2. The MS Excel 2007
It is the world’s most widely-used
spreadsheet program, and is part of the
Microsoft Office suite. Excel’s forte, of
course, is performing numerical
calculations, but Excel is also very useful
for non-numerical applications.

3. Uses of Excel:
• Number crunching: Create budgets, analyze survey results,
and perform just about any type of financial analysis you can
think of.
• Creating charts: Create a wide variety of highly customizable
charts.
• Organizing lists: Use the row-and-column layout to store
lists efficiently.
• Accessing other data: Import data from a wide variety of
sources.
• Creating graphics and diagrams: Use Shapes and the new
SmartArt to create professional-looking diagrams.
• Automating complex tasks: Perform a tedious task with a
single mouse click with Excel’s macro capabilities.

4. Features of Microsoft Excel 2007
Database
(list)
Worksheet
Chart

5. Capabilities and Limitations of Microsoft Excel 2007
Last
(16,384 cols.) Column
Name
Open
Workbooks
Default
Sheets
Last Row
Number

6. Opening the Microsoft Excel 2007
1. Click the Start button.
2. Point or Click All Programs.
3. Click Microsoft Office Folder.
4.ClickMicrosoft Office Excel 2007.
Microsoft
Office
Folder
Note: You can open the Microsoft
Office Excel 2007 instantly by creating
a shortcut icon on the desktop of the
Microsoft Windows. Once shortcut has Microsoft
Office
been created, just double-click it to Excel
launch the Microsoft Excel 2007. 2007
All
Programs
Start
Button

7. The Microsoft Excel 2007 Screen
Ribbon Menu
Quick Access Toolbar
MS Office
Button
Name Box
Select All Column Name
Formula Bar
Button
Active Cell
Scroll Bars
Row Number
Sheet Tab
Zoom Tool
Status Bar
Views
(Normal, Page
Layout, Page Break
Preview)

8. The MS Excel 2007
Microsoft Excel 2007 has eight standard ribbon tabs (Home,
Insert, Page Layout, Formulas, Data, Review, View, Add-Ins) and an
occasional “contextual” tab that shows up when you have a certain
item selected.
For example, if you have a picture selected, a Picture Tools:
Format ribbon is available, as shown in the figure below.

9. The MS Excel 2007
Home Ribbon
The Home ribbon has common formatting and editing
commands.

10. The MS Excel 2007
Insert Ribbon
The Insert ribbon allows you to insert common objects,
charts, links, images, and more.

11. The MS Excel 2007
Page Layout Ribbon
The Page Layout ribbon is used to layout your
spreadsheets for printing.

12. The MS Excel 2007
Formulas Ribbon
The Formulas ribbon allows access to different formulas
so you don’t have to memorize all of the functions.

13. The MS Excel 2007
Data Ribbon
The Data ribbon has commands for accessing external
data, sorting and filtering, and managing data in the
spreadsheet.

14. The MS Excel 2007
Review Ribbon
The Review ribbon contains the proofing and reviewing
tools. If you have a tablet PC, you can also mark up the
spreadsheet with “Ink.”

15. The MS Excel 2007
View Ribbon
The View ribbon has different views available, allows you
to control the zoom view of the document, and lets you
access Macros.

16. Basic Mouse Pointer Shapes
Mouse Pointer Meaning
Default Mouse Pointer
Cursor
Auto-fill Handle
Rows and Columns Manual Resize
Move
Vertical Resize
Horizontal Resize
Diagonal Resize 1
Diagonal Resize 2
I-Beam
Insertion Point

17. Creating a Workbook
To create a new Workbook:
1. Click the Microsoft Office Toolbar
2. Click New
3. Choose Blank Workbook

18. The MS Excel 2007
If you want to create a new document from a template,
explore the templates and choose one that fits your needs.

19. Saving a Workbook
When you save a workbook, you
have two choices: Save or Save As.
To save a document:
1. Click the Microsoft Office Button
2. Click Save
3. Type the file name of the workbook
4. Click Save

20. Saving a Workbook
You may need to use the Save As
feature when you need to save a
workbook under a different name or to
save it for earlier versions of Excel.
Remember that older versions of
Excel will not be able to open an Excel
2007 worksheet unless you save it as an
Excel 97-2003 Format.
To use the Save As feature:
1. Click the Microsoft Office Button
2. Click Save As
3. Type the file name of the Workbook
4. In the Save as Type box, choose
Excel 97-2003 Workbook
5. Click Save

21. Opening a Workbook
To open an existing workbook:
1. Click the Microsoft Office Button
2. Click Open
3. Browse to the workbook
4. Click the title/file name of the workbook
5. Click Open

22. Entering Data
There are different ways to enter data in
Excel: in an active cell or in the formula bar.
To enter data in an active cell:
1. Click in the cell where you want the data
2. Begin Typing

23. Entering Data
To enter data into the formula bar
• Click the cell where you would like the data
• Place the cursor in the Formula Bar
• Type in the data
Excel allows you to move, copy, and paste cells
and cell content through cutting and pasting
and copying and pasting.

24. Selecting Data
To select a cell or data to be copied or cut:
1. Click the cell.
2. Click and drag the cursor to select many cells in a range.

25. Copy and Paste
To copy and paste data:
1. Select the cell(s) that you wish to copy
2. On the Clipboard group of the Home tab, click Copy(Ctrl + C)
3. Select the cell(s) where you would like to copy the data
4. On the Clipboard group of the Home tab, click Paste(Ctrl + V)

26. Cut and Paste
To cut and paste data:
1. Select the cell(s) that you wish to copy
2. On the Clipboard group of the Home tab, click Cut (Ctrl +X)
3. Select the cell(s) where you would like to copy the data
4. On the Clipboard group of the Home tab, click Paste(Ctrl + V)

27. Undo and Redo
To undo or redo most recent actions:
1. On the Quick Access Toolbar
2. Click Undo(Ctrl + Z) or Redo(Ctrl + Y)

28. Auto Fill
The Auto Fill feature fills cell data or series of data in a worksheet
into a selected range of cells. If you want the same data copied into
the other cells, you only need to complete one cell. If you want to
have a series of data (for example, days of the week) fill in the first
two cells in the series and then use the auto fill feature.
To use the Auto Fill feature:
1. The Fill Handle
2. Drag the Fill Handle to complete the cells

29. Inserting Cells, Rows, and Columns
To insert cells, rows, and columns in Excel:
1. Place the cursor in the row below where you want the new row,
or in the column to the left of where you want the new column
2. Click the Insert button on the Cells group of the Home tab
3. Click the appropriate choice: Cell, Row, or Column

30. Deleting Cells, Rows and Columns
To delete cells, rows, and columns:
1. Place the cursor in the cell, row, or column that you want to
delete
2. Click the Delete button on the Cells group of the Home tab
3. Click the appropriate choice: Cell, Row, or Column

31. Find and Replace
To find data or find and replace data:
• Click the Find & Select button on the Editing group of the Home
tab
• Choose Find or Replace
• Complete the Find What text box
• Click on Options for more search options

32. Spell Check
To check the spelling:
1. On the Review tab click the Spelling button

33. Excel Formulas
A formula is a set of mathematical instructions that can be used
in Excel to perform calculations. Formulas are started in the formula
box with an = (equal) sign.
There are many elements to and excel formula.
References: The cell or range of cells that you want to use in your
calculation
Operators: Symbols (+, -, *, /, etc.) that specify the calculation to be
performed
Constants: Numbers or text values that do not change
Functions: Predefined formulas in Excel

34. Excel Formulas
To create a basic formula in Excel:
1. Select the cell for the formula
2. Type = (the equal sign) and the formula
3. Press Enter key

35. Excel Formulas
A Function is a built in formula in Excel. A function
has a name and arguments (the mathematical function) in
parentheses. Common functions in Excel:
• Sum: Adds all cells in the argument
• Average: Calculates the average of the cells in the
argument
• Min: Finds the minimum value
• Max: Finds the maximum value
• Count: Finds the number of cells that contain a
numerical value within a range of the argument

36. Excel Formulas
To calculate a function:
1. Click the cell where you want the function applied
2. Click the Insert Function button
3. Choose the function
4. Click on Ok
5. Complete the Number 1 box with the first cell in the range that you want calculated.
6. Click on Ok
2
1
3
4

37. Function Library
The function library is a large group of functions on the Formula Tab of the
Ribbon. These functions include:
AutoSum: Easily calculates the sum of a range
Recently Used: All recently used functions
Financial: Accrued interest, cash flow return rates and additional financial functions
Logical: And, If, True, False, etc.
Text: Text based functions
Date & Time: Functions calculated on date and time
Math & Trig: Mathematical Functions

38. Relative, Absolute and Mixed References
Calling cells by just their column and row labels (such as "A1") is
called relative referencing. When a formula contains relative
referencing and it is copied from one cell to another, Excel does not
create an exact copy of the formula. It will change cell addresses relative
to the row and column they are moved to. For example, if a simple
addition formula in cell C1"=(A1+B1)" is copied to cell C2, the formula
would change to"=(A2+B2)" to reflect the new row. To prevent this
change, cells must be called by absolute referencing and this is
accomplished by placing dollar signs "$" within the cell addresses in the
formula. Continuing the previous example, the formula in cell C1 would
read "=($A$1+$B$1)" if the value of cell C2 should be the sum of cells
A1 and B1. Both the column and row of both cells are absolute and will
not change when copied. Mixed referencing can also be used where
only the row or column fixed. For example, in the formula"=(A$1+$B2)",
the row of cell A1 is fixed and the column of cell B2 is fixed.

39. Linking Worksheets
You may want to use the value from a cell in
another worksheet within the same workbook in a
formula. For example, the value of cell A1 in the
current worksheet and cell A2 in the second
worksheet can be added using the format
"sheetname!cell address". The formula for this
example would be"=A1+Sheet2!A2" where the
value of cell A1 in the current worksheet is added
to the value of cell A2 in the worksheet named
"Sheet2".

40. Sort and Filter
Sorting and Filtering allow you to manipulate data in a worksheet based on given
set of criteria.
Basic Sorts
To execute a basic descending or ascending sort based on one column:
1. Highlight the cells that will be sorted
2. Click the Sort & Filter button on the Home tab
3. Click the Sort Ascending (A-Z) button or Sort Descending(Z-A) button

41. Custom Sorts
To sort on the basis of more than one column:
1. Highlight which data you want to sort by
2. Click the Sort & Filter>> Custom Sort button on the Home tab or click
Sort button on the Data tab
3. Specify the Column on the Sort by which will be sorted and specify the
order (A to Z or Z to A)
4. Click on OK

42. Filtering
Filtering allows you to display only data that meets
certain criteria.
To Filter:
1. Click the column or columns that contain the
data you wish to filter
2. On the Home tab, click on Sort & Filter
3. Click Filter button
4. Click the Arrow at the bottom of the first cell
5. Click the Text Filter
6. Click the Words you wish to Filter
To Clear the Filter:
1. To clear the filter click the Sort & Filter button
2. Click Clear

43. The IF Function in Excel 2007
The IF function can be quite useful in a spreadsheet. It is used when you
want to test for more than one value.
IF(logical_test, value_if_true, value_if_false)
The thing to note here is the three items between the round brackets of
the word IF. These are the arguments that the IF function needs. Here's what
they mean:
• logical_test The first argument is what you want to test for.
• value_if_true This is what you want to do if the answer to the first
argument is YES.
• value_if_false This is what you want to do if the answer to the first
argument is NO.

44. Comparison Operator
• Equals (=)
• Less than (<)
• Less than or equal to (<=)
• Greater than (>)
• Greater than or equal to (>=)
• Not equal to (<>)
• : (colon) Range. Produces one reference to all the cells between
two references. (Reference Operator)
• , (comma) Union. Combines multiple cell or range references into
one reference. (Reference Operator)

45. VLOOKUP Function in Excel 2007
Searches for a value in the first column of a table array and returns a
value in the same row from another column in the table array. The V in
VLOOKUP stands for vertical.
VLOOKUP(lookup_value,table_array,col_index_num,range_lookup)
• Lookup_value The value to search in the first column of the table array.
• Table_array Two or more columns of data. Use a reference to a range
or a range name. The values in the first column of table_array are the
values searched by lookup_value. These values can be text, numbers, or
logical values. Uppercase and lowercase text are equivalent.
• Col_index_num The column number in table_array from which the
matching value must be returned. A col_index_num of 1 returns the value
in the first column in table_array; a col_index_num of 2 returns the value
in the second column in table_array, and so on.
• Range_lookup A logical value that specifies whether you want
VLOOKUP to find an exact match or an approximate match. (TRUE/FALSE)

46. COUNT Function in Excel 2007
Counts the number of cells in a
range that contains a numbers.
COUNT(value1,value2,…)

47. COUNTIF Function in Excel 2007
Counts the number of cells within a
range that meet the given condition.
COUNTIF(range,criteria)
• Range – is the range of cells from which you want to count nonblock cells.
• Criteria – is the condition in the form of number, expression, or text that
defines which cells will be counted.

48. RANK Function in Excel 2007
Returns the rank of a number in a
list of numbers: its size relative to
other values in the list.
RANK(number,reference,order)
• Number – is the number for which you want to find the rank.
• Reference – is an array of, or a reference to, a list of numbers. Nonnumeric
values are ignored.
• Order – (0 – descending order; 1 – ascending order)