Excel Handoutreduce Version

MICROSOFT
OFFICE
EXCEL
2007
1
MICROSOFT EXCEL
This is an application software that contains cells of rows and columns or as a passage is
an electronic spreadsheet on nature that is used in calculation of pay roll, result sheet etc. Its an
electronic spreadsheet that does a lot more to replace the accountants paper ledger with its neat
columns and rows. As the name implies it can perform any mathematical calculation you want,
and it enable you to make changes easily to your numbers and calculations without rewriting the
entire spreadsheet.
Microsoft excel can be used to create charts from your data and can exchange
information easily with other programs such as Microsoft word, Microsoft Power Point and
Microsoft access so that your information can be presented to others.
DEFINITION OF A SPREADSHEET
This is an application that helps you organize data or information into an electronic
workbook consisting of several worksheets that can contain either rows and columns, or charts. It
is a descendant of ledgers long used by bookkeepers and accountant in keeping track of records
and information that relates to a particular subjects or purpose. The most evidence power of the
spreadsheet is its ability to handle calculation very fast. An example of spreadsheet is as follows:
1. Microsoft Excel (Excel)
2. Lotus 1,2,3, etc
USES OF SPREADSHEET
1. Foreign currency conversion
2. Budgetary planning
3. Cash flow forecast
4. Database Management System
5. Tax planning
6. Cost/volume/profit analysis
7. Graph report presentation
8. Financial statement analysis
EXAMPLES OF ELECTRONIC SPREADSHEET

1. Lotus 1-2-3
2. Visical
3. Suppereal
4. Jazzycal
5. Multiplan
USAGE AND IMPORTANCE OF MS EXCEL

1. For calculation purpose
2. For result sheet application
3. For application of chart
4. For spreadsheet work
2
VERSIONS OF MICROSOFT EXCEL
Version 94
Version 95
Version 97
Version 98
Version 2000
Version 2003
Version 2007
STARTING MICROSOFT EXCEL

Click start button
Click all program
Click Microsoft excel
EXITING MICROSOFT EXCEL ENVIRONMENT

Click on office button
Click exit excel in the menu
OR
Click on close button from the title bar at you right
DIAGRAM OF MICROSOFT EXCEL WORK BOOK

QUICK ACCESS
TOOL BAR TITLE BAR
OFFICE BUTTON CLOSE BUTTON
MENU BAR
NAME BOX
ADDRESS BAR
COLUMN HEADINGS
ROW HEADINGS
CELL
VERTICAL AND
HORIZONTAL
SCROLL BAR
TAB SHEET BAR

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STARTUS BAR
PAGE VIEWS ZOOM TOOL
DEFINITION OF A WORKBOOK
This is the working environment of the application, consisting of several worksheets.
These worksheets are further divided into several rows and columns to generate cells. The rows
are numbered from 1, 2, 3... 65536, while the columns are labeled from A, B, C IV, making a
total of 256 columns.
From the screen shown above, the workbook is divided into three main groups. They are
as follows:
The control panel
The worksheet
The status bar
THE CONTROL PANEL

The control panel is the area on top the screen. This panel displays the title bar, menu bar,
command tabs, office button and the ruler as in other office application.
BARS ASSOCIATED WITH MICROSOFT EXCEL

Below are the bars found in Microsoft Excel environment and some of their content:
TITLE BAR: This is the first rectangular bar in blue colour that display the name of the
application and document you are currently working on. It contains the minimize,
maximize/restore down, and close button.
MENU BAR: This is the next rectangular bar found immediately after the title bar, it
contains various command tabs which include the home, insert, page layout, formulas,
data, review and view including the Microsoft excel help command.
FORMULAR BAR: this gives us the formula used in a cell.
VERTICAL AND HORIZONTAL SCROLL BAR: They are used to scroll up, down, left
and right by clicking on the arrows.
TAB SHEET BAR: This display the number of sheets in a workbook. The default sheet
in a workbook is three.
SOME TERMS ASSOCIATED WITH MICROSOFT EXCEL

CELL: This is the smallest unit in the worksheet used in entering data or information, it is
identified by it cell address. This address can be specified using the cell label (the name
use in identifying a row or column in a worksheet, i.e. row label or column label) drawn
from the column heading and row heading. Range is the reference of more than one cell.
THECELL POINTER: This is the rectangular highlight that allows the operators to type
and enter data or information to a selected cell or a range within the worksheet.
SPREADSHEET: This is already defined above, but it can also be defined as a table of
cells arrange in columns and rows in which numeric datas and mathematical formulas can
be entered and manipulated.
WORKSHEET: This is defined as the working environment of Ms Excel, which is made
up of columns and rows. It is also known as a spreadsheet.
COLUMNS: The columns are the vertical borders produced in a worksheet.
ROWS: The rows are the horizontal borders produced in a worksheet.
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CHART SHEET: This is a sheet in a workbook that contains only chart. A chart sheet is
used when you want to view a chart or pivot chart report separately from worksheet data
or a pivot table report.
HOW TO CREATE A NEW WORKBOOK

Click the office button
Click new
Click blank workbook
Click create
HOW TO CREATE A DOCUMENT WITH A TEMPLATE

Click the office button
Click new
Click installed template
Choose the desired template
Click create
SETTING THE PAPER SIZE

Click the page layout tab
Click size under the page set up group
Choose the desired size
OR
Click more paper sizes
HOW TO SET THE PAGE MARGIN

Click margins under the page set up group
Choose the desired margin
OR
Click custom margins
HOW TO SET THE PAGE ORIENTATION
Click orientation under the page set up group
Choose either portrait or landscape
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HOW TO ZOOM
Click the view menu
Click on zoom under the zoom group
Specify the percentage zoom you want on the zoom dialog box
Click ok
ENTERING DATA IN A WORKSHEET

Click the cell where you want to enter the data
Type the data and press ENTER or TAB
HOW TO DELETE TEXT IN A WORKSHEET

Click the cell that contain the text you want to delete
Double click on the cell to make the insertion point appear
Press the backspace key to delete to the left or the delete key to delete to the right
OR
Click on the formula bar and delete
HOW TO COPY AND PASTE DATA

Select the cell or range of cells that contain the data you want to copy
Click the home tab
Click copy under the clipboard group
Select the cell or range of cells you are copying to
Click paste under the clipboard group for it to appear
Double click on the initial text to stop its moving boarder
HOW TO CUT AND PASTE DATA

Select the cell or range of cells that contain the data you want to cut
Click the home tab
Click cut under the clipboard group
Select the cell or range of cells you are cutting to
Click paste under the clipboard group for it to appear
Double click on the initial text to stop its moving boarder
FONT SIZE
Select the cell or range of cells that contain the data you want to increase/reduce
Click the home tab
Click font size under the font group
Choose the desired size
OR
Use the grow font or shrink font beside the font size
OR
Click format in the cells group
Click format cells in the menu that appear
Click font in the format cells dialog box
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Select the size under the size group
Click ok
FONT FACE
Select the cell or range of cells that contain the data you want the face to change
Click the home tab
Click the arrow in front of the font face under the font group
Choose the desired font face
OR
Click font in the format cell dialog box
Select the font face under the font group
Click ok
FONT COLOUR
Select the cell or range of cells that contain the data you want to give a colour
Click the home tab
Click font colour under the font group
Choose the desired colour
OR
Click more colours
OR
Click font menu in the format cells dialog box
Under colour, click the desired colour
Click ok
APPLICATION OF SUPERSCRIPT
Double click on the cell that contain the data
Select the text you want it to affect
Click home tab
Click font in the format cells dialog box
Click superscript under the effects group
Click ok
OR
Click format cells dialog box in the font group
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APPLICATION OF SUBSCRIPT
* Double click on the cell that contain the data
* Select the text you want it to affect
* Click home tab
* Click format in the cells group
* Click format cells in the menu that appear
* Click font in the format cells dialog box
* Click subscript under the effects group
* Click ok
* OR
* Click format cell dialog box in the font
STRIKE THROUGH TEXT

* Double click on the cell that contain the data
* Select the text you want it to affect
* Click home tab
* Click font in the format cells dialog box
* Click strikethrough under the effects group
* Click ok
* OR
* Click format cell dialog box in the font
EDIT CELL CONTENTS

* Double click the cell that contains the data you want to edit
* Make any changes to the cell contents
* Press ENTER to enter your changes
* Press ESC to cancel your changes
ROTATION OF CELL AND ITS CONTENT
* Select the cell you want its content to rotate
* Click home tab
* Click alignment tab in the format cells dialog box
* Move the mouse to the orientation group
* Increase/reduce the degree of your choice
* Click ok
* OR
* Orientation in alignment group or
* Click format cells in the alignment group
8
CELL CONTENT ALIGNMENT
* Select the cells that contains what is to be align
* Click home tab
* Specify any of the text alignment option in horizontal and vertical under text alignment
* Click ok
* OR
* Click any of the alignment options in alignment group
TEXT WRAP
This is a process of typing into the cell without increasing the width of the cell. For example, if
you want to type ADVERTISEMENT into a particular cell without increasing the width of the
cell, you are expected to do the following:
* Click the cell that contain the data to be text wrap
* Click home tab
* Click wrap text under the text control group
* Click ok
* OR
* Click wrap text in the alignment group
SHRINK TO FIT
This is a process of typing into a cell without increasing the width or height of the cell, rather it
enables the text to be fit into the cell. For example, if you want to type UNDERSTANDING into
a particular cell without increasing the width or height of the cell, you are expected to do the
following:
* Click the cell that contain the data to be shrink
* Click home tab
* Click shrink to fit under the text control group
* Click ok
* OR
* Click format cells dialog box in the alignment group
9
HOW TO MERGE CELLS
This is a process of making two or more individual cells to become a single cell. For this to be
achieved, the following procedures need to be followed. These include:
* Click the cell that contain the data to be shrink
* Click home tab
* Click merge cells under the text control group
* Click ok
* OR
* Click merge & center in the alignment group
* Click merge cells
NOTE: Unmerge cells is to remove cells that are already merged together.
APPLICATION OF BORDER TO CELLS

* Select the range of cells you want the border to have effect on
* Click home tab
* Click border in the format cells dialog box
* Choose line style in the style group
* Choose line colour in the colour group
* Click outline or inside under preset or
* Click any of the boxes under border to indicate how the border will appear
* Click ok
* OR click border in the font group
* Select from the menu below or click more borders
NOTE: The gridlines in excel will not be printed out after working in excel environment except
they are added before printing.
APPLICATION OF GRIDLINES IN EXCEL ENVIRONMENT

Open the sheet you want the gridlines to be
Click page layout tab
Click page layout dialog box in the sheet options group
Click gridlines under the print groups in the page setup dialog box
Click print preview to see how it will look like when it is printed out
Click close print preview to go back to the working area
Click ok
OR
Click print gridlines in the sheet options
10
APPLICATION OF ROW AND COLUMN HEADINGS
Open the sheet you want the gridlines to be
Click page layout tab
Click page layout dialog box in the sheet options group
Click row and column headings under the print groups in the page setup dialog box
Click print preview to see how it will look like when it is printed out
Click close print preview to go back to the working area
Click ok
OR
Click print headings in the sheet options
HOW TO DRAW BORDER

Ensure the sheet is open
Click home tab
Click border in the font group
Click draw border in the menu that appear
Click line style to pick a line
Click line colour to pick a colour
Click and drag as the mouse changes to a pencil
Click draw border to drop the pencil
HOW TO DRAW BORDER GRID

Click home tab
Click border in the font group
Click draw border grid in the menu that appear
Click line style to pick a line
Click line colour to pick a colour
Click and drag as the mouse changes to a pencil
Click draw border grid to drop the pencil
NOTE: The eraser is used to remove unwanted lines (border)
HOW TO SELECT A COLUMN/ROW

Move the mouse pointer to the heading of the column/row
Ensure that the mouse pointer changes to a black arrow
Click on it
SETTING THE COLUMN WIDTH

This is a process of adjusting the width of a column to enable a set of data fit in properly. For
example, when your system gives the output in this form (#########), it implies that the width
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of the column is not enough for the data. The column should therefore be adjusted to fit using the
following procedures:
Select the column
Click home tab
Click column width in the menu that appear
Specify the setting you want in the column width dialog box
Click ok
OR move the mouse pointer to the line in between column heading
Make sure the mouse changes to a black plus sign
Click and drag to the size you want
USING THE AUTO FIT FEATURE

This is used when you discover that the width of the column is too large compared to the data.
To achieve this, the following procedures are to be followed. They include:
Select the column
Click home tab
Click autofit column width
SETTING THE ROW HEIGHT

Select the row
Click home tab
Click row height in the menu that appear
Specify the setting you want in the row height dialog box
Click ok
OR
Move the mouse pointer to the line in between row heading
Make sure the mouse changes to a black plus sign
Click and drag to the size you want
USING THE AUTO FIT FEATURE

Select the row
Click home tab
Click autofit row height
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HOW TO INSERT COLUMN OR ROW
Select the column to the right of where you want it to be
OR select the row below where you want it to be
Click home tab
Click insert in the cells group
Click insert sheet columns or insert sheet rows
HOW TO DELETE COLUMN/ROW

Select the column or row
Click home tab
Click delete in the cells group
Click delete sheet columns or delete sheet rows
HIDDING OF COLUMNS/ROWS
Select the columns or rows
Click home tab
Click hide & unhide
Click hide columns or rows
UNHIDING OF COLUMNS/ROWS
Select the columns or rows
Click home tab
Click hide & unhide
Click unhide columns or rows
SHEET PROTECTION
This is a way of preventing a particular sheet, in order for it not to be viewed by other persons
thereby using password. This can be achieved using the following procedures:
Click on the sheet to open it
Click home tab
Click protect sheet in the menu that appear
Type the password in password to unprotect sheet
Click on any of the menu in allow all users of this work sheet to
Click ok
OR
Click review tab
Click protect sheet in the changes group
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INSERT A NEW WORKSHEET
To insert a new worksheet, do one of the following:
To quickly insert a new worksheet at the end of the existing worksheets, click the Insert
Worksheet tab at the bottom of the screen.
To insert a new worksheet before an existing worksheet, select that worksheet, and then on
the Home tab, in the Cells group, click Insert, and then click Insert Sheet.
TIP You can also right-click the tab of an existing worksheet, and then click Insert. On the
General tab, click Worksheet, and then click OK.
INSERT MULTIPLE WORKSHEETS AT ONCE

Hold down SHIFT, and then select the same number of existing sheet tabs of the
worksheets that you want to insert in the open workbook and click insert. For example, if
you want to add three new worksheets, select three sheet tabs of existing worksheets.
DELETE A WORKSHEET
Click on the sheet
Click home tab
Click delete in the cells group
Click delete sheet
OR
Right click on the sheet
Click delete
RENAME A WORKSHEET
Click on the sheet
Click home tab
Click rename sheet in the menu that appear
Type the name of the sheet
OR
Right click on the sheet
Click rename
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ADD OR CHANGE PAGE HEADERS AND FOOTERS
In Microsoft Office Excel, you can quickly add or change headers or footers to provide useful
information in your worksheet printouts. You can add predefined header and footer information
or insert elements such as page numbers, the date and time, and the file name.
To define where in the printout the headers or footers should appear and how they should
be scaled and aligned, you can choose header and footer options.
For worksheets, you can work with headers and footers in Page Layout view. For other sheet
types, such as chart sheets, or for embedded charts, you can work with headers and footers in the
Page Setup dialog box.
1. Click the worksheet to which you want to add headers or footers, or that contains
headers or footers that you want to change.
2. On the Insert tab, in the Text group, click Header & Footer.
NOTE Excel displays the worksheet in Page Layout view. You can also click Page
Layout View on the status bar to display this view.
3. Do one of the following:
To add a header or footer, click the left, center, or right header or footer text box at
the top or at the bottom of the worksheet page.
To change a header or footer, click the header or footer text box at the top or at the
bottom of the worksheet page that contains header or footer text, and then select the
text that you want to change.
4. Type the text that you want.
TIP To return to Normal view, on the View tab, in the Workbook Views group, click
Normal. You can also click Normal on the status bar.
CONVERTING NUMBERS TO FRACTION

Select the cell that contains the number
Click home tab
Click number in the format cells dialog box
Click fraction under category
Choose the type under type
Click ok
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CONVERTING NUMBERS TO PERCENTAGE
Click home tab
Click percentage under category
Increase or reduce the decimal place
Click ok
ADDING CURRENCY SYMBOL TO NUMBERS
Click home tab
Click currency under category
Choose the currency symbol from symbol
Increase/reduce the decimal place
Click ok
CONVERTING NUMBERS TO DATE OR TIME
Click home tab
Click date or time under category
Choose type of date or time under type
Choose the location under location
Click ok
WHAT ARE FORMULAS?
Formulas are equations that perform calculations on values in your worksheet. A formula
starts with an equal sign (=). Excel calculates formulas using the BODMAS principle. For
example, the following formula multiplies 2 by 3 and then adds 5 to the result.
=5+2*3
The answer to the following equation is 11 instead of 21.
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A formula can also contain any or all of the following: functions, references, operators, and
constants.
PARTS OF A FORMULA
Functions: The PI() function returns the value of pi: 3.142...
References: A2 returns the value in cell A2.
Constants: Numbers or text values entered directly into a formula, such as 2.
Operators: The ^ (caret) operator raises a number to a power, and the * (asterisk) operator
multiplies.
OPERATOR
This specifies the type of calculation that you want to perform on the elements of a
formula. Microsoft excel includes four different types of calculation operators which include
arithmetic, logical, text and reference.
ARITHMETIC OPERATORS
NO. ARITHMETIC OPERATOR MEANING EXAMPLE
1 + (Plus sign) Addition 8+2
2 -(Minus sign) Subtraction 5-4
3 * (Asterisk sign) Multiplication 5*3
4 / (Forward slash sign) Division 10/2
5 % (Percent sign) Percent 15%
6 ^ (Carat sign) Exponentiation 3^2
LOGICAL OPERATORS
NO. LOGICAL OPERATOR MEANING EXAMPLE
1 = (Equality sign) Equal to A1=B1
2 > (Greater than sign) Greater than A1>B1
3 <(Less than sign) Less than A1<B1
4 >= (Greater than or equal to sign) Greater than or equal to A1>=B1
5 <= (Less than or equal to sign) Less than or equal to A1<=B1
6 <> (Not equal to sign) Not equal to A1<>B1
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TEXT OPERATOR
NO. TEXT OPERATOR MEANING EXAMPLE
1 & (Ampersand) Connectors or joining of two values North & Wind
to produce one continuous text produce Northwind
value
REFERENCE OPERATORS
NO. REFERENCE OPERATOR MEANING EXAMPLE
1 : (Colon) Range operator, which B2:B10
produce one reference to all
the cells.
2 , (Comma) Union operator, which SUM(B5:B15,D5:D15)
combines multiple
references into one
reference.
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EQUATION CONVERSION IN EXCEL
NO ALGEBRAIC EQUATION EXCEL EQUIVALENT
x
1 2e -x-1 2*(e^x)-x-1
2 b2 -4ac Sqrt((b^2)-4*a*c)
3 1+5y/1-2y (1+5*y)/(1-2*y)
4 P(1+r)n P^(1+r)*n
5 a2 b2-2abcos Sqrt((a^2)-(b^2)-(2*a*b*cos(anglerad))
FUNCTION
Functions are predefined formulas that perform calculations by using specific values called
arguments in a particular order structure. Examples include:
FUNCTION DESCRIPTION
Var An estimate of the variance of a population, where the sample is a subset of the
entire population.
StDevp The standard deviation of a population, where the population is all of the
values to be summarized.
Sum The sum of the values. This is the default function for numeric values.
Count The number of values. The Count summary function works the same as the
COUNTA worksheet function. Count is the default function for values other
than numbers.
Product The product of the values.
Median The MEDIAN function measures central tendency, which is the location of the
center of a group of numbers in a statistical distribution
INTRODUCTION TO CALCULATION USING FUNCTION

CALCULATION FOR THE LEAST COMMON MULTIPLE (LCM)
Click the cell where you want the answer to be
Click formulas tab
Click insert function in the function library group
Type in the function in search for a function
Click go
The function is automatically selected in the select a function group
Click ok
Click the blue box with a red arrow in front of number 1 in the function arguments dialog
box
Click and drag to select the number of cells to be included
box
Click ok
19
CALCULATION FOR TOTAL SCORE (SUM)
Click formulas tab
Click go
Click ok
box
box
Click ok
CALCULATION FOR MEDIAN
Click formulas tab
Click go
Click ok
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box
box
Click ok
CALCULATION FOR MODE
Click formulas tab
Click go
Click ok
box
box
Click ok
CLASS WORK
Given that GROSS PAY: Basic salary + allowances (Note that allowances comprise of
transport, medical and housing), NET PAY: Gross pay deductions (deduction could be tax or
loan or both). Calculate, using the following data to prepare a pay roll sheet.
Basic salary for five workers is 3,000, 4,000, 4,500, 6,000 and 6,500.
Tax is 50% of basic salary
Loan is 6% of basic salary
Housing allowance is 20% of basic salary
Medical allowance is 15% of basic salary
Transport allowance is 10% of basic salary
1. The gross salary for each worker

2. The deduction for each worker
3. Net salary
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CALENDER CREATION
To create calendar with ease, it is advisable to enter data serially to avoid errors which can lead
to tiredness.
SERIAL ENTERING OF DATA
Type in the first value
Move the mouse to the small black box at the edge of the cell
Ensure it changes to a black cross sign
Right click and drag
Left click fill series in the menu that appear
SEQUENTIAL ENTERING OF DATA

Left click and drag
ENTERING DATA SERIALLY WITH STEPS

Left series in the menu that appear
Type in the step value in the step value box
Click ok
ENTERING DAYS AND MONTH OF THE YEAR

Left click fill series in the menu that appear
CHAT CREATION
Select the cells that contain the data that you want to appear in the chart. If you want the
column and row labels to appear in the chart, include the cells that contain them in the
selection
Click insert tab
Choose the chart type in the charts group
Click on the desired chart
22
FILTERING DATA
This is the removal of data that are not needed in the worksheet. Procedures include:
Select the column or row that is to be sorted
Click home tab
Click sort & filter in the editing group
Click filter in the menu that appear
Click the arrow on top of the row/column
Deselect the data you dont want
Click clear to remove filter
SORTING DATA
Sorting data is an integral part of data analysis. You might want to put a list of names in
alphabetical order, compile a list of product inventory levels from highest to lowest, or order
rows by colors or icons. Sorting data helps you quickly visualize and understand your data better,
organize and find the data that you want, and ultimately make more effective decisions.
Procedures include:
Select the column or row that is to be sorted
Click home tab
Click sort & filter in the editing group
Click A-Z or descend/ascend
OR
Click custom sort
HOW TO PRINT WORKSHEET
Click office button
Click print in the menu that appear
Click print
Choose the name of the printer in the print dialog box
Choose the print range
Choose number of copies
Click properties
Choose paper option
Click ok
Click ok
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MICROSOFT

EXAMPLES OF ELECTRONIC SPREADSHEET

USAGE AND IMPORTANCE OF MS EXCEL

STARTING MICROSOFT EXCEL

EXITING MICROSOFT EXCEL ENVIRONMENT

DIAGRAM OF MICROSOFT EXCEL WORK BOOK

TAB SHEET BAR

THE CONTROL PANEL

BARS ASSOCIATED WITH MICROSOFT EXCEL

SOME TERMS ASSOCIATED WITH MICROSOFT EXCEL

HOW TO CREATE A NEW WORKBOOK

HOW TO CREATE A DOCUMENT WITH A TEMPLATE

SETTING THE PAPER SIZE

HOW TO SET THE PAGE MARGIN

ENTERING DATA IN A WORKSHEET

HOW TO DELETE TEXT IN A WORKSHEET

HOW TO COPY AND PASTE DATA

HOW TO CUT AND PASTE DATA

STRIKE THROUGH TEXT

EDIT CELL CONTENTS

APPLICATION OF BORDER TO CELLS

APPLICATION OF GRIDLINES IN EXCEL ENVIRONMENT

HOW TO DRAW BORDER

HOW TO DRAW BORDER GRID

HOW TO SELECT A COLUMN/ROW

SETTING THE COLUMN WIDTH

USING THE AUTO FIT FEATURE

SETTING THE ROW HEIGHT

USING THE AUTO FIT FEATURE

HOW TO DELETE COLUMN/ROW

INSERT MULTIPLE WORKSHEETS AT ONCE

CONVERTING NUMBERS TO FRACTION

INTRODUCTION TO CALCULATION USING FUNCTION

1. The gross salary for each worker

SEQUENTIAL ENTERING OF DATA

ENTERING DATA SERIALLY WITH STEPS

ENTERING DAYS AND MONTH OF THE YEAR

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