Chapter 6

Chapter 6Spreadsheets Microsoft Excel 2007Authors: Dr. Ahmad Dalala Mohammad AlZou'bi Ahmad Abusalama Khaled Dijani Prepared by: Mohammad Al-Zoubi and Mahmoud Alsakhnini

1In This ChapterIntroduction and Main CommandsManipulating rows and columnsAuto fill, Sorting and FilteringManipulating WorksheetsFormulas and FunctionsCharts21. Introduction and Main Commands3IntroductionExcel is an electronic spreadsheet program that can be used for storing, organizing and manipulatingdata.When you look at the Excel screen, you see a rectangular table or grid of rows and columns.The intersection point between a column and a row is a small rectangular box known as acell.Because an Excel spreadsheet contains thousands of these cells, each is given a cell referenceor address to identify it. The cell reference is a combination of the column letter and the row number such as A3, B6, and AA345.

4Number FormatYou can use number formatting to control the appearance of numerical data in your worksheet. To change the number format:Select the cell, range, or data you want to format.Click the home tab.Click the Number Format.Select a number category.If you don't see the category you want on this list, click More Number Formats. The Formats Cells dialog box will open.Click the Number tab.Click a number category.Click OK. Excel will apply the number formatting to the numerical data in the cell or range.5Selecting a range of cells To select a continuous range click the top-left cell you want to select. Then drag to the right (to select more columns) or down (to select more rows). Also you can use the shift key + arrows keys.To select non-contiguous cells, select the cells you want while holding down Ctrl. You can select individual cells by Ctrl-clicking them, or you can select multiple blocks of cells on different parts of the sheet by clicking and dragging in several different places while holding down Ctrl.

6Selecting the Entire Worksheet To select all the cells in the entire worksheet, click the blank gray box that's just outside the top-left corner of the worksheet.

7Selecting a column and a rowTo select an entire column, click the header at the top of the column.To select an entire row, click the numbered row header on the left edge of the row. 8Selecting a range of columns and rowsTo select multiple adjacent columns, click the leftmost column header, and then drag to the right until all the columns you want are selected.To select multiple adjacent rows, click the topmost row header and then drag down until all the rows you want are selected.9Selecting a range of columns and rowsTo select multiple nonadjacent columns, click the first column header, press down the Ctrl key, click the other columns headers. Release the Ctrl key and the columns will remain selected.To select multiple nonadjacent rows, click the first row header, press down the Ctrl key and click the other rows headers. Release the Ctrl key and the rows will remain selected. 102. Manipulating rows and columns11Inserting ColumnsTo insert a new column, follow these steps:Select the column immediately to the right of where you want to place the new column.Click the Insert icon from the Cells group in the Home tab.ORRight click on the header of the selected column, from the pop-up menu select insert.Excel inserts a new column, and automatically moves all the columns to the right. 12Inserting RowsTo insert a new row, follow these steps:Select the row that's immediately below where you want to place the new row.Click the Insert icon from the Cells group in the Home tab.ORRight click on the header of the selected row, from the pop-up menu select insert.

Excel inserts a new row, and all the rows beneath it are automatically moved down one row. 13Deleting Columns and RowsYou can quickly remove cell values by moving to the cell and hitting the Delete key. You can also delete an entire range of values by selecting multiple cells, and then hitting the Delete key.However, using delete key simply clears the cell content. It doesn't remove the cells or change the structure of your worksheet.14Deleting Columns and RowsTo delete the entire column or row , follow these steps:Select the column or the row that you want to delete it.Click the Delete icon from the Cell group in the Home tab.Excel deletes the column, and all the columns to the right are automatically moved one column to the left to fill in the gap left by the column you removed.Excel deletes the entire row, and all the rows beneath it are automatically moved one row to up to fill in the gap left by the row you removed.

15Modifying Columns widthTo use AutoFit to get the best-fit for a column:Position the mouse pointer on the right border of the worksheet frame with the column letter at the top of the worksheet. The mouse pointer changes to a double-headed arrow pointing left and right.Double-click the mouse button.Excel widens or narrows the column width to suit the longest entry.16Modifying Columns widthThe other way to adjust the width of your columns is:Select the column that you want to adjust it, Right click over the selected column and from the popup menu displayed select theColumn Widthcommand.TheColumn Widthdialog box is displayed which allows you to set the column width.Click on theCancelbutton to close the dialog box.

17Modifying column widths using 'drag and drop'Move the mouse pointer to the right border of the column letter. Press the mouse button and keep it pressed.Drag the mouse pointer left or right to make the column narrower or wider, then release the mouse button.18Modifying row heightsSelect one or more rows and then right click over the selected row(s). From the popup menu displayed select theRow Heightcommand.TheRow Heightdialog is displayed allowing you to set the exact row height, as required.If you click between any two rows headers, you can drag the row height up or down as required, to modify the row height.

193. Auto fill, Sorting and Filtering20AutoFillAutoFill is a useful feature that lets you create a whole column or row of values based on just one or two cells that Excel can extrapolate into a series.To use AutoFill, follow these steps:Fill in a couple of cells in a row or column to start off the series.Select the cells you've entered so far. Then click (and hold) the small black square at the bottom-right corner of the selected box. You can tell that your mouse is in the correct place when the mouse pointer changes to a plus symbol (+).Drag the border down (if you're filling a column of items) or to the right (if you're filling a row of items).21SortingSorting lets you order the items in your table alphabetically or numerically according to the information in a column.To Sort in Alphabetical Order:Select a cell in the column you want to sort.Click theSort & Filtercommand in theEditinggroup on the Home tab.SelectSort A to Z. Then the information in the Category column will organize in an alphabetical order. You can Sort in reverse alphabetical order by choosingSort Z to Ain the list.

22SortingTo Sort Multiple Levels:Click theSort & Filtercommand in theEditinggroup on the Home tab.SelectCustom Sortfrom the list to open the dialog box.ORSelect theDatatab.Locate theSort and Filtergroup.Click theSortcommand to open theCustom Sortdialog box.

23SortingClick the drop-down arrow in theColumn Sort byfield, and choose one of the options. In this example, Category.

24SortingChoose what tosort on. Choose how toorder the results. ClickAdd Levelto add another item to sort by.

25SortingSelect an option in theColumn Then byfield. In this example, we chose Unit Cost.Choose what tosort on. In this example, we'll leave the default asValue.Choose how toorder the results. Leave it assmallest to largest.ClickOK.

26FilteringFiltering lets you display only certain records in your table based on specific criteria you enter. Filtering lets you work with part of your data and temporarily hide the information you aren't interested in.To filter the data with AutoFilter:Select the field labels for the data you want to filter.Click the Data tab.Click Filter. Excel will add to your field labels.Click .Click any item you want filtered out.Click OK.

27Filtering

284. Manipulating Worksheets29WorksheetsWhen you create a new workbook, Excel automatically fills it with three blank worksheets named Sheet1, Sheet2, and Sheet3.To move from one worksheet to another, click the worksheet tabs at the bottom of Excel's grid window.

30Adding a WorksheetClick the Insert Worksheet button, which appears immediately to the right of your last worksheet tab. You can also use the Home Cells Insert Insert Sheet command, which works the same way but inserts a new worksheet immediately to the left of the current worksheet.31Moving a WorksheetMove to the worksheet you want to get rid of.Choose Home Cells Delete Delete Sheet.You can also right-click a worksheet tab and choose Delete.Excel won't complain if you ask it to remove a blank worksheet, but if you try to remove a sheet that contains any data, it presents a warning message asking for your confirmation.

32Hiding a WorksheetWhen you hide a worksheet, its tab disappears but the worksheet itself remains part of your spreadsheet file, available whenever you choose to unhide it. Hidden worksheets also don't appear on printouts. To hide a worksheet, right-click the worksheet tab and choose Hide. Or, choose Home Cells Format Hide & Unhide Hide Sheet.). To redisplay a hidden worksheet, right-click any worksheet tab and choose Unhide.

33Renaming a WorksheetTo rename a worksheet:Click on thetab that you want to rename. Double click on thesheettab and you will be able to type in a new name.34Copying a worksheet within a workbookTo copy a worksheet within a workbook:Select thesheettab. Right click on the tab and from the popup menu displayed select theMove or Copycommand.TheMove or Copydialog box is displayed. As we want to copy rather than move, click on theCreate a copycheck box. In theBefore sheetsection of the dialog box, select which worksheet you wish to insert the copy in front of. Click on the OK button.35Copying a worksheet within a workbook

365. Formulas and Functions

37Creating a Formula A formula is a series of mathematical instructions that you place in a cell in order to perform some kind of calculation.38Creating a Formula All formulas use some combination of the following ingredients:The equal sign (=). Every formula must begin with the equal sign. It signals to Excel that the cell contains a formula, not just ordinary text.The simple operators. These ingredients include everything you fondly remember from high school math class, including addition (+), subtraction (-), multiplication (*), division (/), and exponentiation (^).Numbers. These ingredients are known as constants or literal values, because they never change (unless you edit the formula).39Creating a Formula Cell references. These references point to another cell, or a range of cells, that you need data from in order to perform a calculation. Functions. Functions are specialized formulas built into Excel that let you perform a wide range of calculations. For example, Excel provides dedicated functions that calculate sums and averagesSpaces. Excel ignores these. However, you can use them to make a formula easier to read. For example, you can write the formula =3*5 + 6*2 instead of =3*5+6*2. 40Creating a Formula One of the simplest formulas you can create is this one: =1+1You need to use cell references Excel's way of pointing to one or more cells in a worksheet.41Creating a Formula For example, We need to sum the values 5 and 7 and put the result in A4:Click the cell A4.Type the = sign.Type the cell reference of the value 5 (A1).Type the + sign.Type the cell reference of the value 7 (A2).Press Enter.

42Functions A function is a predefined formula that performs a particular type of computation. All you have to do to use a function is supply the values that the function uses when performing its calculations.4343Functions To display the available functions:Click on theFormulastab and within theFunction Librarygroup click on theInsert Functionicon.

44Functions This will display theInsert Functiondialog box.

45Functions Some commonly used functions include:SUM:Used to add the contents of selected cells.AVERAGE:Used to determine the average value of the selected cells contents.COUNT:Used to count how many numbers are in the list.MAX:Used to return the maximum number from a list.MIN:Used to return the minimum number from a list.ROUND:Used to round off numbers to a specified number of decimal points.46Apply a functionTo apply any function, follow these steps:Click the cell to which you want to assign a function.Click the Insert Function icon ( ) on the formula bar (Excel inserts an equal sign automatically to denote a formula and displays the insert function dialog box).Click the function you want to apply.Click OK then the Function arguments dialog box appears.

47Apply a functionDepending on the function's arguments, select the desired cells for each argument required by the function. You can select a cell or range of cells directly in the in the worksheet, and Excel automatically adds the references to the argument. You can also type a range or cell address directly in the argument text box.When finished constructing the arguments, click ok then excel will display the result in the cell.48Apply a functionOther way to apply a function:-Start with an equal sign = , then enter the name of the function. When begin typing the first few letters of the name of the function you want to use, a drop-down list showing all the functions that begin with the letters youve typed appears immediately beneath the cell When you see the name of the function you want to use on this list, double-click it and Excel will finish entering the function name in the cell and on the Formula bar as well as add the left parenthesis ( that marks the beginning of the arguments for the function. Excel then displays all the arguments that the function takes beneath the cell and you can indicate any cell or cell range that you want to use as the first argument either by pointing to it or typing its cell or range references.

4949Apply a functionIf you type the function directly in a cell, do not to insert spaces between the equal sign, function name, and the arguments enclosed in parentheses.Some functions use more than one value when performing their designated calculations. When this is the case, you separate each function with a comma.

5050IF FunctionThe IF( ) function has the following function description:=IF(condition, [value_if_true], [value_if_false])In English, this line of code translates to: If the condition is true, display the second argument in the cell; if the condition is false, display the third argument.Consider this formula:=IF(A1=B2, "These numbers are equal", "These numbers are not equal")This formula tests if the value in cell A1 equals the value in cell B2. If this is true, you'll see the message "These numbers are equal" displayed in the cell. Otherwise, you'll see "These numbers are not equal".

516. Charts52ChartsYou can use charts to turn your spreadsheet data into instant, persuasive visual presentations. You can create dozens of different charts in Excel, from pie charts to bar charts and more.53Create a ChartTo create a chart with galleries follow these steps:Select the range of data you want to chart (include any headings and labels).Click the insert tab.Click an item in the Charts group. The associated gallery opens. For additional chart types, click the Charts dialog box launcher ( ).Click a chart sub-type. The chart appears on your worksheet.

54Create a Chart

55Change the Chart TypeTo change the chart type:Click an empty area of the chart to select the chart.Click the Design tab.Click Change Chart Type button. The Change Chart Type dialog box appears.Click a new chart type.Click ok.56Change the Axes TitlesTo change the axes titles:Select the chart you want to edit.Click the layout tab.Click Axis Titles.Click Primary Vertical Axis Title or Primary Horizontal Axis Title.Select an axis type (for example, Vertical Title or Rotated Title).Click and drag in the placeholder to select the placeholder text and enter new text.Press Enter or click outside the placeholder to save the new title.57Move and resize charts

To move a chart from one position to another:Click on an empty area of the chart. Excel will select the chart and surrounds it with handles.Position the mouse over the edge of the chart, and it becomes a cursor with four arrows . Click and drag the chart to a new location on the worksheet.To resize a chart:Click on an empty area of the chart. Excel will select the chart and surrounds it with handles.Click and drag a handle to resize the chart.58