPoint, you can align, group , rotate, and order objects

such as pictures, shapes, and text boxes on the slide. Using
PowerPoint commands you can customize the slides and
arrange the objects on the slides easily.

You can click and drag objects to align them manually, but
guesswork will never give you the best result. Additionally,
aligning objects in this way can take a great deal of time.
Luckily, PowerPoint provides you with several commands that
allow you to easily arrange and position objects.
To Align Objects:
 Select the objects you wish to align.
 To select multiple objects, click and drag your mouse to
form a selection
box around the objects, and then release the mouse
button
 Sizing handles will appear around each selected
object and the Format tab will appear on the
Ribbon.
 Select the Format tab
 Click the Align command in the Arrange group
 About Alignment
There are six basic alignment options on the Align
menu. The menu options are: Align Left, Align Center,
Align Right, Align Top, Align Middle, and Align Bottom.

The name of each menu option identifies how the

option changes the alignment of the selected objects.
(i.e., The Align Left menu option will align the selected
objects to the left). However, each of these alignment
options will vary based on whether Align to Slide or
Align Selected Objects is selected from the menu.
About Alignment
For example, if Align Selected Objects is active, and then you choose
Align Top from the menu, the top of the selected objects will align. If
Align to Slide is selected, and then you choose Align Top from the
menu, all the selected objects will align to the top of the slide. The
examples below indicate how the menu choice of Align Selected Objects
or Align to Slide affect the six basic alignment options.

There are two menu options that affect whether the objects are
distributed horizontally or vertically across the slide. These options
are also affected by whether Align Selected Objects or Align to
Slide is selected on the menu.

Not every alignment option will work in all situations. The best way to
learn how each
alignment option arranges objects is to practice using the Align menu
options.
Group and Rotate Objects
Another command you can use to arrange objects is
the Group command. At times you may want to
group objects to make them easier to position on
the slide. Instead of moving each object individually or
using the align menu options to arrange the objects
on the slide, you can group multiple objects into one
object. Moving one object is often easier and faster
than moving multiple objects on the slide.
To Group Objects:
 Select the objects you wish to group.
 Sizing handles will appear around each selected
object and the Format tab will appear on the Ribbon.
 Select the Format tab
 Click the Group command in the Arrange group
 Select Group from the menu.
 The selected objects will become grouped into one
object. This is indicated by the box with sizing
handles that includes all the selected objects.
To Move the Grouped Objects:

 Clickand drag the object to a new

location on the slide. The cursor will
become a four-arrow cross.
 Release the mouse button.
 To Ungroup Objects:

 Select the grouped object you wish to ungroup. The

Format tab will appear on the Ribbon .
 Select the Format tab.
 Click the Group command in the Arrange group.
 Select Ungroup from the menu. The grouped object
will appear as separate
objects
To Rotate an Object:

 Select the object you wish to rotate. The Format

tab will appear on the Ribbon
 Select the Format tab
 Click the Rotate command in the Arrange group
 Hover over a menu option to see a live preview of
the rotation option on the slide
 Select an option from the menu
Order Objects
In addition to aligning and grouping objects, PowerPoint gives you
the ability to arrange objects in a specific order. When you
insert objects such as shapes and pictures onto a slide, each object
is arranged based on the order it was inserted.

For example, if I insert Arrow A and then insert Arrow B, Arrow A

will appear beneath Arrow B if I drag the objects so they are
stacked on top of each other. This is because Arrow A was inserted
before Arrow B. The same is true for other objects such as pictures
Selected Objected Rotated Right 90 Degrees 165 and text
boxes, or a combination of objects. At times you may want to
arrange the objects in a different order
To Order Objects Using the Send
to Back Command:
 Select the object you want to arrange in a different order. In
this example, the tail of Arrow B needs to appear below the
head of Arrow A. I can select either arrow, but I'll select
Arrow B

 Select the Format tab

 Click the Send to Back command
 Select Send to Back or Send Backward from the menu
 Send to Back sends the selected object to the very back, or very bottom
layer, of the stack of objects.
 Send Backward sends the object back one layer

 The objects will appear in the new order

To Order Objects Using the Bring
to Front Command:
 Select the object you want to arrange in a different order
 Select the Format tab
 Click the Bring Forward command
 Select Bring to Front or Bring Forward from the menu
 Bring Forward send the object forward one layer.
 Bring to Front sends the selected object to the front
of the stack of
objects so that it appears on the top layer.
 The objects will appear in the new order.
Inserting Movies
You may want to insert a movie into your
PowerPoint presentation. You can insert a
movie from a file on your computer or from
the Microsoft Office clip organizer. In addition,
PowerPoint gives you many options to define
how the movie will operate in the presentation
To Insert a Movie from a File on
Your Computer:
 Select the slide where you wish to insert the movie
 Select the Insert tab
 Click the drop-down arrow on the Movie command in the Media group
 Select Insert a Movie from File from the menu. The Insert Movie dialog box
will appear
 Locate the file you want to insert from your computer
 Click the file name
 Click OK. The movie will appear on the slide. The Movie Tools Options tab and
Picture Tools Format tab appears on the Ribbon when the movie is inserted.
 A dialog box will appear. Click Automatically or When Clicked. Automatically
will start the movie automatically as soon as the slide appears in slide show view
and When Clicked will start the movie when you click
 Sizing handles are located around the movie.
Click, drag, and then release the resizing
handles to resize the movie. The sizing
handles work the same as with pictures,
textboxes, and shapes.
If a slide layout has a content placeholder,
click the Insert Media Clip command to
insert a movie located on your computer.
To Delete a Media Clip:

 Select the movie from you computer or the

clip organizer
 Click the Delete key.
INSERTING SOUND
PowerPoint allows you to add sound to your
presentation in several different ways. You can do this
using a sound file on your computer, choose from
hundreds of sounds available through the clip
organizer, or play tracks from an audio CD. Do you
want the music to play through the entire presentation?
Or would you prefer the music only to play on one slide?
PowerPoint not only allows you to use sound, but allows
you to customize sound options so you can play the
sounds you want, the way that you want.
Sounds on File
To Insert a Movie from a File on Your Computer:

 Select the slide where you want to add sound

 Select the Insert tab
 Click the drop-down arrow on the Audio command in the Media Clips group
 Locate the sound file on your computer.
 Select the file
 Click OK. A sound icon and a dialog box will appear
 Select Automatically or When Clicked. Click Automatically or When
Clicked.
Automatically will start the sound automatically as soon as the slide appears in
slide show view and When Clicked will start the sound when you click.
AUDIO TOOLS OPTIONS
Once you have inserted tracks from a CD, a CD Audio
Tools Options tab appears. Many of the commands are
similar to the commands available when you insert
other sounds; however, some of the options are
different
AUDIO TOOLS OPTIONS
In the Play and Setup groups you can:
 Preview: Listen to the sound that will play
 Volume: Change the volume to low, medium, high, or mute
 Edit the Track and Time fields: change the tracks that play and the
time in the track that playback starts or stops.
 Change How to Play Track: Click the drop-down menu next to Play
Track to
change whether the CD tracks play automatically or when clicked.
 Hide During Show: Hide or display the sound icon during the slide show
 Loop Until Stopped: Sound will play until you stop it by clicking or
advancing
to the next slide
CHAPTER 10
VIEWING AND PRINTING SLIDES
Once you finish creating the slides, you may want to view your
presentation to make sure all the slides appear how you want.
PowerPoint gives you the ability to view the presentation in four
different ways, depending on what task you are completing. For
example, if you will be using your slides to talk to an audience,
which is how PowerPoint is often used, you may want to practice
your presentation and view your slides in slide show view.

You may also want to print copies of the slides, either for
yourself, or for people viewing
your presentation. You have several printing options that are
specific to PowerPoint.
TYPES OF SLIDE VIEWS
It is important that you be able to access the different
PowerPoint slide views and use them for various tasks.
Three of the four views are visible from the default view,
Normal. The slide view commands are located on the
bottom, right side of the PowerPoint window in Normal view.
Click a view command to switch to that view.

Normal View: This view is where you create and edit your
slides. You can also move
slides in the Slides tab on the task pane on the left.
Slide Sorter View: Miniature slides are arranged on the screen in this
view. You can
drag and drop slides easily to reorder them, and see more slides at one
time. This is a
good view to use to confirm that you have all the needed slides and that
none have been deleted.

Slide Show View: This view fills the computer screen with a slide and
is what the
audience will see when they view the presentation. The slide show view
has an additional menu that allows you to navigate through the slides,
as well as other features you can use during a presentation

Use the arrow keys, Page Up and Page Down keys, space bar, and Enter
key to move
through the slides in slide show view. Press the Esc key to end a slide
show
PRINTING SLIDES

You may want to print copies of your slides for the people who
view your presentation or for yourself. Click the File tab and the
Backstage view appears. Click on Print and the Print Preview
is displayed on the right while the Print settings also appear
on the left.

After viewing the document, you can specify printing options

such as which pages or the number of copies to print. Specify
printing options and then click Print button. The document is
sent to the printer.
In Print Preview mode, you can
 Select the printer you would like to use, if you have more than one printer
 Go to Settings. From here you can make choices about paper size and whether
to
print double-sided. These options vary from printer to printer.
 Enter a print range.
 Under Settings, leave the default setting, Print All Slides, and select any
option for a print range.
 The drop down has the options Print All Slides, Print Selection, Print
Current Slide and Custom Range
 Decide what you want to print -- slides, handouts, notes pages, or an outline.
 Handouts print many slides per page. The default is 6, but you can change
that to 3 and have room for the person to take notes, or set another amount
of slides per page
 Choose horizontal or vertical slide layout, if given the option.
 You can print Notes Pages, if you typed speaker notes for the slides.
 Choose to print in grayscale or color

 Choose the number of copies to print

 Click OK.
ANIMATING TEXT AND OBJECTS

In PowerPoint you can animate text and

objects such as clip art, shapes, and pictures
on the slide. Animation, or movement, on the
slide can be used to draw the audience’s
attention to specific content or to make the
slide easier to read.
To Apply an Animation Effect:

 Select the text or object on the slide you wish to animate

 Select the Animations tab
 Upon clicking the tab, you’ll have a lot of animations to select from.
 Move your cursor over each option to see a live preview of the
animation on the slide
 Click an option to select it
To Remove an Animation Effect:

 Select the text or object on the slide you wish to modify

 Select the Animations tab.
 Click the drop down arrow button by the animations
group. The available
animations in the Animation task pane will appear below.
 Click None. The animation label will disappear from the
slide
To Apply a different Animation
Effect:
 Select the text or object on the slide you wish to modify
 Select the Animations tab
 Click Add Animation button in the Animations group. The
list of animations in
their categories will appear below
 Simply select an Entrance, Emphasis, Exit, or Motion
Path animation effect
To Apply a different Animation
Effect:
 Select the text or object you wish to modify on the slide
 Select the Animations tab
 Click Add Animation in the Animations group. The animations
task pane will appear below
 Select the preferred animation in the Add Animation task pane list
 Click Preview, located in the Preview group of the
animations tab of the Ribbon to see a preview of the
animation in Normal view
OR
 Click Slide Show to see the animation in Slide Show view.
Press the Esc key to return to Normal view.
To Reorder Animation Effects:

 Select the Animations tab

 ClickAdd Animation in the Animations
group
 Selectthe animation effect you want to
move in the Custom Animation task pane list
 Click the arrows at the bottom of the task
pane to reorder the selected animation
effect
USING TRANSITIONS

Transition effects, or transitions as they are often

called, are the movements you see when one slide
changes to another in slide show view. Transition
effects are different from animation effects.
The term animation in PowerPoint refers to the
movements of text and objects on the slide, while
transitions refer to the movement of the slide as it
changes to another slide
Applying Transitions
To Apply a Transition to One Slide:
 Select the slide you wish to modify
 Select the Animations tab
 Locate the Transition to This Slide group. By default, No
Transition is applied
to each slide
 Click the More drop-down arrow to display all the transition
effects
 Click a slide transition effect to apply it to the selected slide

Hover over a slide transition effect to see a live preview of the

effect on the slide.
Applying Transitions
To Apply a Slide Transition on All Slides:
 Select the slide you wish to modify
 Select the Animations tab
 Locate the Transition to This Slide group. By default, No Transition is applied
to each slide
 Click the More drop-down arrow to display all the transition effects.
 Click a slide transition effect to apply it to the selected slide
 Click Apply To All to apply the transition to all the slides in the presentation.

A star Play Animations icon will appear beneath any slide that has a transition
effect applied to it, as well as any slide that uses animation effects for text or
objects. The icon is visible on the Slides tab in the task pane on the left and in slide
sorter view. Click the star Play Animations icon to preview the animation or transition
effect.
Applying Transitions

 Select the slide you wish to modify

 Select the Transitions tab.
 Click None in the Transition to This Slide group
 Repeat this process for each slide you want to
modify
 OR
 Click Apply To All to remove the slide transition
effect from each slide in the
presentation
Advancing Slides
Advancing to the Next Slide:
By default, in slide show view you click your mouse to advance,
or move, to the next slide. This setting is defined in the Transition
to This Slide group on the Animations tab. You can modify this
setting so that each slide displays for a specific period of time
before automatically advancing to the next slide. This is useful
for unattended presentations, such as at a trade show booth
You can also advance to the next slide by pressing the Enter key.
To Set Timing for Slides:
 View the slides in slide sorter view
 Select a slide
 Select the Transitions tab
 Locate the Advance Slide section of the Transition to This Slide group
 Enter the time in the Automatically After field. Use the arrows or type
the
number
 Select another slide and repeat the process until all the desired slides
have the
timing set.

If you want to apply the same transition effect and timing for each slide, just
set the
transition effect timing for one slide and click Apply to All