What is a spreadsheet?

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Microsoft Excel is a spreadsheet developed by Microsoft. It is a software program included in the Microsoft Office suite (Others include MS Word, MS PowerPoint, MS Access etc.).

1 Microsoft Excel is a spreadsheet developed by Microsoft. It is a software program included in the Microsoft Office suite (Others include MS Word, MS PowerPoint, MS Access etc.). Microsoft Excel is used to create spreadsheets, which are documents in which data is laid out in rows and columns like a big table. It features calculation, graphing tools, pivot tables, and a macro programming language called Visual Basic for Applications. Image 1: General overview of excel spread sheet. 1 What is a spreadsheet? A spreadsheet is a special way of organizing data into rows and columns to make it simpler to read and manipulate. Above is a screenshot of a blank spreadsheet. What is Excel used for? That's all well and good, but what are spreadsheets used for? Almost everything. Spreadsheets are

Which automatically generates prices FROM THE price table and discount from the discount table once the product name is entered in the product s column.

2 extraordinarily powerful tools, and are used frequently in the business world to store and manipulate data. Throughout the course of these tutorials, we'll be designing an invoice for Ekotranzact online market place. Which automatically generates prices FROM THE price table and discount from the discount table once the product name is entered in the product s column. We will also add some percentage discount for customers buying larger quantities of products. As displayed below 2 Image 2: Display of ETL project But first let s get familiar with the spread sheet. There are over columns and 1 million+ rows in a spread sheet.

3 Image 3: Display of the four corners of an excel sheet. 3

4 Menu Systems The ribbon is the long, horizontal strip of menus and buttons at the top of the screen. This is where all of your tools are located that allow you to edit your spreadsheet. The Ribbon is located at the top of each workbook and it consist of different tabs (Image 1). First is the file tab. Image 4: Display of the file-tab on the ribbon when clicked 4 Second is the home tab, which is referred to as the most important. It contains feature we tends to need often especially for formatting our cells. Then the insert tab for adding charts, images, shapes etc. followed by the page layout for managing page Setup; formulas for variety of excel input formula, the view tab to manage views and so on. Also note that that all the tabs were sectioned into groups (image 1 above) e.g. Home tab is sectioned into Clip board group, font group, Alignment group, Number, Styles, Cells and other Tabs too Above the ribbon is what we called the quick access tool bar. For accessing frequently used icons. The drop down arrow can be clicked to add or remove the icon. Alternatively any icon in the tab can also be added to the quick access bar, by right clicking the desired icon and select add to quick access as shown in the images below.

Image 5: Display of quick access Toolbar Image 6: Adding other icons to quick access tool 5 Navigation and Shortcuts menus The cursor: It has different uses and different appearances the first is the

The image above to the left is used to copy and auto-fill while the right image is used to move data or entries in the cell while others shown below are used for column and row adjustment. E.

5 Image 5: Display of quick access Toolbar Image 6: Adding other icons to quick access tool 5 Navigation and Shortcuts menus The cursor: It has different uses and different appearances the first is the default display which is a 3D cross. It is used for selecting cells.. Also is the moving cursor for moving, coping and autofill. The image above to the left is used to copy and auto-fill while the right image is used to move data or entries in the cell while others shown below are used for column and row adjustment. E.g image below and so on A worksheet, also known as a sheet, is where you enter data in Excel. A workbook can contain one or more worksheets. Each worksheet has a tab located at the bottom of the workbook window. The active worksheet is the one that is currently displayed Status bar, it is found at the bottom right corner of the sheet and it contains the zoom bar for zooming the worksheet and different layout views.

6 Now lets get started How to launch Excel 2013 Click on the start menu Type the word excel to search 6 Select the Microsoft Excel app which you must have already been installed

7 Display after clicking the app 7 Then click New workbook to open a new sheet Display after clicking a New Workbook

8 For subsequent new Workbook Click FILE Tab 8 Select New. Click Blank Workbook. How to Re-name and edit a Worksheet Double-click the Sheet s worksheet tab or right click and select Rename. Type the desired name if you want to rename and press Enter on the keyboard. You can also select other options for other purpose How to Save the Workbook in the 2013 Format Click FILE Tab Select Save.

9 Click Browse. and select the folder you want to save your work N.B: By default all worksheet should be saved in Documents folder. Enter a name for the file in the File name: field. Click Save.

Type the data into the cell. Press the Enter key to move down a cell. Press the Tab key to move to the next cell to the right.

9 9 Click Browse. and select the folder you want to save your work N.B: By default all worksheet should be saved in Documents folder. Enter a name for the file in the File name: field. Click Save. Entering Data and Formulas. A cell is made up of columns and rows. Each box in the sheet represent a cell and data inside the box is unique to that particular cell. E.g Click any desired cell. Type the data into the cell. Press the Enter key to move down a cell. Press the Tab key to move to the next cell to the right. Working with Formulas and Functions One of the most powerful features in Excel is the ability to calculate numerical information using formulas. Just like a calculator, Excel can add, subtract, multiply, and divide. In this lesson, we'll show you how to use cell references to create simple formulas.

10 Mathematical operators These are some of the operators that can be used in formulas: Addition (+), example: =A1+B1 Subtraction (-), example: =A2-B2 Multiplication (*), example: =A3*B3 Division (/), example: =A4/B4 Exponentiation (^), example: =A5^2 10 All formulas in Excel must begin with an equals sign (=). This is because the cell contains, or is equal to, the formula and the value it calculates. Understanding cell references While you can create simple formulas in Excel manually (for example, =2+2 or =5*5), most of the time you will use cell addresses to create a formula. This is known as making a cell reference. Using cell references will ensure that your formulas are always accurate because you can change the value of referenced cells without having to rewrite the formula.

11 By combining a mathematical operator with cell references, you can create a variety of simple formulas in Excel. Formulas can also include a combination of cell references and numbers, as in the examples below: 11

To create a formula: In our example below, we'll use a simple formula and cell references to calculate a budget. 1. Select the cell that will contain the formula. In our example, we'll select cell B3.

12 To create a formula: In our example below, we'll use a simple formula and cell references to calculate a budget. 1. Select the cell that will contain the formula. In our example, we'll select cell B Type the equals sign (=). Notice how it appears in both the cell and the formula bar. 3. Type the cell address of the cell you want to reference first in the formula: cell B1 in our example. A blue border will appear around the referenced cell.

13 13 4. Type the mathematical operator you want to use. In our example, we'll type the addition sign (+). 5. Type the cell address of the cell you want to reference second in the formula: cell B2 in our example. A red border will appear around the referenced cell. 6. Press Enter on your keyboard. The formula will be calculated, and the value will be displayed in the cell.

Modifying values with cell references The true advantage of cell references is that they allow you to update data in your worksheet without having to rewrite formulas.

14 Modifying values with cell references The true advantage of cell references is that they allow you to update data in your worksheet without having to rewrite formulas. In the example below, we've modified the value of cell B1 from $1,200 to $1,800. The formula in B3 will automatically recalculate and display the new value in cell B3. 14 Excel will not always tell you if your formula contains an error, so it's up to you to check all of your formulas. To create a formula using the point-and-click method: Rather than typing cell addresses manually, you can point and click on the cells you want to include in your formula. This method can save a lot of time and effort when creating formulas. In our example below, we'll create a formula to calculate the cost of ordering several boxes of plastic silverware. Select the cell that will contain the formula. In our example, we'll select cell D3.

15 15 Type the equals sign (=). Select the cell you want to reference first in the formula: cell B3 in our example. The cell address will appear in the formula, and a dashed blue line will appear around the referenced cell. Type the mathematical operator you want to use. In our example, we'll type the multiplication sign (*). Select the cell you want to reference second in the formula: cell C3 in our example. The cell address will appear in the formula, and a dashed red line will appear around the referenced cell.

16 16 Press Enter on your keyboard. The formula will be calculated, and the value will be displayed in the cell. Formulas can also be copied to adjacent cells with the fill handle, which can save a lot of time and effort if you need to perform the same calculation multiple times in a worksheet.

17 17 To edit a formula: Sometimes you may want to modify an existing formula. In the example below, we've entered an incorrect cell address in our formula, so we'll need to correct it. 1. Select the cell containing the formula you want to edit. In our example, we'll select cell B3.

A border will appear around any referenced cells.

18 18 2. Click the formula bar to edit the formula. You can also double-click the cell to view and edit the formula directly within the cell. 3. A border will appear around any referenced cells. In our example, we'll change the second part of the formula to reference cell B2 instead of cell C2. 4. When you're finished, press Enter on your keyboard or click the checkmark in the formula bar.

19 19 5. The formula will be updated, and the new value will be displayed in the cell. ** If you change your mind, you can press the Esc key on your keyboard to avoid accidentally making changes to your formula. ** To show all of the formulas in a spreadsheet, you can hold the Ctrl key and press ` (grave accent). The grave accent key is usually located in the top-left corner of the keyboard. You can press Ctrl+` again to switch back to the normal view.

20 Making a Cell Reference Absolute When you want a formula to consistently refer to a particular cell, even if you copy or move the formula elsewhere on the worksheet, you need to use an absolute cell reference. An absolute cell reference is a cell address that contains a dollar sign ($) in the row or column coordinate, or both. When you enter a cell reference in a formula, Excel assumes it is a relative reference unless you change it to an absolute reference. If you want part of a formula to remain a relative reference, remove the dollar sign that appears before the column letter or row number. Create an Absolute Reference 01) Click a cell where you want to enter a formula. 02) Type = (an equal sign) to begin the formula. 03) Select a cell, and then type an arithmetic operator (+, -, *, or /). 04) Select another cell, and then press the F4 key to make that cell reference absolute. You can continue to press F4 to have Excel cycle through the different reference types as stated below: Absolute column and row ($A$1) Absolute row (A$1) Absolute column ($A1) Relative address (A1) 20 05) If necessary, continue entering the formula. 06) Click the Enter button on the formula bar, or press Enter.

21 21 Selecting multiple colomns and/or rows Click on the first cell you want to start with Press the Shift key and the arrow key (,, up or down) to the direction you wanted to select. In the image below we select Column A-G and Row 1-7. Try it out

Short-cut There are many short-cut in microsoft office suite and its applicable across all the

22 22 You can randomly select some cells by o Press down Ctrl key o Click on the cells In the image below we randomly select A1, B2, C1, D2, E1 etc. You can try that too. Short-cut There are many short-cut in microsoft office suite and its applicable across all the application. Some examples and the functions are given below Action Keystroke Document Actions Open an existing file To open a New file CTRL + O CTRL + N

23 Save As Save Print Find Replace Go to One cell right One cell left Top of worksheet (cell A1) F12 CTRL + S CTRL + P CTRL + F CTRL + H F5 Cursor Movement Tab SHIFT + Tab CTRL + Home 23 End of worksheet (last cell with data) End of row End of column Move to next worksheet CTRL+End Home CTRL+left arrow CTRL+PageDown Formulas Apply AutoSum Current date Current time Spelling Help Macros ALT+= CTRL+; CTRL+: F7 F1 ALT+F8 Selecting Cells All cells left of current cell All cells right of current cell Entire column Entire row Entire worksheet SHIFT+left arrow SHIFT+right arrow CTRL+Spacebar SHIFT+Spacebar CTRL+A Text Style

24 Bold Italics Underline Strikethrough Edit active cell Format as currency Format as percent Cut Copy Paste Undo Redo Format cells dialog box CTRL+B CTRL+I CTRL+U CTRL+5 Formatting F2 SHIFT+CTRL+$ SHIFT+CTRL+% CTRL+X CTRL+C CTRL+V CTRL+Z CTRL+Y CTRL+1 24 Now we can work on our project Step 1: Open a New workbook (Ctrl + N) Step 2: Save it as My First Excel Wookbook. (Ctrl + S) Step 3: Create and edit sheet Add more sheet if it s only one available using this icon at the bottom of the sheet Rename the three sheet as Invoice, Price and Discount respectively and colour the sheet to your taste o Right click the sheet and select rename to rename sheet o Right click again and select Tab color choose any colour of your choice

25 Step 4: Entering datas Type the following in your Price sheet or use any product and price of your choice 25 Type the following in your Discount sheet or use any %discount of your choice Type the following in your Invoice sheet as part of design

columns and two columns respectively, we do that by selecting the columns and use this icon on the HOME Tab -> Alignment group ribbon.

26 26 EXPLANATION: First is the EkoTranzact this is an image we used as a logo and we can do that by following the steps below o Click the INSERT Tab in your ribbon o Click on picture o It takes you to your folder then you can select image/logo of your choice o Click on Insert button o Then you can readjust it to the desired length and width The cell PRICE TABLE and DISCOUNT TABLE covers three columns and two columns respectively, we do that by selecting the columns and use this icon on the HOME Tab -> Alignment group ribbon. The column 3 for price we do that by selecting all the prices in the column, click on the buttom HOME Tab -> Number group ribbon and selecting the Naira sign. The Name of custumer was done merging two columns and the space below it we merged 3 rows The SALES INVOICE was done by merging all the cells on that row till

27 the end of the invoice. Step 5: Inputing Formulars The main formular we are using to fetch the price and discount is the VLOOKUP function. The formula takes four parameters which are lookup_value, table_array, col_index_num and range_lookup and are seperated with comma (, ) 27 lookup_value = what do you want to find? table_array = range Where you want to look-up for the value? col_index_num = which column in the table_array where the value you want to use is? range_lookup = Exact Match or Approximate Match indicated as 0/FALSE or 1/TRUE) where Exact Match is False and Approximate Match is True. Now, go to your invoice sheet, below the PRICE PER UNIT column TYPE this formula =VLOOKUP( lookup_value = Click on the coke followed by, table_array = Click on the price sheet and select all the datas as shown below followed by

28 28, col_index_num = Type 3 because the price is in the third column of the price list selected above range_lookup = select/type FALSE. Here we use FALSE because we want the Exact Match of the product name as it is in the price table.

29 Result in my workbook when I press enter. 29 Now we do the same for the quantity. lookup_value = quantity column, followed by, table_array = discount sheet %dicount table. Click the sheet and select all the value col_index

30 _num = The column number here is column 2 of the discount datas 30 range_lookup = the range_lookup is TRUE. Because here we are using approximate values Quantity 1-11 gets 0%, gets 1%, gets 5%, gets 10%, gets 15% and 1000 and above gets 15%. Important note: The discount table should The result is shown Cover for the minimum quantity which is Zero It should be sorted (arranged) in assending or descending order below NEXT, is to get the amount. Amount is equal to The price per unit multiply quantity minus the discount Amount Amount = (Price per unit * quantity) Discount Discount = (Price per unit * Quantity * %Discount) Amount = (Price per unit * quantity) (Price per unit * Quantity * %Discount)

The result in my worksheet 31 EXPLANATION: D8 is the unit price, E8 is the quantity and F8 is the discount. We use bracket to separate them for accuracy of values.

31 The result in my worksheet 31 EXPLANATION: D8 is the unit price, E8 is the quantity and F8 is the discount. We use bracket to separate them for accuracy of values. We just do that in our excel sheet by clicking the corresponding cell. Last is the Total: Total is equal to the sum of the all the individual amount in the column EXPLANATION: Here we use the excel sum function and select all the colums we want to add together. Step 6: Making a price table and %discount table Reference Absolute

32 Double Click on the lookup price in your invoice sheet add dollar sign ($) to the price column and row as shown below 32 Double Click on the lookup %discount in your invoice sheet add dollar sign ($) to the %discount column and row as shown below EXPLANATION: we made the price and discount absolute so that the cells we used for the price and percentage discount does not change when copying the formula. Step 7: Coping formulas To copy formular, click the price cell place your mouse on the bottom of the price selected and it appears like this Hold down the mouse to drag it to desired cells. As shown below

33 Release the mouse to copy Do the same for the discount and total formula Result in my wooksheet after I copied the formular down to s/n 10 EXPLANATION: There are two types of reference in Excel.

33 33 Release the mouse to copy Do the same for the discount and total formula Result in my wooksheet after I copied the formular down to s/n 10 EXPLANATION: There are two types of reference in Excel. Relative and absolute Reference. By default excel uses relative references when you copy. As you copy down it changes the cells along with the formular. That is why we make the price and discount table of array Absolute. You can view the table below for more understanding.

34 34 If you look at the first part of the formula, the C is changing (C8, C9, C10 etc.) it is determined by what we inputs in the product column, and the second part is our absolute reference it doesn t change. Step 8: Removing #N/A, #VALUE!, #REF!, #DIV/0!, #NUM!, #NAME?, or #NULL!. error If you look at our table we have #N/A it was as a result of no information in the column which our formula is reference to. To take care of that we use the IFERROR( ) function in excel. It works like the normal if statement. The formula takes two parameter value and value_if_error. value = Value if there is data(no error) in the cell value_if_error = value if there is no data(error) in the cell Now Lets add the following to the to our formula Double click on the Unit price column Add this formula to your code =IFERROR(VLOOKUP(C8,Price!$B$4:$D$13,3,FALSE), "") Double click on the %discount column

B: Recopy the formula by dragging it down to the column in the invoice to remove this errors. You can check on how to copy from above discussions.

35 Add this formula to your code =IFERROR(VLOOKUP(E8,Discount!$B$5:$C$10,2,TRUE), "") 35 =IFERROR(VLOOKUP(E8,Discount!$B$5:$C$10,2,TRUE), ) Double click on the Unit price Add this formula to your code =IFERROR((D8*E8) - (D8*E8*F8), "") N.B: Recopy the formula by dragging it down to the column in the invoice to remove this errors. You can check on how to copy from above discussions. New Display in my workbook after I added the formular and Re-Copy the formula Step 9: Adding format Let s add Naira to the amount and percentage to the discount Select all the entries in the AMOUNT and Unit price column as shown

group) as shown in the image below Also select the

36 below Hint: Press down Ctrl and click all the cells in the column 36 Click the dropdown in the Home Tab (number group) as shown in the image below Also select the columns of DISCOUNT as shown below Click the % icon to add percentage

37 37 New display in my workbook now. FINALLY LET S add some style to our invoice Select all the cell in the customer details area as shown below

38 Click on the cell style in the Home Tab and select the Output style as shown below 38 New display in my browser

39 Select all the cell in the invoice area as shown below 39 Add table format as shown below Finally, this is the result in my excel sheet after adding the styles and table format

40 40

12 BASICS OF MS-EXCEL

12 BASICS OF MS-EXCEL 12.1 INTRODUCTION MS-Excel 2000 is a Windows based application package. It is quite useful in entering, editing, analysis and storing of data. Arithmetic operations with numerical