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Engineering Workshop

Microsoft Excel Orientation


1. INTRODUCTION
MS-Excel is a Windows based application package. It is quite
useful in entering, editing, analysis and storing of data.
Arit!etic operations wit nu!erical data suc as addition,
subtraction, !ultiplication and di"ision can also be done wit
Excel.

#ou can sort te nu!bers$caracters according to so!e gi"en
criteria %like ascending, descending etc.& and sol"e si!ple
'nancial, !ate!atical and statistical for!ulas.
Starting Microsoft Excel
(. )lick on %wit te elp of !ouse& te Start button on te Windows *+
,askbar at te botto! of te Screen.
-. .igligt te /rogra!s ite!. ,e progra! !enu will open.
0. Select Microsoft Excel fro! te list of progra!s.
1. )lick on Microsoft Excel.
Sy!bolically tese actions are sown below.
Select Start/rogra!sMicrosoft 23ce Microsoft Excel co!!ands fro!
your !enu bar.
,is is a workbook. A workbook is a collection of workseets
%spreadseets& and !acros.
4y default, Excel creates 0 workseets in a new workbook. ,e
workseets are designated at te botto! part of te window
were you see te 'le folder-like tabs.
,e tabs are na!ed Seet(, Seet-, and Seet0. If you click on
Seet-, you will be in Seet- and not Seet( so you need to be
aware of wic workseet you are in.
ECE! WOR"S#EET
Excel allows you to create workseets !uc like paper
ledgers tat can perfor! auto!atic calculations.
1
Eac Excel 'le is a workbook tat can old !any
workseets. ,e workseet is a grid of colu!ns %designated
by letters& and rows %designated by nu!bers&.
,e letters and nu!bers of te colu!ns and rows %called
labels& are displayed in gray buttons across te top and left
side of te workseet.
,e intersection of a colu!n and a row is called a cell.
Eac cell on te spreadseet as a cell address tat is te
colu!n letter and te row nu!ber.
)ells can contain eiter text, nu!bers, or !ate!atical
for!ulas.
$. %ccessing
Keyboard access to the Ribbon
(. /ress A5,.
,e 6ey,ips are displayed o"er eac feature tat is a"ailable in
te current "iew. ,e following exa!ple is fro! Microsoft 23ce
Word.
,e preceding i!age was excerpted fro! ,raining on Microsoft
23ce 2nline.
-. /ress te letter tat appears in te 6ey,ip o"er te feature
tat you want to use.
0. 7epending on wic letter you press, additional 6ey,ips !ay
appear. 8or exa!ple, if te #o&e tab is acti"e and you press I,
te Insert tab is displayed, along wit te 6ey,ips for te groups
on tat tab.
$
1. )ontinue pressing letters until you press te letter of te
co!!and or control tat you want to use. In so!e cases, you
!ust 'rst press te letter of te group tat contains te
co!!and.
NOTE ,o cancel te action tat you are taking and ide te
6ey,ips, press A5,.
'. O(er(ie) of tool*ars
+. Sa(ing Excel ,les
,o sa"e a workbook, click te 23ce button, click Sa"e As and
coose ow do you want to sa"e.
-. Using help an. reso/rces
/ress 8( key for getting elp using wit MS 23ce.
Creating a Sche./ler
1. 0ri.lines
2n te 1age !a2o/t tab, in te Sheet Options group, select te
3ie) ceck box under 0ri.lines.
$. 4or&at Cells
'
9se te 4or&at Cells dialog box to for!at te contents of
selected cells.
a. 2n te #o&e tab, under Cells section, click on 4or&at. In te
drop down !enu you will 'nd 8or!at )ells.
Sort cut key for 8or!at )ells dialog box ctrl 5 1
'. S/&&ation
It displays te su! of te selected cells.
a. 2n te #o&e tab, under Editing section, click on :6; sy!bol.
+. %/to 4ill
#ou can 'll cells in any direction and into any range of ad<acent
cells.
a. 2n te #o&e tab, under Editing section, click on down arrow
sy!bol.
-. 4or&atting Text
a. 2n te #o&e tab, under Font section, cange te style and
color of te text.
b. 2n te #o&e tab, under Alignment section, cange te
position of te text.
Calc/lating 01%
1. Cell Referencing
)ell references are te basic building blocks of te for!ulas and
functions you will use in Excel.
Eac cell in a spreadseet can be uniquely identi'ed by referring
to te colu!n letter and row nu!ber tat te cell is in.
$. 4or&/lae in Excel
8or!ulas are equations tat perfor! calculations in your
spreadseet. 8or!ulas always begin wit an equals sign %=&.
+
Wen you enter an equals sign into a cell, you are basically
telling Excel to :calculate tis.;
8unctions are Excel-de'ned for!ulas. ,ey take data you
select and enter, perfor! calculations on te!, and return
"alue%s&.
All functions a"e a co!!on for!at > te equals sign
followed by te function na!e followed by te input in
parenteses.
%(erage an. Stan.ar. De(iation
,e input for a function can be eiter?
o A set of nu!bers %e.g., :=A@EAABE%-, 0, 1, C&;&
,is tells Excel to calculate te a"erage of tese
nu!bers.
o A reference to cell%s& %e.g., :=A@EAABE%4(?4(+& or
:=A@EAABE %4(, 4-, 40, 41, 4C, 4D, 4E, 4+&;
,is tells Excel to calculate te a"erage of te
data tat appear in all te cells fro! 4( to 4+.
#ou can eiter type tese cell references in by
and or by clicking and dragging wit your !ouse
to select te cells.
7elo) are se(eral f/nctions 2o/ )ill nee. to learn for this
class. Tr2 the& o/t )ith the practice .ata set.
8%3ER%0E9,rst cell:last cell;: calc/lates the &ean
8MEDI%N9,rst cell:last cell;: calc/lates the &e.ian
8MODE9,rst cell:last cell;: calc/lates the &o.e
83%R19,rst cell:last cell;: calc/lates the (ariance
8STDE319,rst cell:last cell;: calc/lates the stan.ar.
.e(iation
<o/ &a2 .irectl2 )rite the f/nctions for these
statistics into cells or the for&/la *ar= OR
<o/ &a2 /se the f/nction )i>ar. 9 4
x
in the tool*ar;
'. Charts
a. 2n te Insert tab, under )arts section, select any type of cart
required for te seet.
+. Rena&ing a )orksheet
-
I suspect tat you will want to rena!e te workseet%s& to
so!eting !ore rele"ant to your needs. ,o rena!e a workseet?
(. 7ouble click on te seetFs tab %notice te na!e beco!es
igligted&
-. ,ype in te new na!e
0. .it enter to co!plete te rena!e process.
-. Inserting a )orksheet
a. 2n te Sheet tabs, ad<acent to te! you will 'nd Insert
Workseet button.
)lick on it a new workseet is inserted.
Sortcut key for inserting te workseet is Shift 5 411
?. #2per linking
a. 2n te Insert tab, under Links sections, click on #2perlink.
@. Co/nt 4/nction
a. ,ype so!e nu!bers on te seet and select te Insert
f/nction sy!bol wit f
x
Select a function for say )ount fro! te box click O" and ten
click O"
A. !OO"U1B3!OO"U1B#!OO"U1
a. ,ype so!e nu!bers wit corresponding na!es. Select Insert
f/nction sy!bol wit f
x
b. Select a function for say !OO"U1, select 'rst argu!ent and
click O".
c. Bi"e 5ookup "alue and 5ookup "ector %select te entire cells
wic as data& and select O".
3!OO"U1
a. ,ype so!e nu!bers wit corresponding na!es. Select Insert
f/nction sy!bol wit f
x
b. Select a function for say 3!OO"U1, select 'rst argu!ent and
click O".
c. Bi"e 5ookup "alue %select any cell&, ,able array %select te
entire cells wic as data& and )olu!n index nu!ber %say -& and
select O".
d. Bi"e te 'rst colu!n "alue in te selected cell te
corresponding nu!ber will be displayed.
1erfor&ance %nal2sis
1. Split cells
?
a. )eck te sa!e feature in te word. ,is feature is not
a"ailable in -GGE.
$. 4ree>e 1anes
a. ,ype te sentence of te word :,e quick brown fox <u!ps o"er
a laHy dog; on eac cell. %Select a single colu!n. 2n te Data
tab, under Data Tools section, select Text to Col/&ns. 8ro! te
window, select 8ixed widt, click Iext -J Iext -J 8inis.
b. Select on te 'rst cell, on te 3ie) tab, under Window section,
select 4ree>e 1anes -J 8reeHe /anes.
'. 0ro/p an. o/tline
a. Select set of rows. 2n te Data tab, under Outline section,
select 0ro/p -J Broup.
+. Sorting
a. Bi"e so!e rando! "alues in te cells. Select all te cells wit
"alues.
b. 2n te #o&e tab, under Editing section, select Sort C 4ilter
-J Sort s!allest to largest or Sort 5argest to s!allest.
-. 7oolean an. !ogical operators
a. 2n eac colu!n type so!e "alues. ,ake a new ad<acent e!pty
cell of te "alues and type te below for!ulae%s&.
=I8%AI7%50J(G,M0J(G,I0J(G,20J(G,/0J(G&,K/assK,K8ailK&
=I8%2A%50J(G,M0J(G,I0J(G,20J(G,/0J(G&,K/assK,K8ailK&
=I8%I2,%50J(G&,K/assK,K8ailK&
?. Con.itional 4or&atting
a. Select set of cells. Bi"e so!e cell styles for te selected cells.
2n te #o&e tab, under Styles section, select Con.itional
4or&atting -J .igligt )ells Aules -J Breater tan, 5ess tan,
4etween, Equal to.
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