CHAPTER 2

MICROSOFT EXCEL 2016

BY : PUAN NOOR AINI MOHARAD

 CHAPTER 2 : SPREADSHEET
A spreadsheet is a computer application for organization, analysis and storage of data in
tabular form. Spreadsheets were developed as computerized analogs of paper accounting
worksheets. The program operates on data entered in cells of a table.
Microsoft Excel, a popular spreadsheet program, refers to a single spreadsheet (more technically, a
two-dimensional matrix or array) as a worksheet, and it refers to a collection of worksheets as
a workbook.

WORKBOOK
A workbook is a file that contains one or more worksheets to help you organize data. You can
create a new workbook from a blank workbook or a template.

WORKSHEET
A worksheet is a collection of cells where you keep and manipulate the data. Each Excel
workbook can contain multiple worksheets.

INTERFACE WORKING AREA

MANIPULATE WORKSHEET IN BUSINESS USE
1. RENAME, INSERT AND DELETE WORKSHEET

INSERT WORKSHEET
To insert a new worksheet in front of an existing worksheet, select
that worksheet and then, on the Home tab, in the Cells group, click Insert, and then
click Insert Sheet.
You can also right-click the tab of an existing worksheet, and then click Insert.
You can also rclick + SIGN at the bottom of an existing worksheet

RENAME WORKSHEET
3 ways to rename a worksheet
• Double-click the sheet tab, and type the new name.
• Right-click the sheet tab, click Rename, and type the new name.
• Use the keyboard shortcut Alt+H > O > R, and type the new name.
 DELETE WORKSHEET
On the Home tab, in the Cells group, click the arrow next to Delete, and then click Delete
Sheet. Tip: You can also right-click the sheet tab of a worksheet or a sheet tab of any
selected worksheets that you want to delete, and then click Delete Sheet.

2. COPY AND MOVE WORKSHEET

Copy a worksheet in the same workbook
1. Right click on the worksheet tab and select Move or Copy.
2. Select the Create a copy checkbox.
3. Under Before sheet, select where you want to place the copy.
4. Select OK.
3. HIDE AND UNHIDE A WORKSHEET
Right-click any sheet tab and select Unhide… from the context menu. In
the Unhide box, select the hidden sheet you want to display and click OK (or double-
click the sheet name).

4. COPY A WORKSHEET TO NEW AND OTHER WORKBOOK

Click the sheet that you want to copy. On the Edit menu, click Sheet > Move or Copy
Sheet. On the To book menu, click the workbook that you want to copy the sheet to.
Tip: To create a new workbook that contains the moved sheet, click new book.
5. CHANGE WORKSHEET TAB COLOR

6. GROUP WORKSHEET
Press and hold down the Ctrl key, and click the worksheet tabs you want to group.
Tip: If you want to group consecutive worksheets, click the first worksheet tab in the
range, press and hold the Shift key, and click the last worksheet tab in the range.

7. HIDE AND UNHIDE ROWS AND COLUMNS

• Open Excel.
• Select the row(s) you wish to hide. ...
• Right-click anywhere in the selected row.
• Click "Hide."
• Highlight the row on either side of the row you wish to unhide.
 • Right-click anywhere within these selected rows.
• Click "Unhide."

8. FREEZE ROWS AND COLUMNS

To keep an area of a worksheet visible while you scroll to another area of the
worksheet.

Freeze the first column

Select View > Freeze Panes > Freeze First Column.

The faint line that appears between Column A and B shows that the
first column is frozen.
 Freeze the first two columns

1. Select the third column.

2. Select View > Freeze Panes > Freeze Panes.

Freeze columns and rows

1. Select the cell below the rows and to the right of the columns you
want to keep visible when you scroll.
2. Select View > Freeze Panes > Freeze Panes.

Unfreeze rows or columns

▪ On the View tab > Window > Unfreeze Panes.

9. SPLIT WINDOWS
Split a sheet into panes
1. Select below the row where you want the split, or the column to the right of
where you want the split.
2. On the View tab, in the Window group, click Split. To remove the split
panes, click Split again.
CONSTRUCT TABLE IN A WORKBOOK
Manipulate table
1. Format data as a table
a) Select the cells you want to format as a table. ...
b) From the Home tab, click the Format as Table command in the
Styles group.
c) Select a table style from the drop-down menu.
d) A dialog box will appear, confirming the selected cell range for
the table.
 2. Move between tables and ranges

Click anywhere in the table and then go to Table Tools > Design on the
Ribbon. In the Tools group, click Convert to Range. Right-click the table, then
in the shortcut menu, click Table > Convert to Range.
Note: Table features are no longer available after you convert
the table back to a range.

3. Modify tables

4. Define titles

2.1 MANIPULATE LIST OF DATA

Organize list to a table
i. Remove duplicates from a list
a. Using this data as a sample:

b. Click Data tab, Remove Duplicates. Excel automatically selects your cell
range. A window pops up and shows you a list of your columns with
checkmarks in front of all the column names.
c. You don’t get to pick which rows stay or go. Excel goes in order from top
to bottom, keeping the first occurrence and deleting any duplicate rows
that follow. Excel also doesn’t delete the full rows in your spreadsheet
when it removes duplicates. It deletes the cells in the row within the
selected data. Data outside your range is not affected. (So, if you had
 data in cells E1-E6, it wouldn’t be affected by the remove duplicates
process taking place in cells A1-C6.)
d. If you were to uncheck Columns C and A, but leave Column B selected,
Excel would remove ALL duplicates of Smith, which means you end up
with one entry: John Smith.
e. If you preselect cells and you choose “continue with that selection” when
the window pops up after you click Remove Duplicates, it will delete the
duplicate cells from what you have selected and may leave blank cells in
your data.

ii. Sort and filter data in a list

You can sort data by text (A to Z or Z to A), numbers (smallest to

largest or largest to smallest), and dates and times (oldest to
newest and newest to oldest) in one or more columns. You can
also sort by a custom list you create (such as Large, Medium, and
Small) or by format, including cell color, font color, or icon set.

If you have manually or conditionally formatted a range of cells or a

table column by cell color or font color, you can also sort by these
colors. You can also sort by an icon set that you created with
conditional formatting.
1. Select a cell in the column you want to sort.
2. On the Data tab, in the Sort & Filter group, click Sort.

3. In the Sort dialog box, under Column, in the Sort by box, select the
column that you want to sort.
4. Under Sort On, select Cell Color, Font Color, or Cell Icon.

5. Under Order, click the arrow next to the button and then, depending
on the type of format, select a cell color, font color, or cell icon.

Sort dates or times

1. Select a cell in the column you want to sort.

2. On the Data tab, in the Sort & Filter group, do one of the following:

▪ To sort from an earlier to a later date or time, click (Sort Oldest to Newest).

▪ To sort from a later to an earlier date or time, click (Sort Newest to Oldest).
iii. Adding subtotals to a list
To create a subtotal:
1. First, sort your worksheet by the data you want to subtotal. ...
2. Select the Data tab, then click the Subtotal command.
3. The Subtotal dialog box will appear. ...
4. Click the drop-down arrow for the Use function: field to select the
function you want to use.

iv. Group and ungroup data in a list

To group data in a list in Excel:
1. Select the rows or columns you wish to group.
2. On the Data tab, in the Outline group, click the Group command.
3. In the Group dialog box, select Rows or Columns and click OK .

To group data in a list in Excel:

1. Select the rows you want to ungroup.
2. Go to the Data tab > Outline group, and click the Ungroup button. Or press
Shift + Alt + Left Arrow which is the Ungroup shortcut in Excel.
3. In the Ungroup dialog box, select Rows and click OK.

2.2 Construct data visualization

2.4.1 Manipulate chart, object and textbox
a. Create a custom chart template
b. Insert charts
c. Add and format objects
d. Insert a textbox
 2.3 Manipulate data formula
2.5.1 Organize data with advanced formula

Number Format Description

General This is the default format that Excel applies when you
enter text or a number in a cell.

Number This format is used for the general display of

numbers, with two decimal places by default.

Currency This format is used for general monetary values and

displays the default currency symbol with two
decimal places.

Accounting This format is also used for monetary values.

Currency symbols and decimal points are aligned in
this format.

Short Date This format displays days, months, and years in the
m/d/yyyy style by default.

Long Date This format displays dates in a long format, such as

Sunday, January 15, 2017.

Time This format applies a single format: 12:00:00 AM. If

you want to choose another time format, you must
use the Format Cells dialog box.

Percentage This format displays the number with a percent sign

and two decimal places.

Fraction This format displays the number as a fraction.

Scientific This format displays numbers in exponential

notation (with an E): for example, 2.00E+05 =
200,000; 2.05E+05 = 205,000.
a. Use name ranges in formulas

b. Named a single cell, a range of cells, and multiple single cells

quickly

c. Use formulas that span multiple worksheets

d. Use the IF function
 e. Use AND/OR functions

=OR(AND(C2>DATE(2011,4,30),C2<DATE(2012,1,1)),B2="Nancy")
 f. Use the SUMIF, AVERAGEIF, and COUNTIF functions
g. Use the LOOKUP, VLOOKUP, the HLOOKUP function
h. Use the CONCATENATE and TRANSPOSE function
i. Use the PROPER, UPPER, and LOWER functions
j. Use the TRIM, LEFT, RIGHT, and MID functions
k. Use Date, NOW and TODAY functions
l. What-If Analyses

2.4 Organize workbook formatting

2.6.1 Manipulate advanced formatting
a. Use conditional format to display cells differently based on their
values.

b. Format tables and cells using styles.