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TOPIC TITLE: MS EXCEL – INSERT, PAGE LAYOUT AND FORMULAS TAB

SPECIFIC OBJECTIVES:

At the end of the topic session, the students should be able to:

1. explore the different MS Excel major tabs, and

2. use the different MS Excel major tabs to record business
transactions.

Insert Tab

 Insert tab is used in Excel to add tables, illustrations, apps, charts, reports, sparklines, filters,
links, text and symbols.

 Tables

 PivotTable – easily arrange and summarize complex data in a PivotTable.

Note: You can double-click a value to see which detailed values make up the summarized total.

 Table (Ctrl+T) – Create a table to organize and analyze related data. Tables make it easy to sort,
filter, and format data within a sheet.

 Illustrations

 Pictures – insert pictures from your computer or from other computers that you’re
connected to.

 Online Pictures – find and insert pictures from a variety of online sources.

 Shapes - Insert ready-made shapes, such as circles, squares and arrows.

 Smart-Art Graphic - Insert a Smart Art graphic to visually communicate information.

Smart Art graphics range from graphical lists and process diagrams to more complex
graphics, such as Venn diagrams and organization charts.

 Take a Screenshot – quickly add a snapshot of any window that’s open on your desktop
to your document.

 Apps

 Store – explore apps in the office store.

 My Apps – insert an app into your document and use the web to enhance your work.

 Transform cold data into a cool picture – with a few clicks, you could show your data in a
vivid way. The chart contains much more information so that it is easy for you to tell a
story based on your Excel data.

 Charts
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  Column - Column charts are used to compare values across a few categories.

 Line - Line charts are used to show trends over time (years, months and days) or
categories.

 Bar – this chart is used to visually compare values across a few categories when the
chart shows duration or the category text is long.
 Pie – this chart is used to show proportions of a whole. Also used when the total number
is 100.

 Area – this chart is used to show trends over time (years, months, and days) or
categories. Also used to highlight the magnitude of change over time.

 Scatter (x,y) or Bubble Chart – this chart type is used to show the relationship between
sets of values.

 Stock, Surface or Radar Chart

 Combo chart – this chart is used to highlight different types of information. Also used
when the range of value in the chart varies widely or have a mixed types of data.

 PivotChart – this chart is used to graphically summarize data and explore complicated
data.

 Reports

 Power View – make better business decisions and create beautiful, interactive reports.

 Sparklines

 Line, column and win/loss sparklines – these are mini charts placed in single cells, each
representing a row of data in your selection.

 Filters

 Slicer – this is used to filter data visually. Slicers make it faster and easier to filter Tables,
PivotTables, PivotCharts, and cube functions.

 Timeline – used to filter dates interactively. Timelines make it faster and easier to select
time periods in order to filter Tables, PivotTables, PivotCharts, and cube functions.
 Links

 Hyperlink - Create a link in a document for quick access to webpage and files. Hyperlinks
can also take you to places in your document.

 Text

 Text Box - Insert a text box that can be positioned anywhere on the page.

 Header & Footer - Edit the Header or Footer of the document. The information in the
Header or Footer will appear at the top or bottom of each printed page.

 WordArt – this is used to add some artistic flair to the document using a WordArt text

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 box.

 Signature Line - Insert a signature line that specifies the individual who must sign.
Inserting a digital signature requires that you obtain a digital ID, such as one from a
certified Microsoft partner.

 Object – embedded objects are documents or other files you have inserted into
documents. Instead of having separate files, sometimes it’s easier to keep all embedded
in document.

 Symbols

 Equation – add common mathematical equations to documents, such as the area of a

circle or the quadratic formula. The library of math symbols and structures can also build
customized equations.

 Symbol – add symbol that are not on the keyboard. Choose from variety of options
including mathematical, currency, and copyright symbols.

Page Layout Tab

 Page Lay-out is a feature in a MS Excel used to edit the data entered and is divided into
themes, page set-up, and scale to fit, sheet options and arrange options.

 Themes

 Themes - Change the overall design of the entire document, including colors, fonts, and
effects.

 Colors - Change the colors for the current theme.

 Fonts - Change the fonts for the current theme.

 Effects - Change the effects for the current theme.

 Page Set-up

 Margins - Select the margin sizes for the entire document or the current section.

 Orientation - Switch the pages between portrait and landscape layouts.

 Size - Choose a paper size for the current section. To apply a specific paper size to all
sections of the document, click on More Paper Sizes.

 Print Area - Mark a specific area of the sheet for printing.

 Print Titles - Specify rows and columns to repeat on each printed page.

 Breaks - Specify where a new page will begin in the printed copy. Page breaks are
inserted above and to the left of the selection.

 Background - Choose an image to display as the background of a sheet.

 Print Titles – choose rows and columns you’d like to repeat on each printed page, such as
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 those with labels or headers.
 Scale to Fit

 Scale - Stretch or shrink the printed output to a percentage of its actual size. The
maximum width and height must be set to "Automatic" to use this feature.

 Height - Shrink the height of printed output to fit a maximum number of pages.

 Width - Shrink the width of printed output to fit a maximum number of pages

 Sheet Options

 Gridlines - Show or hide the lines between rows and columns in the sheet. Showing
makes numbers in columns or rows easier to read or edit. Hiding gridlines is useful if you
are making a graphic organizer in Excel. These lines will not print unless the Print box is
checked.

 Headings - Show row and column headings. Row headings are the row numbers on the
side of the sheet that range from 1 to 1,048,576. Column headings are the letters that
appear above the columns on a sheet that range from A to XFD. This is also found on the
View tab of an Excel Workbook.

 Arrange

 Rotate - Rotate or flip the selected object.

 Group - Group objects together so that they can be treated like a single object.

 Align - Align the edges of multiple selected objects. You can also center the objects or
distribute them evenly across the page.

 Selection Pane - Show the Selection Pane to help select individual objects and to change
their order and visibility.

 Send to Back - Click here to send the selected object back one level or to the back of all
objects.
 Bring to Front - Bring the selected object in front of all other objects so that no part of it
is hidden behind another object.

Formulas Tab

 Formulas tab is used to ease computation compared to manual computation.

 Insert Function – edit the formula in the current cell by choosing functions and editing
the arguments. The keyboard shortcut to insert a function is Shift + F3.

 Function Library

 AutoSum – Display the sum of the selected cells directly after the selected cells. The
keyboard shortcut for AutoSum is Alt + =.

 Recently Used – Browse and select from a list of recently used functions.

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  Financial – Browse and select from a list of financial functions.

 Logical – Browse and select from a list of logical functions.

 Text – Browse and select from a list of text functions.

 Date & Time – Browse and select from a list of date and time functions.

 Lookup & Reference – Browse and select from a list of lookup and reference functions.

 Math & Trigonometry – Browse and select from a list of math and trigonometry
functions.

 More Functions – Browse and select from lists of statistical, engineering, cube, and
information functions.
 Defined Names

 Name Manager – Create, edit, delete, and find all the names used in the workbook. The
keyboard shortcut to access the name manager is Ctrl + F3.

 Define Name – Name cells so that you can refer to them in formulas by that name. For
example, you might name the cells A20 to A40 "Expenses." Names can be used in
formulas to make them easier to understand.

 Use in Formula – Choose a name used in the workbook and insert it into the current
formula.

 Create from Selection – Automatically generate names from the selected cells. Many
people choose to use the text in the top row or the leftmost column of a selection. The
keyboard shortcut to create from selection is Ctrl + Shift + F3.

 Formula Auditing

 Trace Precedents – This will show arrows that indicate what cells affect the value of the
currently selected cell.

 Trace Dependents – This will show arrows that indicate what cells are affected by the
value of the currently selected cell.

 Remove Arrows – This will remove the arrows drawn by Trace Precedents or Trace
Dependents.

 Show Formulas – Display the formula in each cell instead of the resulting value. The
keyboard shortcut to show formulas is Ctrl + '.

 Error Checking – Check for common errors that occur in formulas.

 Evaluate Formula – Launch the Evaluate Formula dialog box to debug a formula by
evaluating each part of the formula individually.

 Watch Window – Monitors the values of certain cells as changes are made to the sheet.
The values are displayed in a separate window that remains visible, regardless of what
area of the workbook is shown.

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 Calculation

 Calculate Sheet - Calculate the current sheet now. This is only necessary if automatic
calculation has been turned off. The keyboard shortcut to calculate sheet is Shift
+ F9.

 Calculation Options - Specify when formulas are calculated. By default, any time you
change a value that affects other values; the new values are calculated immediately.

 Calculate Now - Calculate the entire workbook now. This is only necessary if automatic
calculation has been turned off. The keyboard shortcut to calculate now is F9.

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