BASICS OF MICROSOFT OFFICE EXCEL
Dr. C.P. Bansal, MD, FIAP *
Secretary, IAP CMEG cpbansal@gmail.com *
Create your first workbook
To rename sheet tabs:

  1. Start Microsoft® Office Excel® 2003. Right-click a sheet tab at the bottom left of the window, and then click Rename. (Or on the Format menu, point to Sheet, and then click Rename.)
  2. Type the new name, and then press ENTER.


To add color to sheet tabs:
  1. Right-click the sheet tab at the bottom left of the window, and then click Tab Color. (Or on the Format menu, point to Sheet, and then click Tab Color.)
  2. In the Format Tab Color dialog box, select the color you want, and then click OK.


To insert a worksheet:
  • On the Insert menu, click Worksheet


To delete a worksheet:
  1. Right-click the sheet tab of the sheet you want to delete. Click Delete. (Or on the Edit menu click Delete Sheet.


To move a worksheet:
  • Right-click the sheet tab of the worksheet you want to move, and then click Move or Copy. In the Move or Copy dialog box, choose where you want the tab to go, and then click OK. Tip If you'd like more or fewer than three worksheets in each new workbook, you can change the number. On the Tools menu, click Options, and then click the General tab. In the Sheets in new workbook box, type or select the number of worksheets you want in new workbooks.

To create a new workbook if you've already opened Excel, click New on the Standard toolbar. Or on the File menu, click New. In the New Workbook task pane, click Blank workbook.

Enter Data

Press TAB to move the insertion point to the right one cell on the same row. Press ENTER to move the insertion point down one cell in the same column.

To Enter Dates:

Use a slash or a hyphen to separate the parts of a date. For example, 7/15/2005 or 16-July-2005. To enter today's date, press CTRL+; (semicolon).

To Enter a Time:
Type a space and then an "a" or a "p" after the time. For example, 9:00 p. Otherwise, Excel enters the time as AM. To enter the current time, press CTRL+SHIFT+; (semicolon).

To Enter Numbers:
  • Negative numbers entered with parentheses (100) will be displayed with a minus sign: -100.
  • To enter fractions, leave a space between the whole number and the fraction. For example, 1 1/8.
  • To enter a fraction only, enter a zero first. For example, 0 1/4.


What goes where? Which data should go in rows, and which in columns? For this and other useful worksheet organization information, read about Worksheet design strategy.

Data-entry Timesavers:
AutoFill: Use the fill handle to enter the months of the year, days of the week, consecutive dates, or a series of numbers. You type one or more entries, and then use the fill handle to fill in the rest.
AutoComplete: If the first few characters you type in a cell match an entry you've already made in the same column, Excel will fill in the remaining characters for you. Just press ENTER. This works for text or for entries with text and numbers. It does not work for numbers only, nor does it work for dates or times.

Edit data
Do one of the following:
  • Double-click the cell that contains the data you want to edit. Or,
  • Click the cell that contains the data you want to edit, and click anywhere in the formula bar.
  • To delete characters, press BACKSPACE, or highlight them and then press DELETE.
  • To insert characters, click where you want to insert them, and then type.
  • To overwrite characters, highlight them and then type the new characters.
  • To enter your changes, press ENTER or TAB.


Tip: To start a new line within a specific point in a cell, click where you want to break the line, and then press ALT+ENTER.

Insert and delete columns and rows:
To insert or delete columns:
  • To insert, click a cell immediately to the right of where you want to insert a new column. On the Insert menu, click
    Columns.
  • To delete, click a cell in the column. On the Edit menu, click Delete. Choose Entire column and click OK

To insert or delete another column after you've done one, press F4.

To insert or delete rows:
  • To insert, click a cell in the row immediately below where you want the new row. Then on the Insert menu, click Rows.
  • To delete, click a cell in the row. On the Edit menu, click Delete. Choose Entire row and click OK.


To insert or delete another row after you've done one, press F4.

Enter formulas:

Add, divide, multiply, and subtract

Type an equal sign (=), use math operators, and then press ENTER.
  • =10+5 to add
  • =10-5 to subtract
  • =10*5 to multiply
  • =10/5 to divide

Formulas are visible in the formula bar when you select a cell that contains a result. If the formula bar is not visible, on the Tools menu, click Options. Click the View tab, and select the Formula bar check box.
Use cell references in formulas

Entering cell references lets Microsoft® Excel automatically update formula results if cell values are changed. For example:

Type=C4+C7 in a cell.
Or type the equal sign (=), click cell C4, then type the plus sign (+), and finally click cell C7.
Cell references Refer to values in
A10 the cell in column A and row 10
A10,A20 cell A10 and cell A20
A10:A20 the range of cells in column A and rows 10 through 20
B15:E15 the range of cells in row 15 and columns B through E
A10:E20 the range of cells in columns A through E and rows 10 through 20

Note If results are not updated, on the Tools menu click Options. Click the Calculation tab and select the Automatic check box.
Add the values in a row or column
Use the SUM function, which is a prewritten formula, to add all the values in a row or column:
  1. Click a cell below the column of values or to the right of the row of values.
  2. Click the AutoSum button on the Standard toolbar, and then press ENTER.


To add some of the values in a column or row:
  1. Type an equal sign, type SUM, then type an opening parenthesis.
  2. Type or select the cell references you want to add. A comma (,) separates individual arguments that tell the function what to calculate.
  3. Type a closing parenthesis, and then press ENTER.


For example: =SUM(B2:B4,B6) and =SUM(B2,B5,B7)

Use the AVERAGE, MAX, or MIN functions.
  1. Click a cell below or to the right of values for which you want to find the average (arithmetic mean), the maximum, or the minimum.
  2. Click the arrow next to AutoSum on the Standard toolbar. Click Average, Max, or Min, and then press ENTER.

To see more functions, click More Functions on the AutoSum list to open the Insert Function dialog box.

Tip You can also enter formulas and cell references by typing them in the formula bar after selecting a cell.

Copy a formula
Into an adjacent cell using the fill handle:

  1. Select the cell that contains the formula, then position the mouse pointer over the lower-right corner of the cell until the black cross (+) appears.
  2. Drag the fill handle over the cell or cells to which you want to copy the formula, then release the mouse button.


Without using the fill handle:
  1. Select the cell that contains the formula, and on the Edit menu, click Copy.
  2. Select the cell or cells that you want to copy it to.

    1. To copy the formula and any formatting, on the Edit menu, click Paste.
    2. To copy the formula only, on the Edit menu, click Paste Special, and then click Formulas.


Print formulas
  1. Display formulas on the worksheet. On the Tools menu, point to Formula Auditing, and then click Formula Auditing Mode.
  2. On the File menu, click Print.
  3. Hide the formulas on the worksheet by repeating step 1.

Tip You can also press CTRL+` (next to the 1 key) to display or hide formulas.

Understand error values
  1. ##### The column is not wide enough to display the content. Increase column width, shrink contents to fit the column, or apply a different number format.
  2. #REF! A cell reference is not valid. Cells may have been deleted or pasted over.
  3. #NAME? You may have misspelled a function name.


Use more than one math operator in a formula
If a formula has more than one operator, Excel follows the rules of operator precedence instead of just calculating from left to right.
Multiplication is done before addition: =11.97+3.99*2 is 19.95. Excel multiplies 3.99 by 2, and then adds the result to 11.97.

Operations inside parentheses take place first: =(11.97+3.99)*2 is 31.92. Excel adds first and then multiplies the result by 2.

Excel does use operators from left to right if they have the same level of precedence. Multiplication and division are on the same level. Lower than multiplication and division, addition and subtraction are on the same level

Select the format for values to use in calculations

The worksheets in the practice sessions were formatted to display two decimal place numbers by clicking Cells on the Format menu, clicking the Number tab, selecting the Number category, and selecting 2 in the Decimal places box
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