Excel Web AppBy: T. Khawlah Al-Mutlaq

Introduction to Spreadsheets

A spreadsheet is an electronic file used to organize related data and perform calculations. Example- Microsoft Excel.

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Create Excel Workbook in OneDrive

Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Exploring the Excel Window

A worksheet is a single spreadsheet that contains formulas, values, text, and graphical representations of data. Each worksheet is identified by a sheet tabA workbook is a file containing related worksheets. By default, new workbooks have one worksheet.

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Exploring the Excel Window

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New sheet

sheet tab

Insert Function

Formula bar

Active Cell

Column Heading

Row Heading

sheet tab navigation buttons

Exploring the Excel Window

• Worksheet rows lie horizontally and are numbered from 1 to 1,048,576. • Worksheet columns lie vertically and are labeled from A to Z.

Successive groups of 26 columns are labeled AA to AZ, BA to BZ, etc.• A cell is the intersection of a row and column• A cell address or cell reference names a cell and it is made

up from the column letter and row number. Example Cell A3 • The active cell is the current cell.

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Entering Text

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Text is any combination of letters, numbers, symbols, and spaces not used in calculations.

Entering Values

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345678

A B C D

CategoryRebate

RateAmount

SpentRebate Amount

Gasoline 3% 1,575.80$ Restaurants 3% 1,054.75$ Travel 2% 450.95$ Everything Else 1% 2,584.32$

Totals

Potential Rebate

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Values are numbers that represent a quantity or a measurable amount.

Entering DATES

You can enter dates and times in a variety of formats in cells, such as 9/1/2016; 9/1/16; September 1, 2016; or 1-Sep-16. You can also enter times, such as 1:30 PM or 13:30.

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The default workbook name Book1 does not describe the contents of the workbook. You should rename workbook title to reflect the book contents. To rename a workbook, do the following:

• Double-click workbook title, type the new name, and then press Enter.

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Rename a Workbook

• Double-click a sheet tab, type the new name, and then press OK.

OR• Right-click the sheet tab, select Rename from the shortcut menu, type the new sheet name, and then press OK.

Rename a WorksheetThe default worksheet name Sheet1 does not describe

the contents of the worksheet. You should rename worksheet tabs to reflect the sheet contents. To rename a worksheet, do one of the following:

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Insert a WorksheetTo insert a new worksheet, do one of the following:• Click New sheet to the right of the last

worksheet tab.• Click the Insert arrow—either to the

right or below Insert—in the Cells group on the HOME tab and select Insert Sheet.• Right-click any sheet tab, select Insert

from the shortcut menu , click Worksheet in the Insert dialog box, and then click OK. 12

Delete a WorksheetTo delete a worksheet in a workbook, do one of the following:• Click the Delete arrow—either to

the right or below Delete—in the Cells group on the HOME tab and select Delete Sheet.• Right-click any sheet tab and

select Delete from the shortcut menu

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Hide and Unhide a WorksheetTo hide a worksheet in a workbook, do the following:• Right-Click the sheet tab and select

hide from the shortcut menu.

To unhide a worksheet in a workbook, do the following:1. Right-click any sheet tab and select

unhide from the shortcut menu 2. Then select the sheet you need to

unhide.

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Moving (Reorder) WorksheetsMoving a worksheet changes its order among sheet tabs.To move a worksheet:• Drag the sheet to its new location.

Or • Right-click the sheet tab you want to

move and select Reorder to display the dialog box.

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Inserting Rows and ColumnsTo insert a new column or row, do one of the following:• Click in the column or row for which you want

to insert a new column to the left or a new row above, respectively. Click the Insert arrow in the Cells group on the HOME tab and select Insert Sheet Columns or Insert Sheet Rows.

OR• Right-click the column (letter) or row

(number) heading for which you want to insert a new column to the left or a new row above, respectively, and select Insert from the shortcut menu.

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Deleting Rows and Columns

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To delete a column or row, do one of the following:• Click the column or row heading for the column or row you want to delete, then click Delete in the Cells group on the HOME tab. • Right-click the column letter or row number for the column or row you want to delete and select Delete from the shortcut menu.

Deleting cells

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To delete a cell or cells,• Select the cell(s), click the

Delete arrow in the Cells group, and then select Delete Cells to display the Delete dialog box, then Click the appropriate option to shift cells left or up and click OK.

Adjusting Column Width

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To widen a column to accommodate the longest label or value in a column, do one of the following:• Position the pointer on the vertical border

between the current column heading and the next column heading. When the pointer displays as a two-headed arrow, double click the border.

• Drag the vertical border to the left to decrease the column width or to the right to increase the column width.

Adjusting Row Height• You can adjust the row

height in a way similar to how you change column width by double-clicking the border between row numbers

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Selecting a Cell Range

A range is a group of adjacent or contiguous cell. Two cell addresses separated by a colon ( : ) represents a range. Example: C3:D7To select a range, drag from the upper left cell to the lower right cell.

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Selecting a Cell Range

Following are the methods you can use to select ranges and an entire column or row:• To select a range: Drag until you select the entire range

OR select the first cell then press and hold shift then click the last cell in the range.• To select an entire column OR a row: Click on the column

or row heading.

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Moving a Range To move a range, do the following:1. Select the range.2. Use the Cut command to move the range. After you

click on the Cut, select destination and choose Paste.

NoteThe shortcut key combination for cutting is Ctrl + X and pasting is Ctrl + V.

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Copying a Range

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To copy a range, do the following:1. Select the range.2. Use the Copy command to copy the contents.3. After you copy it, select destination and choose

Paste.4. The original range has the moving dashed border. To

turn off the moving dashed border around the originally selected range, press Esc button.

NoteThe shortcut key combination for copying is Ctrl + C and for Paste is Ctrl + V.

FormattingThe following figure shows different formatting options such as wrap text, merge, applying alignment options, borders and fill color.

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Wrap Text

Vertical alignment

Horizontal alignment

Main title merged and centered over columns

Merge & Center

Fill color applied to cells

Boarder surrounding a range

Merge and center labelsA range of cells can be merged together to become one cell.• To merge cells , Select the range of cells across which

you want to merge and click Merge & Center in the Alignment group on the Home tab.• To unmerge cells (split the merged cell back into its

original multiple cells), click the merged cell and click Merge & Center.

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WRAP TEXT

WRAP TEXT : This button wraps extra long text into multiple lines so we can see all of it without changing the cell width.• To wrap the text, select the cell then click Wrap Text in

the Alignment group on the Home tab.

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Numeric Formats

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You should apply number formats based on the type of values in a cell, such as applying either the Accounting or Currency number format to monetary values.See Table 1.6 for common numeric formats such as General, Number, Currency, Accounting, Comma, Date, and Time.

Numeric Formats

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Numeric Formats

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To apply currency style

To apply percentage style

To apply 1000 separator (Comma style)

To Increase Decimal

To change the category of number format

To Decrease Decimal

Using Auto Fill

Auto Fill enables you to copy the contents of a cell or cell range to continue a series using the fill handle .

The fill handle is the small green square in the bottom right corner of an active cell

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Entering FormulasFormulas are combinations of cell addresses, math operations, values and/or functionsA formula begins with the equal sign (=)

Examples:=A1+A2=C2*5

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Mathematical Symbols

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Operation Common Symbol Symbol in ExcelAddition + +

Subtraction - -Multiplication X *

Division ÷ /Exponentiation ^ ^

The formula is displayed in the Formula Bar when the cell is selected.The following table shows what mathematical keys to use when entering formulas in Excel.

Example : =C4/D4

Cell References in FormulasIt is best to use cell addresses in formulas versus actual data

Example: If cell A1 contains the value 5 and you need to add B1 to this value, use =A1+B1 versus =5+B1

So, If the data changes, Excel will recalculate the result

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Function Basics

• An Excel function is a predefined formula that performs a calculation.• A function begins with the equal sign (=)

followed by the function name and arguments in parentheses.Example: =SUM(A1:A3)

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Basic Functions

• Common functions include:1) AVERAGE arithmetic mean2) MIN minimum value3) MAX maximum value4) COUNT number of values in range5) SUM calculates a total 6) IF logical function

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Insert FunctionTo display the Insert Function dialog box, click Insert Function (located before the Formula Bar) or click Insert Function on the Insert tab OR use the AutoSum to insert the Function needed.

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Click here to display function dialog box

Click here to display function dialog box

Insert FunctionFrom within the dialog box, select a function category, such as Most Recently Used, and select a function to display the syntax and a brief description of that function.

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Click to display a list of categories

Select a Function

Syntax and description of

selected function

The IF Function• It is a function that is used to test the values in a cell and return

one value if true and another if false.• The IF function has three arguments:• A condition that is tested to determine if it is either true or

false• The resulting value if the condition is true• The resulting value if the condition is false

=IF(logical_test, “value_if_true”, “value_if_false”)

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Designing the Logical Test

• The logical test is built from the logical operators.

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Error Meaning

#DIV/0! Trying to divide by 0

#NAME? Text in the formula is not recognized

#VALUE! The wrong type of operand or function argument is used

####### The column is not wide enough to display the content

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Excel Errors and Their meanings

Chart BasicsA chart is a visual representation of numeric data

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Chart Basics

Chart elements include:• Chart Title• Axis Titles• Legend• Data Labels• Data Table• Axes • Gridlines

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Choosing a Chart type

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Column ChartsA column chart displays data vertically, with each data series forming a column

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Column height indicates value

Chart area

Plot area

Value axis (Y axis)

Category axis (X axis)

Bar Chart

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Line Chart

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Pie Chart

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Changing the Chart Type

Using the Chart Tools contextual tab:• In Change Chart Type group• Select the desired chart type

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Chart elements

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Chart Titles and Legend

•A chart title is the label that describes the entire chart.•An axis title is a label that describes

either the category or value axis.•A legend is used to distinguish data

points in a pie chart or data series in a multiple series chart.

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To clear the format of the worksheet, do the following:• Select the range.• In the Editing group select Clear formats.To clear the content of the worksheet in the worksheet, do the following:• Select the range.• In the Editing group select Clear contents.To clear the entire worksheet, do the following:• Select the range.• in the Editing group select Clear all.

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Clearing in Worksheet

Data

Sorting: arranges data in a table.

Data can be sorted in one of the following:• Sort Ascending• Sort Descending 53