# nitie training 2007 - excel 1.0

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• 7/30/2019 NITIE Training 2007 - Excel 1.0

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D. BALASUBRAMANIAM

June 2007

CONFIDENTIAL

Managerial ComputingWorking with Excel

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1. Page Setup

2. Page Setup- Tab Page

3. Page Setup- Tab Margins

5. Page Setup-Tab " Sheet

6. Paste Special

7. Transpose

8. Replace

9. Formula Bar

10. Customize Toolbars

11. Customize Toolbars (Contd)

12. Name Cells/ Ranges

13. IF Function

14. IS ERROR Function

15. AND/OR Function

16. SUM and SUMIF

17. Subtotals and Total

18. Sum Product Function

19. NPV

20. Count Function

21. Round, Roundup andRounddown

22. VLOOKUP

23. HLOOKUP

24. Insert

25. Insert- Define

26. Number and Alignment

27. Border

28. Row

29. Conditional Formatting

30. Auditing Features

31. Track Changes

32. Protecting cells and worksheets

33. Switch off the Microsoft actors

EXCEL Essentials

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File Functions

Managing Multiple Pages

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1. PAGE SETUP

Page Setup is critical to ensure that the printout hasoptimum layout

It has the following tabs-

Page

Margins

Sheet

Why you

need to

Know this

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2. PAGE SETUP- TAB PAGE

This function allows you to setup the page for printing

purposePage orientation- Portrait or Landscape

Scaling-

Ensure optimum page space utilization by adjusting the % or

To ensure that the entire matter is printed onto 1 page

Select File- Page SetupSelect Page

Give the Page Orientation-Portrait/ Landscape

Setup the percentage scaling

Check a page with scaling=10%and scaling=100%

How you

use this

feature

Exercise

Increase the % to ensure

optimum space utilization

Why you

need to

know this

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3. PAGE SETUP- TAB MARGINS

This function allows you to setup the margins of the pageand align the matter in a horizontal and vertical center

Select File- Page Setup

Select Margins

Select the number in the left, right, top and bottom as perthe requirements

Why you

need toKnow this

How you

Use this

feature

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Custom Header allows you to set date, time, company logo, font,

page, path and file, tab name at the top of the page Custom Footer allows you to give page numbers, time, date, page,

path and file, tab name at the bottom of the page

You can also add customized Header/ Footer, if required and align itto the left, center or right

Select File- Page Setup

Select Header/ Footer Select the items from the Custom Header that you need at the top

of the page

Select the items from the Custom Footer that you need at thebottom of the page

Why youneed to

Know this

How you

use thisfeature

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5. PAGE SETUP- TAB SHEET

This function has the following features-

Print area- This feature allows you to set the print area.

Repeat rows/columns- This feature allows you to repeat the row or thecolumn required on each page

Print: This feature allows you to print with or without gridlines

Page order: This feature allows you to set the page order that you wantin the printout Down, then over or Over, then down

Select File- Page Setup- tab Sheet

Select Print area

Select the rows/columns required on each pages

Select Page order

Why youneed to

know this

How you

use this

feature

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Edit Functions

Tips for Editing

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Saves you lots of time

Retyping formulas

Converting formulas into values Reformatting cells

Transposing cells (i.e., convert row-entered data blocksinto column-entered ones)

Convert the Rounded Avg Sale/

Ticket calculations into values (i.e.,get rid of the formulas)

Copy and paste the entire datasetinto a new spreadsheet intransposed manner

Copy the cells of interest

Place the cursor where you want to past the information Select Edit : Paste Special from the menu bar

Select the appropriate options from the dialog box thatappears

6. PASTE SPECIAL COMMAND

Exercise

How you

use thisfeature

Why you

need toknow this

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7. PASTE SPECIAL TRANSPOSE

This function allows you to get the data in a particular format

To convert the data from vertical to horizontal format

To convert the data from horizontal to vertical format

Copy the data

Place the cursor in the cell where you want the transposed data

Select Edit- Paste Special

Select Transpose

Why you

need toknow this

How you

use this

feature

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8. REPLACEThis feature allows you to replace one set of data with another set of

data in selected area, worksheet or the entire workbook. For

example, you want to replace the As with Gs

Select the entire data area where you want to affect thereplacement

Select Edit-Replace

In Find tab, give the data that you want to replace

In Replace tab, give the data that you want to replace with

Suppose, you want to replace in the entire workbook, go to options& select workbook in the within drop down menu

Also, select Match case/ match entire contents appropriately

Why you

need to

Know this

How you

use this

feature

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View Functions

Managing Views & Toolbars

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9. FORMULA BAR

This function allows you to view the formulas and edit them

Select View-Formula Bar

Why you

need toknow this

How you

use this

feature

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How many icons on the tool bar to you use regularly?

How often do you have to use the menu bar or mouse todo something you wish were accessible with a singleclick?

Select View: Toolbars: Customize

Click on the Commands tab

Drag items on and off the toolbar as you wish

10. CUSTOMIZE TOOL BARS

Right click toolbar area

Select Customize

Select Commands tabin Customize dialog box

From appropriate

Drag button to locationon toolbar

OR

Why you

need toknow this

How you

use this

feature

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Auto filter off show all

Paste values Select visible cells

Save as

Show comment (toggles it)

Set print area

Page setup

Merge cells

Auto filter

Other favorites ...

Why you

need toknow this

Exercise

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Insert Functions

Simplifying Inserting

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Allows specific cells or cell ranges to be referred toby name

Allows you to write equations such as =Quantity*Cost instead of =\$B\$12*\$C\$4

Useful for repetitive terms such as NPV, sales

Select the cell or cell range

Select Insert : Name : Define from the menubar

Define cells A2:A10 as Sales

Produce the same numbers in cells A2:A10

Attempt the same from cell A1:A9

12. NAME CELLS/RANGES

Why you

need toknow this

How you

use this

feature

Exercise

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Conditional comparisons are used in virtually all spreadsheets

Knowing how to use IF in a nested manner and in combinationwith other functions will save hours of time

IF(Comparison,TrueAction,FalseAction)IF(Comparison,TrueAction,) ==> Cell shows 0 if condition is

false

IF(Comparison,TrueAction,) ==> Cell shows blank if conditionis false

Create a Mumbai variable

1 if the store is in Mumbai

0 if the store is in other places

13. IF FUNCTION

Why you

need toknow this

How youuse this

feature

Exercise

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14. IS ERROR FUNCTION

This function allows you to check whether the value is an error and

returns true or false

Say you want to find percentage increase in sales for the current yearcompared to the previous year. In that case, ISERROR function is used

as:=IF(ISERROR((current year/previous year-1)),n.a,(currentyear/previous year-1))

Why you

need toknow this

How you

use this

feature

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Used with the IF function to enable more complicatedlogical comparisons

AND Comparison 1,Comparison2,Comparison3,)

OR Comparison 1,Comparison2,Comparison3,)

15. AND AND OR FUNCTIONS

Why you

need toknow this

How you

use this

feature

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SUM is used in virtually all spreadsheets

SUMIF can save lots of time in most spreadsheets if you knowhow to use the function

SUM(Range1,Range2,Value1,)

SUMIF(Range, Comparison, Sum Range)

If a Sum Range IS NOT specified, SUMIF sums the cells meetingthe comparison criteria in the specified Range

If a Sum Range IS specified, SUMIF sums the cells in Sum Rangewhere the corresponding cells in Range meets the comparisoncriteria

NOTE: The signs must be used for the comparison value

Calculate the total store spacefor stores larger than 50 branches

Calculate the total daily sales forall stores larger than 50 branches

16. SUM AND SUMIF FUNCTIONS

Why you

need toknow this

How youuse this

feature

Exercise

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CONFIDENTIALCO

Want to add lines with subtotals in your P&L or balancesheet, but still need to run the total over all numbers? Dontwant to get confused with nested subtotals and totals in

you need a subtotal or total.

You may nest this function as you like. Excel keeps trackof everything

Create a simple column with various numbers

Add various subtotals running over various parts of yourspreadsheet and finally over the whole column

17. SUBTOTALS AND TOTALS

Why you

need toknow this

How you

use this

feature

Exercise

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If you need to multiply two column and need the sum of

the multiplication, sum product comes easy.

Insert =sumproduct(range1,range2)

Multiply two columns or rows and get the sum of it

18. SUMPRODUCT FUNCTION

Why you

need toknow this

How you

use this

feature

Exercise

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Of course you can create your own discounting table and

then calculate the NPV of your cash flow series or just use theNPV function

Insert =NPV(discount rate, cash flow numbers,...)

The discount rate is in percent

The cash flow numbers are either an array or individualnumbers in individual cells

Attention: The first cash flow number is in period 1, e.g.the end of the period. If you have for example an initialinvestment in period 0, just type =NPV()+period 0 payment

Create a list of random cash flows and calculate the NPVwith the NPV function

19. NPV FUNCTION

Why you

need toknow this

How youuse this

feature

Exercise

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Prevents you from wasting time counting items

manually or creating dummy variables to count suchitems

COUNT(Range1,Range2,Value1,...) ==> count the number ofcells containing numbers

COUNTA(Range1,Range2,Value1,...) ==> count the number ofnon-empty cells

COUNTBLANK(Range) ==> count the number of empty cells inthe range

COUNTIF (Range, Criteria) ==> count the number of cells inthe Range containing the Criteria. NOTE: The signs must beused for the Criteria value

Calculate the number of KFC stores in the dataset

20. COUNT FUNCTIONS

Why you

need toknow this

How you

use this

feature

Exercise

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Many situations exist when you need to have exactnumbers instead of various fractions in your calculations

(e.g., there cannot be 536.235 bank branches)

ROUND(Number,Digits) ==> Round the number (orcell) to the specified number of digits

If Digit = 0, then Number is rounded to nearestinteger

If Digit > 0, then Number is rounded to the specifiednumber of decimal places

If Digit < 0, then Number is rounded to the specifiednumber of digits left of the decimal place

ROUNDDOWN(Number,Digits) and

ROUNDUP(Number,Digits) work the same way as ROUND,but the direction of rounding is specified by the function

Calculate a rounded Avg Sale/Ticket variable,rounding to the nearest 10 Won

21. ROUND, ROUNDUP ANDROUNDDOWN FUNCTIONS

Why you

need toknow this

How youuse this

feature

Exercise

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22. VLOOKUP FUNCTION

This feature allows you to look for a value in the leftmost column of

a table and then returns a value in the same row from a column youspecify.

Enter data in a sheet.

Give some values corresponding to those data.

Write the formula as =vlookup(particular cell for which you wantto find value, select the datas from which you want to get that value,

give the column number which contains the value,0)

Note: \$ sign is used to fix up the cell of a particular row/columnanchoring).

Why you

need toknow this

How you

use this

feature

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23. HLOOKUP FUNCTION

This feature allows you to look up for a value in the top row of a

table or array of values and returns the value in the same columnfrom a row you specify.

Enter data

Write the formula as

=hlookup(the particular cell for which you require the value, selectall the cells which contain that value, give the column numberwhich has that value,0)

Note:\$ sign is used to fix up the cell of a particular row/columnanchoring)

Why you

need to

know this

How you

use this

feature

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What do you do if you do not know what functions

are available or how to enter the arguments for afunction?

Select the cell

Select Insert : Function from the menu bar

Calculate the median daily ticket count for all thestores

24. INSERT FUNCTION

Why you

need to

know this

How you

use this

feature

Exercise

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25. INSERT- DEFINE

This function allows you in naming a particular cell so that each

time you can use that name in different sheets and get the sameresult

Select Insert- Name- Define

Give a specific name to the desired cell

Use that name in all the required worksheets

Why you

need toknow this

How you

use this

feature

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Format Functions

Managing Multiple Pages

CONFIDENTIALCONFIDENTIAL

26 FORMAT CELLS NUMBER AND

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26. FORMAT CELLS- NUMBER ANDALIGNMENT

This function allows you to format the worksheet. Adventity standard

format is to set numbers upto 0 decimal place and the percentages upto 1decimal place in absence of client specifications.

Select Format-Cells

Select numbers

Put the Decimal places equal to zero

Use 1000 separator

Select percentage

Put the Decimal places equal to one

A Date format is also available

Why you

need toknow this

How you

use this

feature

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27. FORMAT CELLS- BORDER

This function allows you to set the border, line and color of

a particular cell or the entire worksheet

Select Format-cells-tab border

Select presets, border, line and color

Why you

need to

know this

How you

use this

feature

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28. FORMAT- ROW

This function allows you to hide a particular row, unhide the rowor change the height of the row.

Select Format- Row Select Hide/ Unhide/Height

Why you

need toknow this

How you

use thisfeature

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Sometimes you would to color the output of cells in different

colors, e.g. negative numbers in red, positive numbers in black, oradd a frame, etc.

Mark the relevant fields and select Format: ConditionalFormatting

Select the criteria for the format and adjust the format. Youcan actually change the font, the border and the color

Format a cell tobe in red font, withblue background fornegative numbersand in bold font withthick border, if thevalue is above 10

29. CONDITIONAL FORMATTING

Why you

need toknow this

How you

use thisfeature

Exercise

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Tool Functions

Managing Multiple Pages

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Quickly find the cells referenced by a formula and/or

quickly find which cells reference a particular cell ofinterest

Select View : Toolbars : Customize from the menubar. Check the Auditing box from the Toolbars tab

Click on the cell of interest

Select the Trace Precedents or Trace Dependentsicon from the Auditing Toolbar

Find the cells that references the Daily Ticket Countfor the Shoppers Stop store

30. AUDITING FEATURES

Why you

need toknow this

How you

use thisfeature

Exercise

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31. TRACK CHANGES

This feature allows you to keep track of the changes while

editing

Select Tools-track changes-highlight changes

Click on track changes while editing

Select when, where and by whom you want to track changes

Click ok

Why you

need toknow this

How you

use thisfeature

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32 PROTECTING CELLS AND

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Sometimes you want to give your Excel file to someone else

and prevent them from changing the formulas for seeing somehidden cells

Protecting a spreadsheet or workbook involves two steps

Designating which cells to be locked or hidden

Note several weird peculiarities:

The default for all cells in a spreadsheet if LOCKED. So if youwant the receiver of your worksheet to change the content of acell, unlock the cell before protecting the spreadsheet

The formulas in a cell can be seen even if the spreadsheet islock -- UNLESS you hide that cell before protecting the spreadsheet

To lock/unlock and hide/unhide a cell, select the cell's) and

select Format : Cell. Select the Protection tab when the dialog boxappears

To protect/unprotect a spreadsheet, select Tools : Protection :Protect Sheet Protect the dataset spreadsheet

Allow the user to change

get the data

Lock and hide the formulas you entered

32. PROTECTING CELLS ANDWORKSHEETS

Why you

need to

know this

How you

use this

feature

Exercise

CONFIDENTIALCONFIDENTIAL

33 SWITCH OFF THE MICROSOFT

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Also find the Microsoft Actors more disturbing thanhelpful?

Always popping up at the wrong moment

Excel 97

Start the Windows Explorer

Go to the directory Program Files: Microsoft Office:Office: Actors

Rename the directory Actors to Dead Actors

Excel 2000

Go to Tools : Options : Edit and switch off Providefeedback with animation

Try to eliminate the Actors

33. SWITCH OFF THE MICROSOFTACTORS

Why you

need to

know this

How youuse this

feature

Exercise