1.

INTRODUCTION TO MICROSOFT EXCEL 2007

1.1 What is Ms Excel?

Excel is a Spreadsheet Application Software meant for analyzing arithmetical calculations,
and presenting data.
OR
Is a computer program used to enter, analyze, and present quantitative data. It is one of the
programs in the Microsoft Office Package.

1.2 Uses of Ms-Excel

MS Excel is commonly used in areas such as: -
 Accounting
 Statistics
 Mathematical analysis
To do various tasks such as:
 Graphic Presentation of numeric figures. E.g. Charts.
 Table calculation application E.g. Calculation of different numerical task.
 Writing and editing of lists of different kinds. E.g. Members list, Inventories,
Conversion tables

1.3 Starting Ms-Excel

There are two main methods of starting the Ms Excel Program

1.3.1 Using the Start Menu

 Click on START Button

 Select All Programs
 Click on Microsoft Office
 Click on the Microsoft Office Excel 2007

1.3.2 From the Desktop

 Double Click on Microsoft Excel Icon available on Desktop.

1.4 Spreadsheet
Spreadsheet is a grid made up of Columns and Rows.

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Column - In a spreadsheet, a COLUMN is
defined as the vertical space that is going up
and down the window.
Letters are used to designate each column's
location.
In the diagram on the right, the COLUMN
labeled C is highlighted.

Row - In a spreadsheet the ROW is defined as

the horizontal space that is going across the
window.
Numbers are used to designate each row's
location.
In the diagram on the right, ROW labeled 4 is
highlighted.

1.5 Worksheet
A worksheet is a single spreadsheet page.

1.6 Workbook
A workbook is a collection of all the worksheets in a single file. A workbook contains
worksheets, in the same way that a book contains pages. A workbook consists of one or more
worksheets.

1.7 Cells
A cell can be defined as the space where a specified row and column intersect. OR a cell is
the intersection of a column and row and identified by a cell Reference.

 Cell Reference (Address) - a cell’s Identification

name consisting of its Column letter(s) followed by
its Row number.
 In the diagram on the right, a cell labeled B5 is
highlighted.
 When referencing a cell, you should put the
column first and the row second.

In each cell, there may be the following types of data:-

 Text (labels)
 Number/Numeric data (constants)
 Formulas (mathematical equations that do all the computational work or used to
calculate).

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 1.8 Range
A group of cells. Ranges are often referenced for formulas, printing, and designating
information to be copied or cut. Ranges can be selected by clicking and dragging over the
cells.
1.9 Formula
A set of instructions which perform a calculation based on numbers entered in the cell or
numbers entered in other cells (referred to by cell references). All formulas begin with the
equal sign (=).

1.10 Function
A pre-programmed formula. The function performs the calculation based on the cells
referenced in the function. All functions begin with the equal sign (=).

1.11 Opening a New Workbook

 Click the Office button or File
menu
 Select New
 Under New Workbook box
 Click Blank Workbook Link
 Select create

Alternatively use Ctrl+N.

1.12 Saving a New Workbook

 Click the Office button
or File Menu
 Select Save
 Under the Save As dialog box
 Specify Save in Folder
(Location in the computer for
saving your workbook)
 Type the File name
 Select Excel 97-2003
Workbook on the Save as type
to make your workbook
compatible with the previous
versions
 Click Save Button

1.13 Opening an Existing Workbook

1.13.1 From recent documents

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  Click the Office
button or File Menu
 Under Recent documents box
 Click the file from
recent documents

1.13.2 From Open command

 Click the Office
button or File Menu
 Select Open
 Under Open box
 Specify the Look in
folder
 Select the file name
 Click Open button

2. MICROSOFT EXCEL SCREEN OVERVIEW

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 3. WORKING WITH WORKSHEETS
3.1 Navigating Through a Worksheet
Excel provides several ways to navigate through a worksheet.

3.2 Worksheet Tab

Each Worksheet has a unique name, that name appears on sheet tab e.g. Sheet1, Sheet2 etc.
You can rename any sheet to a more meaningful name.

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 3.3 Renaming a Worksheet
 Right Click on sheet name (Tab)
 Select Rename
 Type the new name
 Press the Enter key on your keyboard

3.4 Inserting a New Worksheet

On the home tab, under the cells group:
 Click on the down arrow next to Insert command
 Select Insert Sheet
Alternatively, on the sheet tabs, click the Insert Worksheet tab or press Shift + F11

4. WORKING WITH CELLS AND DATA

As defined earlier, a cell is an Intersection between a Column and a Row and is identified by a
cell Reference that is a cell’s Identification name consisting of its Column letter(s)
followed by its Row number

4.1 The Active cell

The Active cell is a cell in which you are currently working in; the cell that is currently
selected. Its reference appears in the name box and the contents appear in the formula
bar.

4.2 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.

4.3 Resizing columns and rows

Sometimes data is too large not allowing you to view it, or so small that it would be best to
resize the space. To provide the amount of space you need for your data simply resize the
columns and rows.
Resizing columns and rows is done the same way for both columns and rows

i. Resize to exact measurement

a. Move your mouse pointer in between column letter ID’s until the pointer
turns into two black arrows pointing left and right

b. Click and drag left of right to resize

ii. Resize to fit the contents of one column

a. Move your mouse pointer in between column letter ID’s until the pointer
turns into two black arrows pointing left and right

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 b. Double click

iii. Resize to fit the column contents of the entire worksheet

a. Move your mouse pointer to a button where
Select all button
the column and row ID’s intersect (select all
button, toward the top left of your worksheet)

b.Click once to select the entire worksheet

On the Ribbon, select the Home tab > in the Cells group >
click Format > AutoFit Column Width

All columns will adjust to fit the contents

4.4 Inserting Columns and Rows

 Activate/select a column or a row by clicking on the column heading or on the row
heading.
 Click on Insert command on the cells group of the home tab
 Select Insert Sheet Columns/Rows
Alternatively, right click on the selected column or row and select insert.
A new column or row will be inserted / added in advance of the activated / selected
Column or Row.

4.5 Deleting Columns and Rows

 Select the entire row to delete row, or Select the entire column to delete column.
 Click on Delete command on the cells group of the home tab
 Select Delete Sheet Rows to delete rows OR select Delete Sheet Columns to
delete columns.

Alternatively, right click on the selected column(s) or selected row(s) and select delete.

4.6 Deleting Cells

 Select the cell(s) you want to delete
 Click on Delete command on the cells group of the home tab
 Select Delete Cells
 Under the Delete box
 Click OK

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 4.7 Formatting Cells
Usually formatting cells involves two parts
(i) Formatting the appearance of a Cell(s) and
(ii) Formatting the appearance of the cell contents (eg
numbers)

4.7.1 The General number format

The General format is the default number format. For the most part, numbers formatted with
the General format are displayed just the way you entered them.

However, if the cell is not wide enough to show the entire number, the General format rounds
numbers with decimals and uses scientific notation for large numbers.

4.7.2 Built-in number formats

Excel contains many built-in number formats you can choose from. To list them, click Cells
on the Format menu, and then click the Number tab. The Special category includes formats
for postal codes and phone numbers. Options for each category appear to the right of the
Category list. The formats appear in categories on the left, including Accounting, Date,
Time, Fraction, Scientific, and Text.

4.6.3 Formatting Numbers in Currency format

 Select the Cell(s) to be formatted  Select the format of number on the
 Click on Format command in the type list.
Cells group of the Home tab  Quote the word “Tshs” before the
 Select Format Cells selected number format (“Tshs”#,
 Under format cells dialog box # #0.00).
 Click on Number Tab  Click OK.
 Specify number Category
 Specify decimal places
 Specify Currency symbol
 Click OK

Customizing currency symbol (e.g. Adding

prefix “Tshs” in currency values)
 Select the Cell(s) to be formatted
 Click on Format command in the
Cells group of the Home tab
 Select Format Cells
 Under format cells dialog box
 Click on Number Tab
 Select Custom option in Category
list

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 4.8 Text Alignment and Orientation in a Cell
4.8.1 Text Alignment within a Cell
There are 2 types of alignment within a cell
(i) Horizontal Alignment (ii) Vertical Alignment

Procedures
 Select the Cell(s)
 Click on Format command → Select Format Cells
Under format cells dialog box
 Click on Alignment Tab
 Specify Horizontal Alignment
 Specify Vertical Alignment
 Click OK

4.8.2 Text Orientation within a Cell

Enables the rotation of data in any degree within the cell.

Procedures
 On the Format command, See the Results
Select Format Cells, below
Under format cells dialog box
 Click the Alignment tab.
 In the Orientation box

 Select a degree point, or drag

the indicator to the angle you
want(eg. 450)

To display text vertically from top to bottom, click the vertical Text box under Orientation.

4.9 Merge and Centre Cells

Enables to Merge Range of cells and centering the contained contents
Either
 Select the Cells
 Click on Merge and Centre button on the alignment group of the
home tab.

4.10 Wrap Text

Enables typing more lines of text within the same cell
 Select the Cell(s) to be formatted
 Click on Format command
 Select Format Cells
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  Under format cells dialog box
 Click on Alignment Tab
 Under Text control list
 Click on Wrap text check box and then Click OK

4.11 Apply or remove Cell borders

Borders in cells can be applied using two methods
1. Applying borders by locating them using the Borders option located on Format
cells dialog box
2. Using the Borders command on the font group of the home tab

4.11.1 Locating Borders

1. Click on Format command
2. Select Format Cells
 Under format cells dialog box
3
. Click on borders tab
4. Specify Border Line style
5. Specify border color
6. Apply borders by Presets or by
the border locating buttons

FORMULA BAR
A bar at the top of the Excel window below the ribbon that you use to enter or edit values or
formulas in cells or charts, it also enables to execute applied formula.

4.12 Parts of Formula Bar

i. Name box iv. Enter Button
Display the name of active cell Accepts entered data or
or selected object on Ms-Excel formula in a cell
window e.g. Chart, Clip picture
etc
ii. Function Button
Used to insert functions (In
built formula)
iii. Cancel Button
Rejects entered data or Name Box Enter Insert
Cancel Button Function
formula in cell Button Button
5. FORMULAS
A Formula is a mathematical equation that calculates new values from existing values. In
Excel, each formula should begin with an equal sign. The common operators used in
formulas are: add (+), subtract (-), multiply (*), divide (/). As a rule, formulas do not contain

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 spaces. When a formula is entered in a cell, the content of the cell is the formula. The value
seen (the results of the formula) is displayed, but is not the content of the cell.

5.1 Types of Formula

i. Manual / Hand written formula e.g. =A1+B1+C1
ii. Inbuilt formula (Functions) e.g. SUM, MAX, MIN, etc

5.2 Parts of Formula

i. Equal sign
= SUM (A1:A5)
Equal function Name Range of Cell
ii. Function (Operator) Sign (Operator)
iii. Cell range

5.3 Operators
Operators specify the type of calculation that you want to perform on the elements of a
formula. Microsoft Excel includes four different types of calculation operators these are:-
i. Arithmetic Operators iii. Text Operator
ii. Comparison Operators iv. Reference Operator

i. Arithmetic operators - for

performing basic mathematical
operations such as addition,
subtraction, or multiplication; combine
numbers; and produce numeric results,
use the following arithmetic operators.

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 ii. Comparison
Arithmetic operators   
operator You can
Meaning (Example)
compare two values Addition
+ (Plus sign) with the(3+3)following
operators. When using Subtractionoperators(3–1)
these
– (Minus sign)
compares two values, the result (–1)
is a logical
Negation
value either TRUE or FALSE.
* (Asterisk) Multiplication (3*3)
/ (Front slash) Division (3/3)
% (Percent sign) Percent (20%)
Exponentiation (3^2) =
^ (Caret)
iii. Text concatenation 32 operator    Use the ampersand (&) to join, or concatenate, one or
more
() text strings to produce
(Parentheses) a single piece of text.
=(1+B4)/B5
Text operator Meaning (Example)
Connects, or concatenates, two values to produce one continuous text
& (Ampersand)
value ("North" & "wind")
Comparison operator Meaning (Example)
= (Equal sign) Equal to (A1=B1) iv. Reference operators   
> (Greater than sign) Greater than (A1>B1) Combine ranges of cells for
< (Less than sign) Less than (A1<B1) calculations with the following
>= (Greater than or equal Greater than or equal to operators.
Reference
to sign) operator Meaning (A1>=B1)(Example)
<= (Less than or equalRange
: (Colon) to Lessoperator,
than which produces
or equal to one reference to all the cells between
sign) two (A1<=B1)
references, including the two references (B5:B15)
<> (Not equal to sign) Union
, (Comma) Not operator, which combines multiple references into one
equal to (A1<>B1)
reference (SUM (B5:B15, D5:D15))
Intersection operator, which produces on reference to cells common
(Space)
to the two references (B7:D7 C6:C8)

5.4 Creating a formula

 Click the cell in which you want to
enter the formula.
 Type = (an equal sign)
 Select the cell / Type cell reference A cell containing
 Insert an Operator to specify the the formula (Cell
calculation (eg =A4 + B4+C4+D4) E4)
 Press ENTER.

5.5 Formulas containing functions

The following formulas contain functions.

Example formula What it does

=SUM (A: A) Adds all numbers in column A
=AVERAGE (A1:B4) Averages all numbers in the range
=SUM (A1:A5, C1:C5) Adds all numbers in the range i.e. from A1 to A5 and C1 to C5

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 =MAX (A1:A10) Returns the largest value in the Range
=MIN (A1:A10) Returns the smallest value in the Range
=COUNT (A1:A20) Counts number of cells that contain numbers within the Range

5.5.1 Create a formula that contains a function (fx) (eg. AVERAGE)

PROCEDURES
 Click the cell in which you want to
enter the formula.
 To start the formula with the
function, Function
Category
 Click the Formulas tab on the ribbon. list
 Click the Insert Function command
(Shift + F3) Selected
 Under Insert Function dialog box Function
(AVERAGE)
 Specify the Function Category
 Select the function you want to use.
(e.g. AVERAGE)
 Click OK

 Under Function Arguments dialog box

 Enter the arguments, that is, Select the cells on the worksheet
 When you complete the formula, press ENTER or Click OK.

The Result
Cell (G2)

List of
Arguments
(Cell
Range)

5.6 The IF Function

The IF function, is used to conduct conditional tests on values and formulas. It returns
one value if a condition you specify evaluates to TRUE and another value if it evaluates
to FALSE.

5.6.1 Parts of IF Function

i. Logical test
ii. True part (value_if_true)
iii. False part (value_if_false)

Syntax = IF (logical test, value_if_true, value_if_false)

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Logical test is any value or expression that can be evaluated to TRUE or FALSE.
Value_if_true is the value that is returned if logical test is TRUE.
Value_if_false is the value that is returned if logical test is FALSE.

5.6.2 How to Apply IF Function

Consider the following example, a high school teacher decided to Remark his students
with reference to the Total marks they obtained from the four subjects they performed.

Now the REMARKS are obtained by the following condition.

IF a Total mark is greater than 250, Remark is PASS, otherwise Remark is FAIL)
Syntax =IF(F2>250,”PASS”,”FAIL”)
Where by F2 is a reference of a cell containing Total marks of the 1st Student (John)

PROCEDURES
 Click on a Cell for results to appear
 Click on the Insert Function button of the formula bar or Click the Formulas tab on
the ribbon and select Insert Function command
 Under Insert Function dialog box
 Select IF function name
 Click OK

 Under IF function Arguments box

 Specify the Logical test Statement
 Type the TRUE value
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  Type the FALSE value
 Click OK

6. NESTING FUNCTIONS WITHIN FUNCTIONS

In certain cases, you may need to use a function as one of the arguments of another
function. For example, the following formula uses nested AVERAGE and SUM
functions. IF (AVERAGE (B5:E5)>50, SUM (B5:E5), 0) HOW?

 Click the cell in which you want to enter the formula.

 Click on the Insert Function button of the formula bar or Click the Formulas tab on
the ribbon and select Insert Function command
 Select the function you
want to use
 Enter other functions in
the argument boxes of the
first level Function
Consider the diagram on
the right.

In this case, in the main function

(IF), the return of the AVERAGE
function is compared with 50 in
the Logical test, the return of the
SUM function the TRUE value
and the FALSE value is Zero (0).

7. CELL AND RANGE REFERENCES

A reference identifies a cell or a range of cells on a worksheet and tells Microsoft Excel
where to look for the values or data you want to use in a formula. With references, you can

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use data contained in different parts of a worksheet in one formula or use the value from one
cell in several formulas.

7.1 The A1 Reference Style

By default, Excel uses the A1 reference style, which refers to columns with letters and refers
to rows with numbers. These letters and numbers are called column and row headings. To
refer to a cell, enter the column letter followed by the row number. For example, B2 refers to
the cell at the intersection of column B and row 2.

To refer to Use
The cell in column A and row 10 A10
The range of cells in column A and rows 10 through 20 A10:A20
The range of cells in row 15 and columns B through E B15:E15
All cells in row 5 5:5
All cells in rows 5 through 10 5:10
All cells in column H H:H
All cells in columns H through J H:J
The range of cells in columns A through E and rows 10 through 20 A10:E20
7.2 Other types of references
(i) Relative reference
(ii) Absolute reference
(iii) Mixed reference

7.2.1 Relative Reference   

In Excel, a Relative Reference is the address of a cell, or range of cells, that changes when it
is moved, copied, or the relationship to it has changed (e.g. if you insert additional rows or
columns). For example, in a spreadsheet, a cell with a relative reference changes its formula
when copied elsewhere.

7.2.2 Absolute References   

An absolute cell reference in a formula always refers to a cell in a specific location. If the
position of a cell that contains the formula is changed, the absolute reference will remain the
same. If you copy the formula across rows or down columns, the absolute reference does not
adjust. By default, new formulas use relative references, and you need to switch them to

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absolute references. An absolute referred cell is introduced with dollar sign ($) before its
column letter and row number, for example $B$2

Consider the worksheet above.

Total Sales for Period of March = Selling Price per unit (C4) * Quantity Sold (B6)
When this Formula is copied to obtain results in June, September and December periods the
Cell C4 (Selling Price per unit) has to be absolutely referred in the formula, so that will not
adjust to other references since it posses a fixed value to be included in the formulas for all
the Total Sales.
Hence the formula will read Total Sales = $C$4 * B6

7.2.3 Mixed References   

A mixed reference has either an absolute column and relative row, or absolute row and
relative column. An absolute column reference takes the form $A1, $B1, and so on. An
absolute row reference takes the form A$1, B$1, and so on. If the position of the cell that
contains the formula changes, the relative reference is changed, and the absolute reference
does not change. If you copy the formula across rows or down columns, the relative
reference automatically adjusts, and the absolute reference does not adjust. For example, if
you copy a mixed reference from cell A2 to B3, it adjusts from =A$1 to =B$1.

8. SORTING DATA
Enables the arrangement of data in a list range in either ascending or descending orders with
reference to Column (field) of data.

Ascend Descend
Sort the worksheet according to Geography marks in ascending order

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 PROCEDURES
1. Activate the data to be sorted
2. Click on Data menu
3. Select Sort
 Under Sort box
1. Specify the Sorting by Column
2. Specify the Sorting order
3. Click OK

Sorting By Column Sorting Order

(GEOGRAPHY) (Ascending)

8.1 Sort rows by 2 or 3 columns

For best results, the range you sort should have column labels.
 Click a cell in the range you want to sort
 Click on Data menu tab on the ribbon → Select Sort on Sort & Filter group.
 Under Sort dialog box
 Specify the first column you want to sort In the Sort by box
 Specify the second and third columns you want to sort in Then by boxes
 Then click OK.

8.2 Sort rows by months or weekdays

 Select a cell or range you want to sort.
 Click on Data menu→ Select Sort.
 Under Sort box
 In the Sort by box, click the column you want to sort.
Click Options.
 Under First key sort order, click the custom sort order you want, and then click OK.
 Select any other sort options you want, and then click OK.

9. FILTERING DATA
Is the extraction of data from the main database by using specified Criteria. Filtering is a
quick and easy way to find and work with a subset of data in a range. A filtered range
displays only the rows that meet the criteria 
Criteria are Conditions you specify to limit which records are included in the result set of a
query or filter, you specify for a column.

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Unlike sorting, filtering does not rearrange a range. Filtering temporarily hides rows you do
not want displayed.

9.1 Types of Filters

i. AutoFilter
ii. Advanced Filter

9.1.1 AutoFilter
In this type of Filter the condition (criteria) used refers to only one column (field) of Data
When you use the AutoFilter command, AutoFilter arrows appear to the right of the column
labels in the filtered range.

In a worksheet below, extract students who got more than 60 in Math.

There is only one Column (field) being referred in this Criteria and that is MATH

PROCEDURES
 Activate data
 Click on Data menu
 Select Filter → Auto filter
Drop down button will appear on column header row of the list

 Click on the drop down button on field where by the condition refers
 Select Custom

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  Under Custom Auto filter box

1. Specify the Condition statement (is

greater than)
2. Specify the condition Value (60)
3. Click OK
For condition joined by “AND” or “OR”
expressions
4. Specify the joining expression (And /
Or)
5. Repeat the Steps 1 and 2
6. Click OK

RESULTS

Those who got MATH

more than 60

9.1.2 Advanced Filter

In this type of Filter the condition (criteria) used refers to more than one column (field) of
Data, The Advanced Filter command can filter a range in place like the AutoFilter
command, but it does not display drop-down lists for the columns. Instead, you type the
criteria you want to filter by in a separate criteria range.
A criteria range allows for more complex criteria to be filtered.

In Advanced Filter there are three main parts to work on, and these are:-
1 List range (Data)
2 Criteria range
3 Filtering and Locating Data
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Example: In a worksheet below, extract students who got more than 60 in Math AND
Language more than 40 AND History greater or equal to 50.
There are three Columns (fields) being referred in this Criterion (Condition) and these are
Math, Language and History.

1. Preparation of List range

 Preparing and formatting data

2. Preparation of Criteria range

 Copy the column header row of List range
 Paste them below the list range
 In the rows below the copied column labels, type the criteria you want to match.

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3. Filtering and Locating Data
 Activate data (List range)
 Click on Data menu
 Select Filter → Advance Filter
 Under Advance filter box
 Specify the List range
(In the List range box)
 Specify the Criteria range
(In the Criteria range box)
 Click OK

RESULTS
In the list below, are records (rows), which fulfill the criteria (condition) stated above.

If you want to filter the range by copying rows that match your criteria to another area of the
worksheet, click “Copy to another location”, click in the “Copy to” box, and then click the
upper-left corner of the area where you want to paste the rows.

Copy to another
location Button

RESULTS: Filtered list is located below separated with List range and Criteria range

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Copy to box
Display copy to range
 Filtered List located
on another area

10. CHARTS
Charts are Graphical representation of data, they visually appealing and make it easy for
users to see comparisons, patterns, and trends in data.

10.1 Creating Charts

PROCEDURE
 Prepare the data for the chart on the worksheet
 Click on Insert menu
 Select Chart

Consider the chart below

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To create the column chart shown above, start by creating the worksheet exactly as shown
below

LOCAL GOVERNMENT TRAINING INSTITUTE

PRODUCT
HOMBOLO KIMVI ZANZIBAR
S
LAPTOP 60 80 40

DESKTOP 120 150 100

MOUSE 110 130 90

 Select all data you want to use

 Select column from Insert tab

You can then do the following below:

1. On the design tab
 Change chart type (from the Type group).
 Switch row/column (on the data group).
 Move chart (on location group).

2. On the Labels group of the Layout tab;

 Insert chart title
 Insert Axis title
 Change Legend
 Insert Data labels
 Insert data table

11. PRINTING A WORKSHEET

Before printing a spreadsheet, we need to preview and adjust it for better readability.

11.1 Print Preview

PROCEDURES
 Click the Microsoft Office Button
 Click the arrow next to Print
 And then click Print Preview.

Alternatively,
 Keyboard shortcut - You can also press CTRL+F2.

To preview the next and previous pages, on the Print Preview tab, in the Preview group,
click Next Page and Previous Page.

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 Note: Next Page and Previous Page are available only when you select more than one
worksheet, or when a worksheet contains more than one page of data.

11.2 Page Setup

 Click the Page Layout tab in the Ribbon.
 Go to the Page Setup group, and then you will find that some common used setups,
such as margins, backgrounds and size are listed in this group. For further setup, you
should click the little square with an arrow in the right bottom of the group.

11.3 Setting Print Area

Sometime you might need to print a certain range of a worksheet not a whole worksheet, in
this case you have to select the specific cell range within the worksheet to be printed.

PROCEDURES

 On the worksheet, select the cells that you want to define as the print area.
 On the Page Layout tab, in the Page Setup group, click Print Area, and then click
Set Print Area.
 The cells of the Print Area will be surrounded by a dotted line.

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 11.4 Add

Cells to an Existing Print Area

 On the worksheet, select the cells that you want to add to the existing print area.
 On the Page Layout tab, in the Page Setup group, click Print Area, and then click
Add to Print Area.

11.5 Clear a Print Area

 Click anywhere on the worksheet for which you want to clear the print area.
 On the Page Layout tab, in the Page Setup group, click Print Area, and then click
Clear Print Area.

11.6 Adding header and footer

 Click on Insert tab
 Select Header and footer from the text group

Alternatively, select Page Layout view from the view tab and click on “Click to add
header” OR “Click to add footer” to add header and footer respectively.

11.7 Print Titles on Multiple Pages

For large worksheets that exceed one page in length or width, Excel allows you to reprint
specific rows or columns on each page in order to make it easier to read and understand your
data.
Normally these rows or columns contain titles or headings and are located at the top or left
hand side of the worksheet.

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Procedures
 Open a worksheet containing data that exceeds one page in length.
 Click on the Page Layout tab of the ribbon.
 Click on the Print Titles icon to open the Page Setup dialog box.
 Click on the Sheet tab at the top of the dialog box if necessary to select it.
 Click in the Rows to repeat at top OR Columns to repeat at left line in the dialog
box.
 In the worksheet, drag select the rows you want to have printed at the top of each
page
OR drag select the columns you want to have printed on the left of each page - they
will be surrounded by a dotted line.
 Click OK.
 Open Print Preview to view the results. The selected rows should be repeated at the
top of each page being previewed and the selected columns should be repeated on the
left of each page being previewed.

11.8 Printing
11.8.1 Printing the Active Worksheet(s)
Excel lets you print the active sheet(s) in your workbook without having to print the rest of
the workbook. Unless you select multiple worksheets, the active worksheet is the visible
worksheet (i.e., the top worksheet; the worksheet whose tab is selected).

 In the top left corner of the Excel window, click the OFFICE BUTTON »
select Print
OR
Press [Ctrl] + [P]
Under the Print dialog box
 Specify the Printer to be used
 Specify Printing Page range
 Specify number of copies
 In the Print what section, select Active sheet(s)
 Click OK.

The active worksheets are printed.

11.8.2 Printing the Entire Workbook

Printing the entire workbook will print all worksheets that contain data.

 In the top left corner of the Excel window, click the OFFICE BUTTON »
select Print

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 OR
Press [Ctrl] + [P]
Under the Print dialog box
 Specify the Printer to be used
 Specify Printing Page range
 Specify number of copies
 In the Print what section, select Entire workbook
 Click OK.
The entire workbook is printed

11.8.3 Printing Ranges of Cells

You can manually select ranges of cells for printing. You also have the option of selecting
multiple non-contiguous ranges for printing.

NOTE: Unless you provide a print range, Excel will print everything on the current
worksheet, resulting in a printout of all cells from A1 to the last column and row containing
information.

Selecting a Print Range Manually

 Select the range of cells to be printed

OR
From the Name Box pull-down list, select the range name to be printed

 In the top left corner of the Excel window, click the OFFICE BUTTON »
select Print
OR
Press [Ctrl] + [P]

Under the Print dialog box

 Specify the Printer to be used

 Specify Printing Page range
 Specify number of copies
 In the Print what section, select Selection
 Click OK.

The specified range of cells is printed.

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