1

Microsoft Excel
(2007)
Complete Tutorial
With Picture

Arithmetic Operation
Statistics Formulas
Business Functions
Presentation with Graph

Designed by: Shakeel Armaan

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S.No Topic Page

Excel Tutorial 1
GETTING STARTED WITH EXCEL
01 Introducing Excel 07
02 Exploring Excel 08
03 Navigating a Worksheet 09
04 Planning a Workbook 09
05 Entering Text, Numbers, and Dates in Cells 10
06 Entering Multiple Lines of Text within a Cell 10
07 Changing Column Width and Row Height 10
08 Inserting a Column or Row 10
09 Deleting and Clearing a Row or Column 11
10 Working with Cells and Cell Ranges 11
11 Selecting Cell Ranges 11
12 Moving or Copying a Cell or Range 12
13 Inserting and Deleting a Cell Range 13
14 Entering a Formula 13
15 Copying and Pasting Formulas 14
16 Introducing Functions 15
17 Entering a Function 15
18 Entering Functions with AutoSum 15
19 Inserting and Deleting a Worksheet 16
20 Renaming a Worksheet 16
21 Moving and Copying a Worksheet 16
22 Editing Your Work 16
23 Using Find and Replace 17
24 Using the Spelling Checker 17
25 Changing Worksheet Views 17
26 Working with Portrait and Landscape Orientation 18
27 Printing the Workbook 18
28 Viewing and Printing Worksheet Formulas 18

Excel Tutorial 2
FORMATTING A WORKBOOK
29 Formatting Workbooks 20
30 Formatting Text 20
31 Working with Color 21
32 Formatting Text Selections 21
33 Setting a Background Image 21
34 Formatting Data 21
35 Formatting Dates and Times 22
36 Aligning Cell Content 22
37 Indenting Cell Content 23
38 Merging Cellst 23
39 Rotating Cell Content 23
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40 Adding Cell Borders 24
41 Working with the 24
Format Cells Dialog Box
42 Copying Formats 25
with the Format Painter
43 Copying Formats with the 25
Paste Options Button
44 Copying Formats with Paste Special 25
45 Applying Styles 26
46 Working with Themes 26
47 Applying a Table Style 26
to an Existing Table
48 Selecting Table Style Options 27
49 Introducing Conditional Formats 27
50 Adding Data Bars 28
51 Hiding Worksheet Data 28
52 Changing the Page Orientation 28
to Landscape
53 Defining the Print Area 28
54 Inserting Page Breaks 28
55 Setting and Removing Page Breaks 28
56 Adding Print Titles 29
57 Adding Headers and Footers 30

Excel Tutorial 3
WORKING WITH FORMULAS AND FUNCTIONS
58 Using Relative References 31
59 Using Absolute References 31
60 Using Mixed References 32
61 Entering Relative, Absolute, and Mixed References 32
62 Understanding Function Syntax 32
63 Inserting a Function 33
64 Typing a Function 34
65 Working with AutoFill 35
66 Using the AutoFill Options Button 35
67 Filling a Series 35
68 Creating a Series with AutoFill 36
69 Working with Logical Functions 36
70 Working with Date Functions 37
71 Working with Financial Functions 37
72 Using the PMT Function to Determine a Monthly Loan Payment 38
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Excel Tutorial 4
WORKING WITH CHARTS AND GRAPHICS
73 Creating Charts 39
74 Selecting a Data Source 40
75 Selecting a Chart Type 40
76 Moving and Resizing Charts 41
77 Selecting Chart Elements 41
78 Choosing a Chart Style and Layout 42
79 Working with the Chart Title and Legend 42
80 Formatting a Pie Chart 43
81 Setting the Pie Slice Colors 43
82 Working with 3D Options 44
83 Creating a Column Chart 44
84 Formatting Column Chart Elements 45
85 Formatting the Chart Axes 45
86 Formatting Chart Columns 46
87 Creating a Line Chart 46
88 Formatting Date Labels 47
89 Setting Label Units 48
90 Overlaying a Legend 48
91 Adding a Data Series 48
to an Existing Chart
92 Creating a Combination Chart 49
93 Inserting a Shape 50
94 Aligning and Grouping Shapes 50
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Excel Tutorial 1
Getting Started with Excel
Objectives
• Understand the use of spreadsheets and Excel
• Learn the parts of the Excel window
• Scroll through a worksheet and navigate between worksheets
• Create and save a workbook file
• Enter text, numbers, and dates into a worksheet
• Resize, insert, and remove columns and rows
• Select and move cell ranges
• Insert formulas and functions
• Insert, delete, move, and rename worksheets
• Work with editing tools
• Preview and print a workbook
Introducing Excel
• Microsoft Office Excel 2007 (or Excel) is a computer program used to enter, analyze, and
present quantitative data
• A spreadsheet is a collection of text and numbers laid out in a rectangular grid.

Often used in business for budgeting, inventory management, and decision making
• What-if analysis lets you change one or more values in a spreadsheet and then assess the effect
those changes have on the calculated values
Introducing Excel
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Exploring Excel

Exploring Excel
Description of the Excel window elements
Feature Description
Office Button A button that provides access to work book-level features and program settings
Quick Access A collection of buttons that provide one-click access to commonly used
Toolbar commands, such as Save, Undo and Repeat
Title bar A bar that displays the name of the active workbook and the Excel program
name
Ribbon The main set of commands organized by task into tabs and groups
Column headings The letters that appear along the top of the worksheet window to identify the
different columns in the worksheet
Workbook window A window that displays an Excel workbook
Vertical scroll bar A scroll bar used to scroll vertically through the workbook window
Horizontal scroll A scroll bar used to scroll horizontally through the workbook window
bar
Zoom controls Controls for magnifying and shrinking the content displayed in the active
workbook window
View shortcuts Buttons used to change how the worksheet content is displayed – Normal,
Page Layout, or Page Brea Preview view
Sheet tabs Tabs that display the names of the worksheets in the workbook
Sheet tab scrolling Buttons to scroll the list of sheet tabs in the workbook
buttons
Row headings The numbers that appear along the left of the worksheet window to identify
the different rows in the worksheet
Select All button A button used to select all of the cells in the active worksheet
Active Cell The cell currently selected in the active worksheet
Name box A box that displays the cell reference of the active cell
Formula bar A bar that displays the value or formula entered in the active cell
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Navigating a Worksheet
• Excel provides several ways to navigate a worksheet
Excel navigation keys
Press To move the active cell
↑,↓,←,→ Up, down, left or right one cell
Home To column A of the current row
Ctrl+Home To cell A1
Ctrl+End To the last cell in the worksheet that contains data
Enter Down on row or to the start of the next row of data
Shift+Enter Up one row
Tab One column to the right
Shift+Tab One column to the left
Page Up, Page Down Up or down the screen
Ctrl+Page Up, Ctrl+Page Down To the previous or next sheet in the workbook

Planning a Workbook
• Before you begin to enter data into a workbook, you should develop a plan

Planning analysis sheet
Planning Analysis Sheet

Planning Analysis Sheet

Auther : Amanda Dunn
Date : 01/02/2010
What problems do I want to solve?
• I need to have contact information for each RipCity Digital customer.
• I need to track how many DVDs I create for my customers.
• I need to record how much I charge my customers for my service.
• I need to determine how much revenue RipCity Digital is generating.
What data do I need?
• Each customer’s name and contact information
• The date each customer order was placed
• The number of DVDs created for each customer
• The cost of creating each DVD
What calculations do I need to enter?
• The total change for each order
• The total number of DVDs I create for all orders
• The total revenue generated from all orders
What from should may solutions take?
• The customer orders should be placed in a grid with each now containing
data on a different on a different customer
• Information about each customer should be placed in separate columns.
• The last column should contain the total charge for each customer.
• The last now should contain the total number of DVDs created and the total
revenue from all customer orders.
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Entering Text, Numbers, and Dates in Cells

• The formula bar displays the content of the active cell
• Text data is a combination of letters, numbers, and some symbols
• Number data is any numerical value that can be used in a mathematical calculation
• Date and time data are commonly recognized formats for date and time values

Entering Multiple Lines of Text within a Cell

• Click the cell in which you want to enter the text
• Type the first line of text
• For each additional line of text, press the Alt+Enter keys (that is, hold down the Alt key as you
press the Enter key), and then type the text

Changing Column Width and Row Height

• A pixel is a single point on a computer monitor or printout
• The default column width is 8.38 standard-sized characters
• Row heights are expressed in points or pixels, where a point is 1⁄72 of an inch
• Autofitting eliminates any empty space by matching the column to the width of its longest cell
entry or the row to the height of its tallest cell entry

Changing the Column Width and Row Height

• Drag the right border of the column heading left to decrease the column width or right to
increase the column width
• Drag the bottom border of the row heading up to decrease the row height or down to increase
the row height
Or
• Double-click the right border of a column heading or the bottom border of a row heading to
AutoFit the column or row to the cell contents (or select one or more columns or rows, click the
Home tab on the Ribbon, click the Format button in the Cells group, and then click AutoFit
Column Width or AutoFit Row Height)
Or
• Select one or more columns or rows
• Click the Home tab on the Ribbon, click the Format button in the Cells group, and then click
Column Width or Row Height
• Enter the column width or row height you want, and then click the OK button

Inserting a Column or Row

• Select the column(s) or row(s) where you want to insert the new column(s) or row(s); Excel will
insert the same number of columns or rows as you select
• In the Cells group on the Home tab, click the Insert button (or right-click a column or row
heading or selected column and row headings, and then click Insert on the shortcut menu)
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Inserting a Column or Row

Deleting and Clearing a Row or Column

• Clearing data from a worksheet removes the data but leaves the blank cells
• Deleting data from the worksheet removes both the data and the cells

Working with Cells and Cell Ranges

• A group of cells is called a cell range or range
• An adjacent range is a single rectangular block of cells
• A nonadjacent range consists of two or more distinct adjacent ranges
• A range reference indicates the location and size of a cell range

Selecting Cell Ranges

To select an adjacent range:
• Click the cell in the upper-left corner of the adjacent range, drag the pointer to the cell in the
lower-right corner of the adjacent range, and then release the mouse button
or
• Click the cell in the upper-left corner of the adjacent range, press the Shift key as you click the
cell in the lower-right corner of the adjacent range, and then release the Shift key
To select a nonadjacent range of cells:
• Select a cell or an adjacent range, press the Ctrl key as you select each additional cell or adjacent
range, and then release the Ctrl key
To select all the cells in a worksheet:
• Click the Select All button located at the intersection of the row and column headings (or press
the Ctrl+A keys)
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Selecting Cell Ranges

Moving or Copying a Cell or Range

• Select the cell or range you want to move or copy
• Move the mouse pointer over the border of the selection until the pointer changes shape
• To move the range, click the border and drag the selection to a new location (or, to copy the
range, hold down the Ctrl key and drag the selection to a new location)
Or
• Select the cell or range you want to move or copy
• In the Clipboard group on the Home tab, click the Cut button or the Copy button (or right-click
the selection, and then click Cut or Copy on the shortcut menu)
• Select the cell or upper-left cell of the range where you want to move or copy the content
• In the Clipboard group, click the Paste button (or right-click the selection, and then click Paste on
the shortcut menu)
Moving or Copying a Cell or Range
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Inserting and Deleting a Cell Range

Inserting or Deleting a Cell Range

• Select a range that matches the range you want to insert or delete
• In the Cells group on the Home tab, click the Insert button or the Delete button
or
• Select the range that matches the range you want to insert or delete
• In the Cells group, click the Insert button arrow and then click the Insert Cells button or click the
Delete button arrow and then click the Delete Cells command (or right-click the selected range,
and then click Insert or Delete on the shortcut menu)
• Click the option button for the direction in which you want to shift the cells, columns, or rows
• Click the OK button

Entering a Formula
• A formula is an expression that returns a value
• A formula is written using operators that combine different values, returning a single value that
is then displayed in the cell

The most commonly used operators are arithmetic operators
• The order of precedence is a set of predefined rules used to determine the sequence in which
operators are applied in a calculation

Entering a Formula
Arithmetic operators
Operation Arithmetic Example Description
Operator
Addition + =10+A1 Adds 10 to the value in cell A1
=B1+B2+B3 Adds the values in cells B1, B2 and B3
Subtraction - =C9+B2 Subtracts the value in cell B2 from the value in cell C9
=1-D2 Subtracts the value in cell D2 from 1
Multiplication * =C9*B9 Multiplies the values in cells C9 and B9
=E5*0.06 Multiplies the value in cell E5 by 0.06
Division / C9/B9 Divides the value in cell C9 by the value in cell B9
=D15/12 Divides the value in cell D15 by 12
Exponentiation ^ =B5^3 Raises the value of cell B5 to the third power
=3^B5 Raises 3 to the value in cell B5

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Entering a Formula
Order of precedence rules
Formula (A1=50, B1=10, C1=5) Order of Precedence Rule Result
=A1+B1*C1 Multiplication before addition 100
=(A1+B1)*C1 Expression inside parentheses executed before 300
expression outside
=A1/B1-C1 Division before subtraction 0
=A1/(B1=C1) Expression inside parentheses executed before 10
expression outside
=A1/B1*C1 Two operators at same precedence level, leftmost 25
operator evaluated first
=A1/(B1*C1) Expression inside parentheses executed before 1
expression outside

Entering a Formula
• Click the cell in which you want the formula results to appear
• Type = and an expression that calculates a value using cell references and arithmetic operators
Press the Enter key or press the Tab key to complete the formula

Entering a Formula

Copying and Pasting Formulas

• With formulas, however, Excel adjusts the formula’s cell references to reflect the new location of
the formula in the worksheet
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Introducing Functions
• A function is a named operation that returns a value
• For example, to add the values in the range A1:A10, you could enter the following long formula:
=A1+A2+A3+A4+A5+A6+A7+A8+A9+A10
Or, you could use the SUM function to accomplish the same thing:
=SUM(A1:A10)
Entering a Function

Entering Functions with AutoSum

• The AutoSum button quickly inserts Excel functions that summarize all the values in a column or
row using a single statistic

Sum of the values in the column or row

Average value in the column or row

Total count of numeric values in the column or row

Minimum value in the column or row

Maximum value in the column or row

Entering Functions with AutoSum

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Inserting and Deleting a Worksheet

• To insert a new worksheet into the workbook, right-click a sheet tab, click Insert on the shortcut
menu, select a sheet type, and then click the OK button
• You can delete a worksheet from a workbook in two ways:

You can right-click the sheet tab of the worksheet you want to delete, and then click Delete
on the shortcut menu

You can also click the Delete button arrow in the Cells group on the Home tab, and then click
Delete Sheet
Renaming a Worksheet
• To rename a worksheet, you double-click the sheet tab to select the sheet name, type a new
name for the sheet, and then press the Enter key
• Sheet names cannot exceed 31 characters in length, including blank spaces
• The width of the sheet tab adjusts to the length of the name you enter

Moving and Copying a Worksheet

• You can change the placement of the worksheets in a workbook
• To reposition a worksheet, you click and drag the sheet tab to a new location relative to other
worksheets in the workbook
• To copy a worksheet, just press the Ctrl key as you drag and drop the sheet tab

Editing Your Work

• To edit the cell contents, you can work in editing mode
• You can enter editing mode in several ways:

double-clicking the cell

selecting the cell and pressing the F2 key

selecting the cell and clicking anywhere within the formula bar

Editing Your Work

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Using Find and Replace

• You can use the Find command to locate numbers and text in the workbook and the Replace
command to overwrite them

Using the Spelling Checker

• The spelling checker verifies the words in the active worksheet against the program’s dictionary

Changing Worksheet Views

• You can view a worksheet in three ways:

Normal view simply shows the contents of the worksheet

Page Layout view shows how the worksheet will appear on the page or pages sent to the
printer

Page Break Preview displays the location of the different page breaks within the worksheet

Changing Worksheet Views

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Changing Worksheet Views

Working with Portrait and Landscape Orientation

• In portrait orientation, the page is taller than it is wide
• In landscape orientation, the page is wider than it is tall
• By default, Excel displays pages in portrait orientation

Working with Portrait and Landscape Orientation

• To change the page orientation:

Click the Page Layout tab on the Ribbon

In the Page Setup group, click the Orientation button, and then click Landscape

The page orientation switches to landscape

Printing the Workbook

• You can print the contents of your workbook by using the Print command on the Office Button
• The Print command provides three options:

You can open the Print dialog box from which you can specify the printer settings, including
which printer to use, which worksheets to include in the printout, and the number of copies
to print

You can perform a Quick Print using the print options currently set in the Print dialog box

Finally, you can preview the workbook before you send it to the printer

Viewing and Printing Worksheet Formulas

• You can view the formulas in a workbook by switching to formula view, a view of the workbook
contents that displays formulas instead of the resulting values
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• To change the worksheet to formula view, press the Ctrl+` keys

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Scaling a printout reduces the width and the height of the printout to fit the number of pages
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you specify by shrinking the text size as needed

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Viewing and Printing Worksheet Formulas

Viewing and Printing Worksheet Formulas

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Excel Tutorial 2
Formatting a Workbook
Objectives
• Format text, numbers, and dates
• Change font colors and fill colors
• Merge a range into a single cell
• Apply a built-in cell style
• Select a different theme
• Apply a built-in table style
• Add conditional formats to tables with highlight rules and data bars
• Hide worksheet rows
• Insert print titles, set print areas, and insert page breaks
• Enter headers and footers

Formatting Workbooks
• Formatting is the process of changing a workbook’s appearance by defining the fonts, styles,
colors, and decorative features
• A theme is a collection of formatting that specifies the fonts, colors, and graphical effects used
throughout the workbook
• As you work, Live Preview shows the effects of formatting options on the workbook’s
appearance before you apply them

Formatting Text
• The appearance of text is determined by its typeface, which is the specific design used for the
characters
– Font
• Serif fonts
• Sans serif fonts
• Theme font
• Non-theme font
– Font Style
– Font Size
• Measured in points
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Working with Color

• Theme colors are the 12 colors that belong to the workbook’s theme
• Standard and custom colors
• Apply a color by selecting a cell or range of cells, clicking the Font Color or Fill Color button
arrow, and then selecting an appropriate color

Formatting Text Selections

• The Mini toolbar appears when you select text and contains buttons for commonly used text
formats

Setting a Background Image

• You can use a picture or image as the background for all the cells in a worksheet
• Click the Page Layout tab on the Ribbon
• Click the Background button
• Locate the background, and then click the Insert button

Formatting Data
• By default, values appear in the General number format, which, for the most part, displays
numbers exactly as you enter them
• The Number group on the Home tab has buttons for formatting the appearance of numbers
• Comma style button
• Decrease Decimal button
• Percent Style button
• Increase Decimal button
• Accounting Number Format button
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Formatting Data

Formatting Dates and Times

• Although dates and times in Excel appear as text, they are actually numbers that measure the
interval between the specified date and time and January 1, 1900 at 12:00 a.m.

Aligning Cell Content

• In addition to left and right alignments, you can change the vertical and horizontal alignments of
cell content to make a worksheet more readable
• Alignment buttons are located on the Home tab
Alignment buttons
Buttons Description
Aligns the cell content with the cell’s top edge

Vertically centers the cell content within the cell

Aligns the cell content with the cell’s bottom edge
Aligns the cell content with the cell’s left edge

Horizontally centers the cell content within the cell oks

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Aligns the cell content with the cell’s right edge ir.e
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Decreases the size of the indentation used in the cell /ta
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Increases the size of the indentation used in the cell oo
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Rotates the cell content to an angle within the cell .fa
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Forces the cell text to wrap within the cell borders

Merges the selected cells into a single cell

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Indenting Cell Content

• You increase the indentation by roughly one character each time you click the Increase Indent
button in the Alignment group on the Home tab

Merging Cells
• One way to align text over several columns or rows is to merge, or combine, several cells into
one cell

Rotating Cell Content

• To save space or to provide visual interest to a worksheet, you can rotate the cell contents so
that they appear at any angle or orientation
• Select the range
• In the Alignment group, click the Orientation button and choose a proper rotation

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Rotating Cell Content

Adding Cell Borders

• You can add borders to the left, top, right, or bottom of a cell or range, around an entire cell, or
around the outside edges of a range using the Border button arrow

Working with the

Format Cells Dialog Box
• The Format Cells dialog box has six tabs, each
each focusing on a different set of formatting options
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Copying Formats
with the Format Painter
• The Format Painter copies the formatting from one cell or range to another cell or range,
without duplicating any of the data
• Select the range containing the format you wish to copy
• Click the Format Painter button on the Home tab
• Click the cell to which you want to apply the format

Copying Formats with the

Paste Options Button

Copying Formats with Paste Special

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Applying Styles
• A style is a collection of formatting
• Select the cell or range to which you want to apply a style
• In the Styles group on the Home tab, click the Cell Styles button
• Point to each style in the Cell Styles gallery to see a Live Preview of that style on the selected cell
or range
• Click the style you want to apply to the selected cell or range

Applying Styles

Working with Themes

• The appearance of these fonts, colors, and cell styles depends on the workbook’s current theme

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Applying a Table Style

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• You can treat a range of data as a distinct object in a worksheet known as an Excel table
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• Select the range to which you want to apply the table style
• In the Styles group on the Home tab, click the Format as Table button
• Click a table style in the Table Style gallery
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Applying a Table Style

to an Existing Table

Selecting Table Style Options

• After you apply a table style, you can choose which table elements you want included in the
style

Introducing Conditional Formats

• A conditional format applies formatting only when a cell’s value meets a specified condition
• Select the range or ranges to which you want to add data bars.
• In the Styles group on the Home tab, click the Conditional Formatting button, point to Data Bars,
and then click a data bar color
Or
• Select the range in which you want to highlight cells that match a specified rule
• In the Styles group, click the Conditional Formatting button, point to Highlight Cells Rules or
Top/Bottom Rules, and then click the appropriate rule
• Select the appropriate options in the dialog box, and then click the OK button
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Adding Data Bars

• A data bar is a horizontal bar added to the background of a cell to provide a visual indicator of
the cell’s value
• Select the cell(s)
• In the Styles group on the Home tab, click the Conditional Formatting button, point to Data
Bars, and then click the DataBar option you wish to apply

Adding Data Bars

Hiding Worksheet Data

• Hiding rows, columns, and worksheets is an excellent way to conceal extraneous or distracting
information
• In the Cells group on the Home tab, click the Format button, point to Hide & Unhide, and then
click your desired option
Changing the Page Orientation
to Landscape
• Click the Page Layout tab on the Ribbon
• In the Page Setup group, click the Orientation button, and then click Landscape

Defining the Print Area

• By default, all parts of the active worksheet containing text, formulas, or values are printed
• You can select the cells you want to print, and then define them as a print area
• Select the range, in the Page Setup group on the Page Layout tab, click the Print Area button,
and then click Set Print Area

Inserting Page Breaks

• Excel prints as much as fits on a page and then inserts a page break to continue printing the
remaining worksheet content on the next page
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• Manual page breaks specify exactly where the page breaks occur
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Setting and Removing Page Breaks

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To set a page break:

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• Select the first cell below the row where you want to insert a page break
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• In the Page Setup group on the Page Layout tab, click the Breaks button, and then click Insert
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Page Break
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To remove a page break:

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• Select any cell below or to the right of the page break you want to remove
• In the Page Setup group on the Page Layout tab, click the Breaks button, and then click Remove
Page Break (or click Reset All Page Breaks to remove all the page breaks from the worksheet)
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Setting and Removing Page Breaks

Adding Print Titles

• You can repeat information, such as the company name, by specifying which rows or columns in
the worksheet act as print titles, information that prints on each page
• In the Page Setup group on the Page Layout tab, click the Print Titles button
• Click the Rows to repeat at top box, move your pointer over the worksheet, and then select the
range
• Click the OK button

Adding Print Titles

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Adding Headers and Footers

• A header is the text printed in the top margin of each page
• A footer is the text printed in the bottom margin of each page
• Scroll to the top of the worksheet, and then click the left section of the header directly above cell
A1 to display the Header & Footer Tools contextual tab

Adding Headers and Footers

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Excel Tutorial 3
Working with Formulas and Functions
Objectives
• Copy formulas
• Build formulas containing relative, absolute, and mixed references
• Review function syntax
• Insert a function with the Insert Function dialog box
• Search for a function
• Type a function directly in a cell
• Use AutoFill to fill in a formula and complete a series
• Enter the IF logical function
• Insert the date with the TODAY function
• Calculate monthly mortgage payments with the PMT financial function

Using Relative References

Using Absolute References

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Using Mixed References

Entering Relative, Absolute, and Mixed References

• To enter a relative reference, type the cell reference as it appears in the worksheet. For
example, enter B2 for cell B2
• To enter an absolute reference, type $ (a dollar sign) before both the row and column
references. For example, enter $B$2
• To enter a mixed reference, type $ before either the row or column reference. For example,
enter $B2 or B$2
or
• Select the cell reference you want to change
• Press the F4 key to cycle the reference from relative to absolute to mixed and then back to
relative
Understanding Function Syntax
• Every function has to follow a set of rules, or syntax, which specifies how the function should be
written
-- Arguments
Categories of Excel Functions
Category Contains functions that
Cube Retrieve data from multidimensional databases involving online analytical
processing or OLAP
Database Retrieve and analyze data stored in databases
Date & Time Analyze or create date and time values and time intervals
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Engineering Analyze engineering problems

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Financial Have financial applications

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Information Return information about the format, location, or contents of worksheet cells
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Logical Return logical (true-false) values

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Lookup & Look up and return data matching a set of specified conditions from a range
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Math & Trig Have math and trigonometry applications

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Statistical Provide statistical analyses of a set of data

Text Return text values or evaluate text
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Understanding Function Syntax

Math, Trig and Statistical functions
Function Category Description
AVERAGE(number1[,number2, Statistical Calculates the average of a collection of numbers,
number3, …]) where number1, number2 and so forth are either
numbers or cell references. Only number1 is
required. For more than one cell reference or to
enter numbers directly into the function, use the
optional arguments number2, number3 and so
forth.
COUNT (value1 [,value2, Statistical Counts how many cells in a range contain
value3, …]) numbers, where value1, value2, and so forth are
text, numbers, or cell references. Only value1 is
required. For more than one cell reference or to
enter numbers directly into the function, use the
optional arguments value2, value3, and so forth.
COUNTA(value1 [,value2, Statistical Counts how many cells are not empty in range
value3, …]) value1, value2 and so forth, or how many numbers
are listed within value1, value2, and so forth.
INT (number) Math & Trig Displays the integer portion of a number, number.
MAX (number1[,number2, Statistical Calculates the maximum value of collection of
number3, …]) numbers, where number1, number2, and so forth
are either numbers or cell references.
MEDIAN (number1[,number2, Statistical Calculates the median, or middle, value of a
number3, …]) collection of numbers, where number1, number2,
and so forth are either numbers or cell references.
MIN (number1[,number2, Statistical Calculates the minimum value of a collection of
number3, …]) numbers, where number1, number2, and so forth
are either numbers or cell references.
RAND () Math & Trig Returns a random number between 0 and 1.
ROUND (number, num_digits) Math & Trig Rounds a number to a specified number of digits,
where number is the number you want to round
and num_digits specifies how many digits to which
you want to round the number.
SUM (number1[,number2, Math & Trig Adds a collection of numbers, where number1,
number3, …]) number2, and so forth are either numbers or cell
references.

Inserting a Function
• Click the Formulas tab on the Ribbon
• To insert a function from a specific category, click the appropriate category button in the
Function Library group. To search for a function, click the Insert Function button in the Function
Library group, enter a description of the function, and then click the Go button
• Select the appropriate function from the list of functions
• Enter the argument values in the Function Arguments dialog box, and then click the OK button

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Inserting a Function

Inserting a Function

Typing a Function
• As you begin to type a function name within a formula, a list of functions that begin with the
letters you typed appears
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Working with AutoFill

• AutoFill copies content and formats from a cell or range into an adjacent cell or range
• Select the cell or range that contains the formula or formulas you want to copy
• Drag the fill handle in the direction you want to copy the formula(s) and then release the mouse
button
• To copy only the formats or only the formulas, click the AutoFill Options button and select the
appropriate option
Or
• Select the cell or range that contains the formula or formulas you want to copy
• In the Editing group on the Home tab, click the Fill button
• Select the appropriate fill direction and fill type (or click Series, enter the desired fill series
options, and then click the OK button)

Working with AutoFill

Using the AutoFill Options Button

• By default, AutoFill copies both the formulas and the formats of the original range to the
selected range
• You can specify what is copied by using the AutoFill Options button that appears after you
release the mouse button

Filling a Series
• AutoFill can also be used to create a series of numbers, dates, or text based on a pattern

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Filling a Series
AutoFill applied to different series
Type Initial Entry Extended Series
Values 1, 2, 3 4, 5, 6, ….
2, 4, 6 8, 10, 12, ….
Dates Times Jan Feb, Mar, Apr,….
January February, March, April, ….
15-Jan, 15-Feb 15-Mar, 15-Apr, 15-May, ….
12/30/2010 12/31/2010, 1/1/2011, 1/2/2011,
….
12/31/2010, 1/31/2011 2/28/2011, 3/31/2011, 4/30/2011,
….
Mon Tue, Wed, Thu, ….
Monday Tuesday, Wednesday, Thursday, ….
11:00 AM 12:00PM, 1:00PM, 2:00PM, ….
st
Patterned Text 1 period 2nd period, 3rd period, 4th period,
….
Region 1 Region 2, Region 3, Region 4, ….
Quarter 3 Quarter 4, Quarter 1, Quarter 2, ….
Qtr 3 Qtr4, Qtr1, Qtr2, ….

Creating a Series with AutoFill

• Enter the first few values of the series into a range
• Select the range, and then drag the fill handle of the selected range over the cells you want to fill
Or
• Enter the first few values of the series into a range
• Select the entire range into which you want to extend the series
• In the Editing group on the Home tab, click the Fill button, and then click Down, Right, Up, Left,
Series, or Justify to set the direction you want to extend the series

Working with Logical Functions

• A logical function is a function that works with values that are either true or false
• The IF function is a logical function that returns one value if the statement is true and returns a
different value if the statement is false
• IF(logical_test, value_if_true, [value_if_false])

Working with Logical Functions

• A comparison operator is a symbol that indicates the relationship between two values
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Comparison operators
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Operator Statement Tests Whether

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= A1 = B1 The value in cell A1 is equal to the value in cell B1

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> A1 > B1 The value in cell A1 is greater than the value in cell B1
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< A1 < B1 The value in cell A1 is less than the value in cell B1
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>= A1 >= B1 The value in cell A1 is greater than or equal to the value in cell
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B1
<= A1 <= B1 The value in cell A1 is less than or equal to the value in cell B1
<> A1 <> B1 The value in cell A1 is not equal to the value in cell B1
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Working with Logical Functions

• =IF(A1="YES", "DONE", "RESTART")
• =IF(A1="MAXIMUM", MAX(B1:B10), MIN(B1:B10))
• =IF(D33>0, $K$10, 0)
Working with Logical Functions

Working with Date Functions

Date Functions
Function Description
DATE (year, month, day) thee year,
Creates a date value for the date represented by th
month and day arguments
DAY (day) Extracts the day of the month from the date value
MONTH (date) Extracts the month number from the date value where
1=January, 2=February, and s forth
YEAR(date) Extracts the year number from the date value
WEEKDAY (date,[return_type]) Calculates the day of the week from the date value, where
1=Sunday, 2=Monday, and so forth; to choose a different
numbering scheme, set the optional return_type value to “1”
(1=Sunday, 2=Monday, …) “2” (1=Monday, 2=Tuesday, …), or
“3” (0=Monday, 1=Tuesday, …)
NOW ( ) Displays the current date and time
TODAY ( ) Displays the current date

Working with Financial Functions

Financial functions for loans and investments
Function Description
FV (rate, nper, pmt,[pv=0][type=0]) Returns
turns the future value of an investment, where rate is
the interest rate per period, nper is the total number of
periods, pmt is the payment in each period, pv is the
present value of the investment, and type indicates
whether payments should be made at the end of the
period (0) or the beginning of the period (1)
PMT (rate, nper, pv, [fv=0][type=0]) Calculates the payments required each period on a lloan
oan
or investment
IPMT (rate, per, nper, pv [fv=0][type=0]) Calculates the amount of a loan payment devoted to
paying the loan interest, where per is the number of the
payment period
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PPMT (rate, per, nper, pv [fv=0][type=0]) Calculates the amount of a loan payment
ment devoted to
paying off the principal of a loan, where per is the
number of the payment period
PV (rate, nper, pmt, [fv=0][type=0]) investmentt
Calculates the present value of a loan or investmen
based on periodic, constant payments
NPER (rate, pmt, pv, [fv=0][type=0]) Calculates the number of periods required to pay of offf a
loan or investment
RATE (nper, pmt, pv, [fv=0][type=0]) investmentt based
Calculates the interest rate of a loan or investmen
on periodic, constant payments

Using the PMT Function to Determine a Monthly Loan Payment

• For loan or investment calculations, you need to know the following information:

The annual interest rate

The payment period, or how often payments are due and interest is compounded

The length of the loan in terms of the number of payment periods

The amount being borrowed or invested
• PMT(rate, nper, pv, [fv=0] [type
type=0])

Using the PMT Function to Determine a Monthly Loan Payment

Using the PMT Function to Determine a Monthly Loan Payment

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Excel Tutorial 4
Working with Charts and Graphics
Objectives
• Create an embedded chart
• Work with chart titles and legends
• Create and format a pie chart
• Work with 3D charts
• Create and format a column chart
• Create and format a line chart
• Use custom formatting with chart axes
• Work with tick marks and scale values
• Create and format a combined chart
• Insert and format a graphic shape
• Create a chart sheet
Creating Charts
• A chart, or graph, is a visual representation of a set of data
• Select the data source with the range of data you want to chart
• In the Charts group on the Insert tab, click a chart type, and then click a chart subtype in the
Chart gallery
• In the Location group on the Chart Tools Design tab, click the Move Chart button to place the
chart in a chart sheet or embed it into a worksheet

Creating Charts

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Selecting a Data Source

• The data source is the range that contains the data you want to display in the chart

Data series

Series name

Series values

Category values

Selecting a Chart Type

Categories of Excel Chart types
Chart Type Description
Column Compares values from different categories. Values are indicated by the height of the
columns.
Line Compares values from different categories. Values are indicated by the height of the
line. Often used to show trends and changes over time.
Pie Compares relative values of different categories to the whole. Values are indicated
by the area of the pie slices.
Bar Compares values from different categories. Values are indicated by the length of the
bars.
Area Compares values from different categories. Similar to the line chart except that
areas under the lines contain a fill color.
XY (Scatter) Show the patterns or relationship between two or more sets of values. Often used in
scientific studies and statistical analyses.
Stock Displays stock market data, including the high, low, opening and closing prices of a
stock.
Surface Compares three sets of values in a three-dimensional chart.
Doughnut Compares relative values of different categories to the whole. Similar to the pie
chart except that it can display multiple sets of data.
Bubble Shows the patterns or relationship between two or more sets of values. Similar to
the XY (Scatter) chart except the size of the data marker is determined by a third
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Radar Compares a collection of values from several different data sets.

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Selecting a Chart Type

• Click the Insert tab on the Ribbon
• In the Charts group, click the Pie button

Moving and Resizing Charts

• By default, a chart is inserted as an embedded chart, which means the chart is placed in a
worksheet next to its data source
• You can also place a chart in a chart sheet
• In the Location group on the Chart Tools Design tab, click the Move Chart button

Selecting Chart Elements

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Choosing a Chart Style and Layout

Choosing a Chart Style and Layout

Pie chart layouts
Layout Name Pie Chart with
Chart title, labels and
Layout 1
percentages
Chart title, percentages and
Layout 2
legend above the pie

Layout 3 Legend below the pie

Layout 4 Label in pie slices

Layout 5 Chart title and labels in pie slices

Chart title, percentages and

Layout 6
legend to the right of the pie

Layout 7 Legend to the right of the pie

Working with the Chart Title and Legend

• Click the chart title to select it
• Type the chart title, and then press the Enter key
• Click the Chart Tools Layout tab on the Ribbon
In the Labels group, click the Legend button, and then click the desired legend position
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Working with the Chart Title and Legend

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Formatting a Pie Chart

• Click the chart to select it
• In the Labels group on the Chart Tools Layout tab, click the Data Labels button, and then click
More Data Label Options

Setting the Pie Slice Colors

• In pie charts with legends, it’s best to make the slice colors as distinct as possible to avoid
confusion
• Click the pie to select the entire data series, and then click the slice you wish to change
• Change the fill color

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Working with 3D Options

• To increase the 3D effect, you need to rotate the chart
• Click the Chart Tools Layout tab on the Ribbon, and then, in the Background group, click the 3-D
Rotation button

Creating a Column Chart

• A column chart displays values in different categories as columns; the height of each column is
based on its value
• The bar chart is a column chart turned on its side, so each bar length is based on its value

Creating a Column Chart

• Select the range
• Click the Insert tab on the Ribbon
• In the Charts group, click the Column button and then choose the chart subtype
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Formatting Column Chart Elements

• Click the Chart Tools Layout tab on the Ribbon

Formatting the Chart Axes

Click the Chart Tools Layout tab on the Ribbon

Formatting the Chart Axes

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Formatting Chart Columns

• Click any column in the Sector Weightings chart
• In the Current Selection group on the Chart Tools Layout tab, click Format Selection

Formatting Chart Columns

Creating a Line Chart

• Select the range
• Click the Insert tab on the Ribbon
• In the Charts group, click the Line button, and then click the Line chart
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Formatting Date Labels

• Click the Chart Tools Layout tab on the Ribbon
• In the Axes group, click the Axes button, point to Primary Horizontal Axis,, and then click More
Primary Horizontal Axis Options

Formatting Date Labels

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Setting Label Units

• In the Axes group on the Chart Tools Layout tab, click the Axes button, point to Primary Vertical
Axis, and then click More Primary Vertical Axis Options
• Click the Display units arrow and then make your selection

Setting Label Units

Overlaying a Legend
• In the Labels group on the Chart Tools Layout tab, click the Legend button, and then click More
Legend Options
• Click the Show the legend without overlapping the chart check box to remove the check mark

Adding a Data Series

to an Existing Chart
• Select the chart to which you want to add a data series
• In the Data group on the Chart Tools Design tab, click the Select Data button
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• Click the Add button in the Select Data Source dialog box
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• Select the range with the series name and series values you want for the new data series
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• Click the OK button in each dialog box

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Adding a Data Series

to an Existing Chart

Creating a Combination Chart

• Select a data series in an existing chart that you want to appear as another chart type
• In the Type group on the Chart Tools Design tab, click the Change Chart Type button, and then
click the chart type you want
• Click the OK button
Creating a Combination Chart

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Inserting a Shape
• Click the Insert tab on the Ribbon
• In the Illustrations group, click the Shapes button, and then choose the shape you want
• Draw the shape in your worksheet

Aligning and Grouping Shapes

• Hold down the Shift key and then click each shape to select it
• Click the Drawing Tools Format tab on the Ribbon
• In the Arrange group, click the Align button, and then click your alignment option
• To group several shapes into a single unit, select the shapes, and then click the Group button in
the Arrange group on the Drawing Tools Format tab

Aligning and Grouping Shapes

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*--------------------------------------*--------------------------------------*--------------------------------------*
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*--------------------------------------*--------------------------------------*--------------------------------------*

Designed by: Shakeel Armaan

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