Learn Excel 2010 presentation provided by Edupedia world

1. “Virtual World,Free Education”

3. EXCEL 2010
Eng Soraya Elsayed
Microsoft certified Trainer
Module One.

4. Excel
• Microsoft Excel is a spreadsheet application developed
by Microsoft for Microsoft Windows and Mac OS.
• It allows one to enter numerical values or data into the
rows or columns of a spreadsheet, and to use these
numerical entries for such things as calculations, graphs,
and statistical analysis.

5. Our Course
• Module One Enviroment
• Module TwoFormulas and Functions
• Module Three Analysis and statistics

6. Module One: Excel Environment
• Chapter 1: First Steps With spreadsheets
• Introduction to Interface of program
• Open one, several spreadsheets
• Switch between open spreadsheets
• Create new spreadsheet
• Save spreadsheets
• Switch between open spreadsheets
• Help
• Chapter 2:Adjust Settings
• Use magnification / zoom tool
• Freeze, unfreeze columns and rows
• splitting a worksheet
• Preferences
• Chapter3: Cells
• Insert Data, Edit data
• Select Cells
• Copy, cut, paste & Delete
• Fill handle
• Chapter 4: Rows and columns
• Insert
• Delete
• Resize
• Hide and Unhide
• Chapter 9: Worksheet setup
• Margins
• Orientation and paper size
• Header and footer
• Document properties
• Chapter 10:Printing Preparation
• Finalize a workbook by spell checking
• Using find commond
• Using Replace command
• Display guidelines
• Display rows and columns headings
• Apply automatic title rows
• Chapter11: Printing
• Preview a worksheet
• Page break preview
• Print cell range
• Print copies
Chapter 5 :Worksheets
• Insert
• Rename
• Delete
• Duplicate, Move
• rearrange worksheets
Chapter 6:Formatting cell content
• Font size, type, style
• Font color and cell background
• Copy formatting
• Alignment, text wrap
• Borders and shading
• Format Painter
Chapter 7:Formatting Numbers and dates
• Decimal places, comma
• Date styles
• Currency symbols
• Percentage
Chapter 8:
• Formulas and Functions
• Copy and paste functions
• Relative vs absolute reference
• Charting

7. • Introduction to Interface of program
• Open one, several spreadsheets
• Switch between open spreadsheets
• Navigate Inside Worksheet
• Selecting Data
• Create new Workbook
• Save spreadsheets
• Help
• Close
Chapter 1: First Steps With spreadsheets

8. Introduction to Interface of program
Title bar
Ribbon
Tabs bar
Formula bar
Status bar
Row bar
Column bar
Sheet area
sheet Tab

9. Title bar
Quick Access Toolbar
Minimize, Maximize, close
Application buttons
Workbook Title
• by default it contains
icons for New, Save,
Undo, and Redo.
• You can add & remove
commands to it
• by default ,Excel will
name new workbook with
book1, book2,…etc, until
you save it.

10. Tile bar Tips
1. Maxmize button is replaced with Restore button if window is already
maxmized.
2. Double click on tiltle bar will restore the window.
3. Click on application icon , open shortcut menu That have Restore,
minimize and close.
4. Drag the title bar to any edge of any of the screens to make a
window in that portion of the screen.
5. Show Quick access toolbar below or above ribbon

11. Tabs Bar
File tab To
access
the Backstage
view from
within the
application,
click the File
Click another tab, to close backstage view
Minimize &
maximize Ribbon
Help
Minimize, Maximize,
close current book
buttons
Active tab looks different

12. 2 types of Tabs
Main Tabs
• By defaults, it always
appears
• File, Home, Insert, page
layout, formulas, Review
and view tabs
Contextual Tabs
• It appears only when u
click on picture, chart,
table, shape, textbox,
Header &footer

13. Ribbon
• Tools are organized in
logical groups that are
collected together under
specific tabs.
Groups
Ribbon helps you quickly find the tools
Some groups have dialog
box launcher

14. Ribbon tips
1. Double click any tab will minimize ribbon
2. You can Use the keyboard to work with the ribbon:
• If you Press and release the ALT key.You see the little boxes called
KeyTips over each command available in the current view.
3. You can create custom ribbon tabs and groups
4. You can rearrange tabs and groups
5. You can hide built in tabs but you are not allowed
remove them

15. Commands types
• Each group contains commands, related to a central task
• Commands shape describe themselves:
• with a arrow commands
• ON/off commands
• Half on/off and half with arrow

16. Formula bar
Name box Expand
formula bar
Formula Box
The Name Box in
Excel can be used
to quickly navigate
to different cells in
a spreadsheet.
Tip: Hide formula bar
The Formula Box in
Excel can be used
to show cell’s
content

17. Sheet Area
• Columns run vertically in a worksheet.
• Each column is identified by a letter in the column header starting
with Column A to XFD
• Rows run horizontally in an Excel worksheet.
• Each row is identified by a number in the row
header starting from 1 to 1048576
The intersection point between a column and
a row is a cell.
column header
rowheader.
Columns:
Rows:
Worksheet
size
1,048,576 rows by 16,384 columns

18. sheet tabs
Navigation buttons
Horizontal
scroll bar
sheets
• By default, Each new workbook you open in Excel
three blank worksheets, although you can add more.
Add new sheet button
• TIP: You also can use the Ctrl+Page Down and
Ctrl+Page Up keyboard shortcuts to display the next
and previous sheet, respectively, in your workbook.
• TIP: Navigation
buttons cannot work
without this separator
hides sheet.

19. Status bar
The status bar at the bottom Excel window displays status on options that
are selected.
If you want to customize the status bar,
right-click it, and then click the options that
you want.
Views
shortcuts
Zoom
slider
Cell Mode
Indicator
•Ready
•-Enter
• Edit
• Point
Auto Calculate
Indicator

21. Open file
• File tabopen
• Ctrl +O
• Each book is opened in several window
• File tabRecent
Open several files
Open Recent files

22. Switch between several Window
• View tab  Window Group Switch Windows

23. Navigate Inside Worksheets
• Move one cell up, down, left, or right in a worksheet. Arrow keys
• Move one screen down / one screen up in a worksheet.page up/down
• Move one screen to the right / to the left in a worksheet. Alt+page up/down
• Move to the beginning of a row in a worksheet.-->Home
• Move to the beginning of a worksheet.ctrl+Home
• Move to the last cell on a worksheet.ctrl+arrows

24. Selecting Data
• Selecting Cells
• To Select Single cell
• To Select Range of cells
• To Select Non-Adjacent cells: hold ctrl
• To Select All cells: Ctrl +A
TIP To cancel a selection of cells, click any cell on the
worksheet.

25. Selecting Data
• Selecting Columns, Rows in Worksheets and Workbooks
• To Select Row or columnclick the row/column header (Ctrl+space)(Shift+space)
• To Select Adjacent rows / columnsdrag on the row/column header
• To Select Nonadjacent rows / columnshold ctrl

26. Extending Selections
To extend the selection to the last nonblank cell in the same column or row as
the active cell CTRL+SHIFT+arrow key

27. Create New Workbook
To create a new workbook,:
• you can open a blank workbook. Ctrl+N
• You can also base a new workbook on an existing workbook,
• You can also base a new workbook on an default workbook
template, or any other template.

28. Save Workbook
• To avoid losing your data
• Save
• Save as
• Save as type
• Default save Location
• Save Autorecovry

29. Save vs Save as
Save
• No dialog box is opened
except in the first time
• To save an existing
workbook in its current
location, without changing
its name or type
Save as
• Save as Dialog box
always opened
• To create a copy of your
workbook in the same
location with different
name
• Or to copy it to another
location

30. Save as type
•abc.xlsx -------- Excel 2007 and 2010
•abc.xls -------- Excel 97-2003

31. Autorecovery
• The AutoRecover feature saves copies of all open Excel
files at a user-definable fixed interval. The files can be
recovered if Excel closes unexpectedly, for example,
during a power failure.
Versions
• Excel saves all previous autosaved files under Versions.

32. Autorecover
• Save my work every 10 min or as u like
• Save when i close workbook without saving
• Save when excel crashes

33. Help
• File Help
• Click the Help button . Located above the ribbon
• Use the Keyboard shortcut press F1.

34. Version of the Microsoft Office Help topics
• Topics those installed
on your computer as
part of Microsoft Office
(offline)
• Topics available on
Microsoft Office.com.

35. close
• File Exit

37. Chapter 2:Adjust Settings
• Use magnification / zoom tool
• Freeze, unfreeze columns and rows
• Preferences

38. Use magnification / zoom tool
• Excel provides two methods to zoom in on your data.
• Zoom slider
• zoom dialog box

39. Freeze, unfreeze columns and rows
• lock one row only, click Freeze Top Row.
• lock one column only, click Freeze First Column.
• To lock more than one row or column,
• To lock multiple rows, select the row below the row or rows that you want to keep visible
when you scroll.
• To lock multiple columns, select the column to the right of the column or columns that
you want to keep visible when you scroll.
• To lock both rows and columns, click the cell below and to the right of the rows and
columns that you want to keep visible when you scroll.
Note
You cannot freeze rows and columns in the middle of the worksheet.

40. Can you freeze rows and columns in
the middle of the worksheet?
•Answer:
•Of course not.

41. Comparing Data in excel workbook

42. Comparing Data in excel workbook
compare two different worksheets from
the same workbook.
• By opening multiple
windows for a single
workbook at the same
time.
compare different sections of the
same worksheet
• Using Split command
that allows you
to divide the worksheet
into multiple panes that
scroll separately.
Vertical split Horizontal split
Both vertical & Horizontal split

43. Any changes you make to one pane are
immediately reflected in the other ones.
• True or false

44. Preferences
• File location
• Number of sheets
• Font and size
• File format

45. Chapter3: Cells
• Insert Data, Edit data and Select Cells’ content
• Duplicate, Move, Delete

46. Click
the cell
• To Activate it
• Ready Mode
Start
Typing
•Enter
Mode
•Replce
D.C it’s
content
•To Insert insertion point
•Edit Mode
F2
D.C it’s content
•To Insert insertion point
•Edit Mode
D.C it’s content again
•Highlight cell content
•Edit mode
•Replace all content

47. One Click on the cell
If the cell is empty
• Cell is in Ready mode
• Enter mode activated by typing.
If the cell contains data
• Data completely replaced
by new entry
New data is inserted

48. Double Click on the cell
If the cell is empty
• insertion curser appears
If the cell contains data
Edit mode activated to add
data to it or remove from it
Enter mode activated to insert data

49. Double Click + Double Click
on the cell
• insertion curser appears
• Enter mode activated
Edit mode activated

50. • Click
• double click = F2
• double click then double click again
1 click = 4 click

51. True or false:
• If cell contain data surfing
1 click = 4 click

52. Cut and Copy Data in an Excel Worksheet
Cut
• When you move data to
another location, the data
is removed from its
original location and
placed at the location you
specify.
Copy
• You may want to have the
same information in
several places within the
worksheet.

53. There are several methods to Cut and Copy
Data :
1. Copy & Paste, Cut & Paste from ribbon
2. Copy & Paste, Cut & Paste from r.c shortcut menu
3. Drag and Drop
4. Use keyboard shortcut

54. Fill Handle
• The fill handle is a small black box at the bottom right
corner, as shown in the image below.
Copy Data
Extend aseries
Data
Uses:

56. Chapter 4: Rows and columns
• Insert
• Delete
• Move
• Resize
• Hide and unhide

57. Insert Rows and columns
• Insert a single row/column
• Insert multiple rows/columns
• Insert nonadjacent rows/columns

58. Delete key from keyboard
• Delete key = clear command

59. 3 ways u can use to insert rows or columns
• Home > Insert > Insert Sheet Rows/ Insert Sheet columns
• Using right click to open context menu
• Keyboard shortcut press and hold (Ctrl and Shift keys )
and press (+) key

60. Delete Rows and columns
• Delete a single row/column
• Delete multiple rows/columns
• Delete nonadjacent rows/columns

61. 3 ways u can use to delete rows or columns
• Home > Delete > Delete Sheet Rows/ Insert Sheet
columns
• Using right click to open context menu
• Keyboard shortcut press and hold (Ctrl key ) and press (-)
key

62. Insert and delete cells
• You can insert blank cells above or to the left of the selected cells on
a worksheet.
• By choosing option Shift cells down
or Shift cells right
• When deleting cells
• Shift cells left :a cell to the right of the deleted one
will be moved to the left;
• Shift cells up :a cell below the deleted one
will be moved up;

63. What do that means?
• To see pound signs (#######) in a cell

64. Row height and column width
3 ways to Modify Row height and column width :
• By dragging the line separating columns or rows
• By D.c the line separating columns or rows = Autofit
• Specific measurement

65. Reset column width
• you can specify a column width of 0 (zero) to 255.
• The default column width is 8.43 characters.
• If a column has a width of 0 (zero), the column is hidden.

66. Reset row height
• You can specify a row height of 0 (zero) to 409.
• The default row height is 12.75 points
• If a row has a height of 0 (zero), the row is hidden.

67. Hide and unhide rows and columns
• Using ribbon
• Using context menu
• Using keyboard shortcut
Hidden columns and rows
don’t print

68. Hide and unhide using keyboard shortcuts
• The key combination for hiding rows is:
Ctrl + 9
• The key combination for hiding columns is:
Ctrl + 0
• The key combination for unhiding rowsis:
Ctrl + Shift + 9
• The key combination for unhiding columns is:
Ctrl + Shift + 0

69. unhide rows and columns
• To display hidden rows, select the row above and below
the rows that you want to unhide.
• To display hidden columns, select the columns adjacent
to either side of the columns that you want to unhide.
•

70. Unhide Column A
• Use Name box

71. Chapter 5 :Worksheets
• Insert Worksheets
• Rename Worksheets
• Changing worksheet Tab Color
• rearrange worksheets
• Delete Worksheets
• Duplicate, Move Worksheets
• Hide and unhide Worksheets

72. Insert worksheet
• Click new sheet icon
• Shift +F11
• Ribbon
• R.c on sheet tab

73. Rename worksheet
• R.c on sheet tab
• D.c sheet name
• Ribbon

74. Hide and unhide worksheets

75. Hide and unhide worksheets
Note:
• Although you can hide several sheets at once, if u select
all of them first before hiding. But You can only unhide
one worksheet at a time.
• Undo command cannot unhide
• hide is not equal to delete

76. Copy & move worksheets
• You can copy and move the worksheet :
• into the same workbook
• or into a new workbook
• To different workbook

77. 3 ways to move and copy sheets
2
3
By dragging1

78. Formatted sheet Non formatted sheet
Chapter 6:Formatting cell content

79. Chapter 6:Formatting cell content
Formatting for text
• To change Font type, size.
• Font color , style
• Cell borders and fill colors
Formatting for Numbers
• Text Alignment, direction.
• Indentation , orientation
• Text wrap, Merge cells

80. Chapter 6:Formatting cell content
Formatting for text
• To change Font type, size.
• Font color , style
• Cell borders and fill colors
• Text Alignment, direction.
• Indentation , orientation
• Text wrap, Merge cells
Font group on home tab
Alignment group on home tab
Formatting for Numbers
Number group on home tab

81. Chapter 6:Formatting cell content
Formatting for text
• To change Font type, size.
• Font color , style
• Cell borders and fill colors
Formatting for Numbers
• Text Alignment, direction.
• Indentation , orientation
• Text wrap, Merge cells

82. Chapter 7:Formatting Numbers
• Decimal places, comma and thousand separator
• Date styles
• Currency symbols
• Percentage
• Conditional formatting

83. If you applied a number formatting to cells,
How can You remove that formatting?
• Simply By applying general formatting, any applied
number formatting will be removed

84. Format painter
Only 1 click on format painter Double click on format painter
To Copy formatting for several cellsTo Copy formatting for only one cell

85. Unformatted cell
Unformatted cell
Unformatted cell

86. Unformatted cell

87. Formulas and Functions
Formulas
• A formula is statement
written by the user to be
calculated
• Ex:
• =20+4/8*2
• =A1+A2*(B2+B3)
Functions
• Functions are predefined
formulas and are already
available in Excel.
• Ex:
• =SUM()
• =Average()
an expression which calculates the value of a cell.

88. Formulas and Functions Rules
• always starts with an equal sign (=).
• Refer to data by including their cell references in the
formula arguments.
• To complete a formula that uses a combination of
numbers, cell references, and operators, press ENTER.

89. Order of operations
• In mathematics and computer programming, the order of
operations (sometimes called operator precedence) is a
rule used to clarify which procedures should be performed
first in a given mathematical expression.
Exponents ^
Multiplication / Division * /
Addition / Subtraction + -
Brackets ()

90. Order of operations
• In mathematics and computer programming, the order of
operations (sometimes called operator precedence) is a
rule used to clarify which procedures should be performed
first in a given mathematical expression.

91. Order of operation
Without order of operation
• =6+4/2
• =10/2
• =5
Corrected
• =(6+4)/2
With order of operation
•=6+4/2
•=6+2
•=8

92. Order of operation
•=6+4-2
•=10-2
•=8

93. Copying formulas & functions
• Copying a Formula into Multiple adjacent Cells
• Copying using relative and absolute references
• Copying a Formula Exactly

94. Relative and Absolute Cell References
Relative references
• change when a formula
is copied to another cell.
on the other hand,
Absolute references
• remain constant, no
matter where they are
copied.

95. Paste options
• Paste group
• Paste values
• Other paste options

98. =A7+B7 =B7+C7

99. =B7+C7
=B10+C10

100. =B10+C10=A10+B10

101. Charts
• Excel support different types of charts

102. Charts
• Create charts
• Format Charts
• Move Charts

104. The elements of a chart
• 1. The chart area
• 2. The plot area
• 3. The data points of the data series
• 4. The horizontal (category) and vertical (value) axis along
which the data is plotted in the chart.
• 5. A chart title
• 6. A data label
• 7. The Legend

105. Manually Add/remove Chart Elements
• Add/remove Chart Title
• Add/remove axis Title
• Add/remove Chart Legend
• Add/remove Data Label
• Add/remove Data Table

106. Manually format Chart Elements
• Fill Color
• Font type, size
• Border style, color and width
• 3d rotation

107. Apply chart Layout

108. Format chart

109. Format a chart element

110. Format a chart element

111. Select a chart element

112. Print Preparation
• Set page margins
• Change page orientation and paper size
• Create headers and footers
• Create sheet settings

113. Print Area
• What is Print area?
• How to set Print area?
• How to add to Print area?
• How to clear Print area?

114. Chapter 8: Search and replace
• Using find commond
• Using Replace command
• More search options

115. Defining Page Setup Options
• Margins Orientation paper size

116. Chapter 10:Printing Preparation
• Display guidelines
• Display rows and columns headings
• Apply automatic title rows

117. Headers & Footers
• What are Excel Headers and Footers?
• Where are headers and footers located?
• Headers and footers are text that print at
• the top (header)
• bottom (footer)
• They contain information such as titles, dates, and/or
page numbers.
of each page in each sheet

118. Chapter11: Printing
• Preview a worksheet
• Page break preview
• Print cell range
• Print copies