MS EXCEL TRAINING

SESSION
LEVEL - BASIC
TRAINER: DR. HABIB AHAMD,
WHY MS EXCEL?

• Calculations
• Data storage
• Complex functions – Analysis, Solver, Statistical,
Engineering
• Programmable
• Substitute for “MS Word” and “MS PowerPoint”
MANAGE WORKBOOK AND WORKSHEETS
• Workbook and Worksheet: A single page in a file prepared is referred to as a
worksheet. An Excel file with one or more worksheets is referred to as a workbook

• Cells and cell reference: A cell reference, or cell address, is an alphanumeric value
used to identify a specific cell in a spreadsheet.

• Rows, columns, range: Row runs horizontally while Column runs vertically. Each row
is identified by row number, which runs vertically at the left side of the sheet. Each
column is identified by column header, which runs horizontally at the top of the
sheet.
MANAGE WORKBOOK AND WORKSHEETS

• Adding and Deleting Worksheet

• Naming Worksheet

• Moving and Coping Worksheets

• Exercise: Create, rename, copy and move worksheet to another workbook

 CONTROL OPTION
Quick Access
Tool Bar
Tabs

Formula Bar
Ribbon and
Cell Address Shows contents
Commands
of cell

Page view
Worksheets options
CUSTOMIZING RIBBON AND COMMANDS

Select
Command to be Select a Tab to
added or be added or
removed removed
PRINTING AND SETTING PAGE LAYOUT

1. Select print area

2. Set Orientation, Margin and Size of the paper

3. Scale to fit in number of pages

4. Rows and columns to repeat on every page

ADJUST HEIGHT AND WIDTH

• Adjust single row and column

• Selected rows and columns

• Auto adjust

• Auto adjust whole sheet

BASIC CALCULATION
• Formula Syntax, simple and complex

• Sum, Count, Average, Subtract, Multiplication, Division

• Conditional Formatting: This changes the appearance of a cell range based on a condition (or criteria). You
can use conditional formatting to highlight cells that contain values which meet a certain condition.

• Watch Window: The Watch Window allows you to keep an eye on the value in a cell that's out of view, either in the same
sheet, another sheet in the same workbook, or an entirely different workbook.

• Exercise: Find the sales, cost, profit and commission and conditionally format highest and lowest values
SORTING AND FILTERING DATA

• Sorting Data: Arranging whole set of data in particular order

Precaution: Once sorted, date looses it original pattern/order

• Filtering Data: Fetching data meeting certain preconditions

• Exercise: Apply filters to data provided

DATA TABLE

• Table Data: A table is a collection of related data held in a table format within a database. It consists of
columns and rows. In relational databases, and flat file databases, a table is a set of data elements using
a model of vertical columns and horizontal rows, the cell being the unit where a row and column
intersect

• Exercise: Create Data table, insert total row and apply filters
CONSOLIDATING WORKSHEETS

• Consolidate: The Consolidate Function[1] in Excel allows an analyst to combine information from
multiple workbooks into one place. The Excel consolidate function lets you select data from its various
locations and creates a table to summarize the information for you.

• Date should be arranged in same pattern/format in order to run consolidate command

• Exercise: Consolidate data from various worksheets

FUNCTIONS
• Difference between formula and function:
• Formula: Inputs and operations have to be defined/written. e.g. =B1+C1
• Function: Only input need to be given, Excel operationalize the data for results itself e.g. =SUM(B1,C1)

• Text Functions: lets you change the way a number appears by applying formatting to it with
format codes. It's useful in situations where you want to display numbers in a more readable
format, or you want to combine numbers with text or symbols.
• Concatenate and &
• Left, MID, Right
• Substitute, Proper
DATE FUNCTIONS
• Date default format

• Fill dates with series

• Date Functions
• Finding Year, Month and Date from given date
• Finding the difference between 2 dates e.g. age

• Exercise: Separate out year, month and days from your date of birth and find your age
LOOKUP FUNCTION

• Lookup function: The function performs a rough match lookup either in a one-row or
one-column range and returns the corresponding value from another one-row or
one-column range

• Vlookup: Vertical referencing

• Hlookup: Horizontal referencing

• Exercise: Apply vlookup and hlookup functions to extract data from database.
WORKSHEET OUTLINES AND SUBTOTALS

• Grouping Data: Summarize the data in groups and sub-groups using certain
parameters, similar to filtering. Also used collapse unwanted rows and columns.

• Exercise: Group and add subtotals to data provided

CHARTS

• Bar: A bar chart or bar graph is a chart or graph that presents categorical data with rectangular
bars with heights or lengths proportional to the values that they represent. The bars can be
plotted vertically or horizontally. A vertical bar chart is sometimes called a column chart.
• Pie: A pie chart is a circular statistical graphic, which is divided into slices to illustrate numerical
proportion. In a pie chart, the arc length of each slice is proportional to the quantity it
represent
• Stacked Bar: Graph draws one or more independent numeric data series as either bar or area
slices, stacked one on top of the other.
• Line: Same as Bar chart converted into lines
• Other charts: Dual Axis (Combo ), Scatter, Radar
DATA VALIDATION

• Data validation: Data validation is the process of ensuring data has undergone data
cleansing to ensure they have data quality, that is, that they are both correct and
useful. Only particular data or format can be accepted by excel.

• Exercise: Apply data validation techniques to the data provided.

PIVOT TABLE

• Pivot table: pivot table is a table of grouped values that aggregates the individual
items of a more extensive table within one or more discrete categories. This
summary might include sums, averages, or other statistics, which the pivot table
groups together using a chosen aggregation function applied to the grouped values.

• Exercise: Summarize and arrange the date provided in pivot table applying different
filter
 Thank you and
happy learning !!!