M

icrosoft Excel is a powerful application that allows users to do calculations, produce tables and graphs effortlessly. These can range from simple formulae to complex functions and mathematical models.

WORKBOOK
An Excel file is called a workbook Initially, each workbook consists of 3 worksheets (you can add and remove worksheets as needed)

WORKSHEET
Each worksheet consists of columns and rows that intersect to form boxes called cells in which you enter text and numbers The tabs at the bottom of the workbook (labelled Sheet1, Sheet2, and so on) allow you flip through the worksheets by clicking them with a mouse Double-clicking on a tab will allow you to change the name of a worksheet

DETAILS OF EXCEL WINDOW

Menu

Formulae bar

Namebox

Worksheet Tabs

Status Bar Worksheet

Scroll Bar

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EXCEL WINDOW DESCRIPTION

Heading Menu Bar Toolbars Explanation Contains menus that organize familiar commands A collection of icons displayed in a long bar Each icon represents a common command or task o Standard Toolbar o Formatting Toolbar Contains tools for creating and editing formulas Displays the contents of the active cell The cells location/reference address also appears in this bar Consists of the cell name box and the cell editor Displays the name of the active cell(s); otherwise displays the cell address Displays the content of the active cell; can be changed by typing new information An intersection of row and column where data are entered Letters across the top of the worksheet, which identify the columns in the worksheet Numbers down the side of the worksheet, which identify the rows in the worksheet Displays information about a selected command Individual worksheets in a workbook where data are entered and analyzed A window within MS Office software that provides commonly used commands

Formula Bar

Cell Name Box Cell Editor Cell Column Headings Row Headings Status Bar Worksheet Tabs Task Pane

BASIC NAVIGATION IN EXCEL

To Move One Cell Up, Down, Left or Right Up One Screen Down One Screen Left One Screen Right One Screen To Edge of Worksheet (or current block of data) To a Particular Cell To column A in the current row To cell A1 Command [PAGE UP] [PAGE DOWN] [ALT][PAGE UP] [ALT][PAGE DOWN] [CTRL][Relevant Arrow Key] [F5] then type the reference for the cell required & press Return [HOME] [CTRL][HOME]

MOVING BETWEEN THE WORKBOOK SHEETS

Each new workbook contains worksheets, named sheets1 to sheet 3. The sheet name appears on a tab at the bottom of the workbook window

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Click on the appropriate tab o If the sheet required is not in view, use the tab scrolling buttons to display the sheet o Press CTRL PAGE DOWN to move to the next sheet, or CTRL PAGE UP to move to the previous sheet

Previous Sheet

Last Sheet

GO TO
You can use F5 to tell Excel to move to a specific cell. F5 is the Microsoft Office Go To key When you press F5 in Excel a dialog box is displayed where you can type in a cell reference Type the cell reference that you want to move to in the Reference box and press ENTER o The following dialog box will appear

ENTERING DIFFERENT KINDS OF DATA ENTERING VALUES:

ENTER when done entering data; active cell will be the next cell down TAB enter the text and move to next cell to the right Arrow key enter the text and move to another cell ESC If you made a mistake and you want to cancel your entry or edit

ENTERING DATA
Data can be text or numeric Text is defined as any combination of numbers and letters. Numeric entries are limited to numbers Numbers can exist as independent values or values derived from a formula (calculated values)

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ENTERING TEXT
Text will automatically align to the left in a cell If length of the text is greater than the width of the column, it will appear as if it were occupying adjacent cells To enter text: o Click the cell where the text will be entered o Type the text. The text will also appear in the Formula bar o Press the ENTER or the TAB key

ENTERING NUMBERS
Numbers are automatically aligned to the right in a cell To enter a negative value, type a minus sign before the number or enclose it in parenthesis You can also type a period to indicate a decimal point and enter decimals Dates are considered numeric values that can be manipulated through mathematical calculations To enter a number: o Click on the cell where data will be entered o Type the number into the cell. The number will also appear in the Formula bar o Press the ENTER key

DATA TYPES TEXT

Any combination of letters, numbers and spaces By default, text is automatically left-aligned in a cell

NUMBER
Valid numbers can include the numeric characters 0-9 and any of these special characters: + - /. , ( ) $ % o This means that you can include commas, decimal points, dollar signs, percent signs, and parenthesis in the values you enter To enter a negative number, precede it with a minus sign or surround it with parentheses. To enter a fraction, precede it with a 0. Example: 0 If you enter a number and it appears in the cell as all pound signs (########) or in scientific notation (such as 8.25E+05), dont worry. The number is okay o The cell is just not wide enough to display the entire number o To fix it, move to the column headings at the top of the worksheet and double-click the right border of the column o The column expands to the largest entry The number appears in the cell, right-aligned

DATE & TIME

You can use hyphens (-) or slashes (/) when typing dates

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As long as Excel recognizes the entry as date or time, it appears right-aligned in the cell If Excel doesnt recognize it, it is treated as text and left-aligned o Unless you type AM or PM after a time entry, Excel assumes that you are using a 24-hour clock o So if you mean PM, type the entry as 8:20 PM If youre entering a column of dates, you can specify the date format you want first. Then as you type your dates, Excel will automatically adapt them to fit that format o For example, suppose you like the MMMMMMMMM DD, YYYY format. o Instead of typing each date in full, you could select that format for the column and then type 4/14/98, and Excel would change it to display April 14, 1998

VALID DATE AND TIME FORMATS

Date Format 1. M/D 2. M-YY 3. MM/DD/YY 4. MMM-YY 5. DD-MMM-YY 6. DD-MMM Example 4/8 4-58 4/8/88 Jan-92 28-Oct-98 6-Sep Format 1. HH:MM 2. HH:MM:SS 3. HH:MM AM/PM 4. HH:MM:SS AM/PM 5. MM/DD/YY HH:MM Time Example 16:50 8:22:59 7:45 PM 11:45:16 AM 11/8/98 4:20

FORMULAS
Worksheets use formulas to perform calculations on the data you enter. FORMULAS typically consist of one or more cell addresses and or values and a mathematical operator Every Formula must begin with an equal sign (=)

WORKING WITH RANGES

Ranges are defined as rectangular group of selected cells The cells in a range may all be in one column, one row, or any combination of columns and rows as long as the range forms a rectangle The range is identified by the first and last cell or by their anchor points (the upper-left corner and the lowerright corner)

HOW CAN RANGES SAVE YOU TIME?

You can select a range and use it to format a group of cells with one step You can also use ranges in formulas

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TO SELECT A RANGE:
Click the first cell in the range to be selected Drag the pointer across the range of cells to select Release the mouse button. The range of cells will be highlighted To select non-adjacent cells: hold the CTRL key down on the keyboard and click in the nonadjacent cell To select multiple, consecutive, adjacent cells: select the first cell, hold down the SHIFT key, and then click in the cell at the other end of the range

ENTER DATA INTO A RANGE

Select the range in which data will be entered. The range of cells must first be highlighted The data being entered will automatically begin at the first cell in the range

NAVIGATION WITHIN THE RANGE

Move to the right within the range: Move to the left within the range: Move to the down within the range: Move to the up within the range: Press TAB key Press SHIFT + TAB key Press ENTER key Press SHIFT + ENTER key

SOME SHORTCUTS TO SUCCESS

To select several ranges: o Select the first range, hold down the CTRL key, and select the next range o Do this for each range you want to select To select row: o Click the row heading number at the left edge of the worksheet o You also can press SHIFT + SPACEBAR To select column: o Click the column heading letter at the top edge of the worksheet o You also can press CTRL + SPACEBAR To select entire worksheet: o Select the Select All button (the blank rectangle in the upper-left corner of the worksheet, above row 1 and left column A) o You can also press CTRL + A

MANIPULATING DATA EDITING CELL DATA

Editing a cells data is done by clicking on the cell to modify and typing in the new entry If the cell to modify has an existing entry, the new entry will replace the old one You may append data to an existing cell entry through any of the following:

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o o o

Double click on the cell to edit and type in the additional data Click on the cell to edit and then click once in the formula bar. Anything you type in the formula bar will be added to the existing cells data Click on the cell to edit and press F2. Type in the cell directly

DELETING CELL DATA

Select the cell or cell range to delete Press the DELETE or BACKSPACE key on the keyboard

COPYING AND MOVING CELL DATA

Select the cell or cell range that you want to copy Click the Copy button CTRL + C on the Standard toolbar. A blinking marquee appears around the selected cell range Select the target cell or range to paste the copied cell content Click the Paste button on the standard toolbar CTRL + V Press the ESC key to remove the blinking marquee

TO CUT AND PASTE CELL DATA

Select the cell or cell range that you want to cut Click the Cut button CTRL + X on the Standard toolbar. A blinking marquee appears around the selected cell range Select the target cell or range to paste the copied cell content Click the Paste button on the standard toolbar CTRL + V

PASTE SPECIAL
The Paste Special option gives you the ability to choose what should be pasted into the destination cells o You may want to paste data without its formats, or you might want to convert a formula to a static value Right click anywhere within the highlighted block and choose Copy from the shortcut menu o The following dialog box will appear:

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Select an option in the Paste section of the dialog to choose what will be pasted into the destination cells Select an option from the Operation section of the dialog to choose the mathematical operation you want to perform on the copied data Check the Skip blanks box to suppress empty cells being pasted Check the Transpose box to change the arrangement of the copied cells from column to row and vice versa Click OK to close the dialog and paste the data

UNDO AND REDO CHANGES

To undo an action, click the Undo button on the standard toolbar CTRL + Z To redo an action, click the Redo button on the standard toolbar CTRL + Y

WORKING WITH CELLS, ROWS AND COLUMNS

Columns and rows are used to store information in excel. Columns usually represent the field common for each individual entry with rows representing the list of entries o For example, a column can contain grades of students on a final exam, while rows contain the list of students in the class Cells are used to store data entries o Each cell is referred to by its cell address that consists of the column letter and the row number

INSERT AND DELETE CELLS

You can add new cells into a worksheet if you need to make space to add new entries in Excel also gives you tools for adding entire rows and columns If you add cells, Excel will ask you how the existing cells should be rearranged to accommodate new ones

TO INSERT A CELLS/COLUMN/ROW:
Select the cell below or to the right of where you want the new one Click the right mouse button to access the shortcut menu Choose Insert. Press SHIFT + + o The dialog box will appear as provided on the right hand side

DELETE CELLS/COLUMN/ROWS
Select the cells you want to delete Click the right mouse button to access the shortcut menu Choose Delete

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Press CTRL + o The dialog box will appear as provided on the right hand side

ABSOLUTE AND RELATIVE REFERENCES RELATIVE REFERENCES

When you fill formulae, you tell Excel to base the formulae it creates on the one you have entered by starting from the cell that contains it o In the example shown below, the formula being copied says =B3*C3 o However, once copied, if you click on any of the copies, Excel will have updated the references to keep the row numbers current (B3*C3, B4*C4 and so on)

This is because Excel, by default, uses relative referencing When you enter a formula, you enter specific cell references Behind the scenes, Excel translates those references into positions relative to the result cell Most of the time, this is what you would want, but there are occasions where you need to stop Excel updating cell references when you copy formulae

ABSOLUTE REFERENCES
The example below shows a formula being created to find the value of the share, post the illiquidity premium. The fair values are in column E and the discount rate is in C10.

CASE 1: OLD FORMULA AS C2*C10

The formula will generate a result for the first order However, when copied, you will get zeros against the discount amounts for the other orders. This is due to the relative referencing that Excel applies to all formulae by default.

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CASE 2: NEW FORMULA HAS BEEN SET AS C2*$C$10

Press F4. Dollar signs will appear against the column letter and the row number Press ENTER to confirm the change. This would prevent Excel from changing the C10 reference when the formula is copied

SELECT MULTIPLE SHEETS

There are some situations where you need to select more than one worksheet The active sheet in a workbook can be determined by its white tab where its name appears in bold

SELECT ADJACENT SHEE TS

When the worksheets that you want to select are next to each other, you can use the SHIFT key to block select them o Click the tab of the first worksheet that you want to include in your selection o Hold down the SHIFT key and click on the tab of the last worksheet that you want included in your selection o All the sheets between the first and the last will be selected The selected sheet tabs will turn white and the word Group will appear on the title bar

SELECT NON-ADJACENT SHEETS

When the sheets you want are not next to each other in the workbook, you can use the CTRL key to select them Click on the first worksheets tab that you want to include in your selection Hold down the CTRL key and click each other worksheets tab that you want included in your selection The selected sheet tabs will turn white and the word [group] will appear on the title bar

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FREEZE PANES
When you want certain rows or columns to remain static on screen while you scroll down or across data on a worksheet, you can use freeze panes

TO FREEZE PANES:
Select the cell below and to the right of the cells you want to freeze Choose Window from the menu bar then click, Freeze panes o You will see solid lines appear below and to the right of the frozen rows and columns

TO UNFREEZE PANES:
Choose Window from the menu bar then click Unfreeze panes

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