MICROSOFT EXCEL

UNDERSTANDING THE EXCEL INTERFACE

 THE RIBBON INTERFACE

The Ribbon is located at the top of the Excel window and contains all of
the tabs and commands used to perform tasks in Excel. The Ribbon is
divided into several tabs, such as Home, Insert, Page Layout, Formulas,
Data, Review, and View.
 WORKSHEET

An Excel workbook can contain multiple worksheets, which are

represented by tabs at the bottom of the Excel window. Users can add,
delete, rename, move, and copy worksheets to organize data.
 CELLS, COLUMNS & ROWS

Columns and Rows: Excel worksheets are organized into columns and rows,
which are labeled with letters and numbers, respectively. The cells in a
column or row can be selected, formatted, and manipulated using various
commands in the Ribbon.
Cells: A cell is the intersection of a row and a column in an Excel worksheet.
Cells are used to store data such as numbers, text, dates, and formulas.
 FORMULAR BAR

The Formula Bar is located above the worksheet area and displays the
contents of the currently selected cell. Users can enter, edit, and
evaluate formulas in the Formula Bar.
 QUICK ACCESS TOOLBAR

The Quick Access Toolbar is located at the top-left corner of the Excel
window and contains a customizable set of commands that are
frequently used by the user.
 STATUS BAR

The Status Bar is located at the bottom of the Excel window and
displays information about the current status of the worksheet, such as
the sum, count, and average of selected cells, and the current mode of
the worksheet.
 NAVIGATING WORKSHEETS & WORKBOOKS
• Switch between worksheets within a workbook: To switch between
worksheets within a workbook, click on the worksheet tab at the
bottom of the Excel window. You can also use the keyboard shortcut
"Ctrl + PgUp" or "Ctrl + PgDn" to move to the previous or next
worksheet, respectively.
• Move or copy worksheets within a workbook: To move or copy a
worksheet within a workbook, right-click on the worksheet tab and
select "Move or Copy." In the Move or Copy dialog box, select the
location where you want to move or copy the worksheet, and then
click OK.
 NAVIGATING WORKSHEETS & WORKBOOKS
• Navigate between workbooks: To navigate between workbooks, click
on the "File" tab and select "Open." From the Open dialog box, select
the workbook you want to open, and then click "Open." To switch
between open workbooks, click on the "View" tab and select "Switch
Windows." From the list of open workbooks, select the workbook you
want to switch to.
 SAVING AN EXCEL WORKBOOK
• To save an Excel workbook, you can follow these steps:
1. Open the Excel workbook you want to save.
2. Click on the "File" tab located at the top left corner of the Excel window.
3. In the menu that appears, click on "Save" or "Save As."
- If you click "Save," Excel will save the workbook using its existing file name and location.
- If you click "Save As," Excel will prompt you to choose a new file name, location, and file format for
the workbook.
4. If you clicked "Save," Excel will automatically save the workbook and any changes you made to it.
5. If you clicked "Save As," a dialog box will appear where you can specify the file name, location, and file
format.
- Choose the desired location where you want to save the workbook.
- Enter a new file name if you want to change it.
- Select the file format you prefer from the "Save as type" drop-down menu. Excel supports various
formats such as .xlsx, .xls, .csv, and more.
6. After specifying the desired options, click the "Save" button to save the workbook with the new
settings.
• Excel will now save your workbook according to the selected options and location.
 EXCEL RANGES
Range is an important part of Excel because it allows you
to work with selections of cells.
• There are four different operations for selection;
1. Selecting a cell
2. Selecting multiple cells
3. Selecting a column
4. Selecting a row
 EXCEL RANGES – SELECTING CELLS
• Cells are selected by clicking them with the left mouse button or by navigating
to them with the keyboard arrows.
• To select cell A1, click on it:
• More than one cell can be selected by pressing
and holding down CTRL and left clicking the
cells. Once finished with selecting, you can let
go of CTRL Key. Select A1, C1, and B4
SELECTING COLUMNS SELECTING ROWS
Columns are selected by left clicking it. This will Rows are selected by left clicking it. This will select
select all cells in the sheet related to the column. all the cells in the sheet related to that row.
To select column A, click on the letter A in the To select row 1, click on its number in the row bar:
column bar:

SELECTING ENTIRE
SHEET
The entire spreadsheet can be selected by
clicking the triangle in the top-left corner of
 RANGE SELECTION
The easiest way to select Range is to drag and mark. How to drag and mark a range, step-by-step:
• Select a cell
• Left click it and hold the mouse button down
• Move your mouse pointer over the range that you want selected. The range that is marked will
turn grey.
• Let go of the mouse button when you have marked the range
• Let's have a look at an example for how to mark the range A1:E8
 AUTOFILL
How To Fill Fill Copies
• Filling is done by selecting a cell, clicking the fill icon and selecting the • Filling can be used for copying. It can be used for
range using drag and mark while holding the left mouse button down. both numbers and words.
• The fill icon is found in the button right corner of the cell and has
the icon of a small square. Once you hover over it your mouse
pointer will change its icon to a thin cross.
• Click the fill icon and hold down the left mouse button, drag and
mark the range that you want to cover.

NOTE: You can also double click to fill

 AUTOFILL
SEQUENCE OF DATES
FILL SEQUENCES
• The fill function can also be used to fill dates.
• Filling can be used to create sequences. A sequence is an
order or a pattern. We can use the filling function to NOTE: The date format depends on your Regional Settings
continue the order that has been set. Example: 13.01.2023 VS 1/13/2023
• Sequences can for example be used on numbers and
dates.
Let's start with learning how to count from 1 to 10.

COMBINING WORDS & LETTERS

• Words and letters can also be combined
 MOVING CELLS
• There are two ways to move
cells: Drag and drop or by copy
and paste.
• You can drag and drop the range
by pressing and holding the left
mouse button on the border.
The mouse cursor will change to
the move symbol when you
hover over the border.
• Drag and drop it when you see
the symbol.
 ADDING NEW CELLS ADDING NEW ROWS
• Columns can be added and deleted. You • Rows can also be added and deleted. You access
access the menu by right clicking the the menu by right clicking the row number. New
column letter. New columns are added to rows are added to the same place you clicked.
the same place you clicked. Let's try to create a new row 4.
• Let's try to create a new column B. • Right click on the row and select “Insert Rows”
OR “Insert”
• Right click on the column and select
"Insert Columns“ OR “Insert”
 DELETE CELLS UNDO & REDO
• Cells can be deleted by selecting them, • The Undo function lets you reverse an action. It is
and pressing the delete button. helpful if you regret an action and want to go back
to how it was before.
Note: The delete function will not delete • You can also use CTRL + Z to undo.
the formatting of the cell, just the value
inside of it.
Example 1:

• The Redo function has the opposite effect as Undo,

it reverses the Undo action. Redo is helpful if you
regret using Undo.
• You can also use CTRL + Y to redo
Example 2 (with formatting):
 EXCEL FORMULAS

• A formula in Excel is used to do mathematical calculations. Formulas always

start with the equal sign (=) typed in the cell, followed by your calculation.
• Formulas can be used for calculations such as: =1+1, =2*2, =4/2=2. It can
also be used to calculate values using cells as input.
Example: type in any 2 values in A1 and A2, then we are going to do a
calculation with those values.
Step by step:
Select C1 and type (=)
Left click A1
Type (+)
Left click A2
Press enter
Now lets change from addition to multiplication(*), Subtraction (-), Division
(/).
 EXCEL FORMULAS
• Let's help the trainers count their balls.

Do you remember the fill function that we learned about earlier? It can be used to continue calculations
sidewards, downwards and upwards. Let's try it! Lets use the fill function to continue the formula, step by
step: Select E2, Fill E2:E4
 EXCEL FORMULAS
• Now that we have calculated the number of balls each Trainer has, let's see how many balls they all have in
total have in total.
• The total is called SUM in Excel. There are two ways to calculate the SUM.
1. By adding cells NOTE: The formula updates the result if you
2. By using the SUM function change the value of cells, which is used in the
formula.
TOTAL BY ADDING CELLS TOTAL BY USING THE SUM FUNCTION
 RELATIVE & ABSOLUTE REFERENCES
• Cells in Excel have unique references, which is its position or location.
References are used in formulas to do calculations, and the fill function can
be used to continue formulas sidewards, downwards and upwards.
• Excel has two types of references:
1. Relative references
2. Absolute references
• Absolute reference is a choice we make. It is a command which tells Excel to
lock a reference. The dollar sign ($) is used to make references absolute.
• Example of relative reference: A1
• Example of absolute reference: $A$1
 RELATIVE REFERENCES
• References are relative by default, and are without dollar
sign ($). The relative reference makes the cells reference
free. It gives the fill function freedom to continue the order
without restrictions.
 ABSOLUTE REFERENCES
• Absolute reference is when a reference has the dollar sign ($). It locks a reference in the formula.
• To use absolute references, add $ to the formula. The dollar sign has three different states:
1. Absolute for column and row. The reference is absolutely locked. Example =$A$1
2. Absolute for the column. The reference is locked to that column. The row remains relative. Example =$A1
3. Absolute for the row. The reference is locked to that row. The column remains relative. Example =A$1
Now let’s calculate the cost of Pokeballs using Absolute References
ARITHMETIC OPERATORS
 ADDITION OPERATOR
ADDITION WITH RELATIVE REFERENCE
• Addition uses the + symbol in Excel, and is also
known as plus. There are two ways to do
addition in Excel. Either by using the + symbol
in a formula or by using the SUM function.
• How to add:
1. Select a cell and type (=)
2. Select a cell
3. Type (+)
ADDITION WITH ABSOLUTE REFERENCE
4. Select another cell
5. Hit enter
 SUBTRACTION OPERATOR
SUBTRACTION WITH RELATIVE REFERENCE
• Subtraction uses the - symbol, and is
also known as minus.
• How to subtract cells:
1. Select a cell and type (=)
2. Select a cell
3. Type (-)
4. Select the subtrahend ADDITION WITH ABSOLUTE REFERENCE

5. Hit enter
 MULTIPLICATION OPERATOR
MULTIPLICATION WITH RELATIVE REFERENCE
• Multiplication uses the * symbol in
Excel.
• How to multiply cells:
1. Select a cell and type (=)
2. Select a cell
3. Type (*)
4. Select another cell MULTIPLICATION WITH ABSOLUTE REFERENCE

5. Hit enter
 DIVISION OPERATOR
DIVISION WITH RELATIVE REFERENCE
• Division uses the / symbol in Excel.

• How to do division cells:

1. Select a cell and type (=)
2. Select a cell
3. Type (/)
DIVISION WITH ABSOLUTE REFERENCE
4. Select another cell
5. Hit enter
 PARENTHESES (BRACKETS)
• PARENTHESES () is used to change the order of an operation. Using parentheses makes
Excel do the calculation for the numbers inside the parentheses first, before calculating the
rest of the formula.
• NESTED PARENTHESES: When using more advanced formulas you may need to nest
parentheses. You can look at this like an onion, which has many layers. Excel will calculate
the numbers inside the parentheses first, layer by layer, starting with the inner layer.

Nested Parentheses
EXCEL FUNCTIONS
 FUNCTIONS
Excel has many inbuilt formulas, called functions.
Functions are typed by = and the functions name. For example =SUM
Once you have typed the function name you need to apply it to a
range.
For example =SUM(A1:A5)
The range is always inside of parentheses or brackets.
 SUM FUNCTION
• The SUM function is an inbuilt function in Excel, which adds
numbers/cells in a range, both positive and negative. It is typed =SUM
• How to use the =SUM function:
1. Select a cell
2. Type =SUM
3. Double click the SUM command
4. Select a range
5. Hit enter
 AVERAGE FUNCTION
• The AVERAGE function is an inbuilt function in Excel, which calculates
the average (arithmetic mean). It is typed =AVERAGE
• It adds the range and divides it by the number of observations.
Example: The average of (2, 3, 4) is 3.
Note: The AVERAGE function ignores cells
3 observations (2, 3 and 4)
with text.
The sum of the observations (2 + 3 + 4 = 9)
(9 / 3 = 3)
The average is 3
 MAX FUNCTION
• The MAX function is a premade function in Excel, which finds the highest
number in a range. It is typed =MAX
Note: The MAX function ignores cells with
• How to use the =MAX function: text.
1. Select a cell (G5)
2. Type =MAX
3. Double click the MAX command
4. Select a range (D2:D21)
5. Hit enter
 MIN FUNCTION
• The MIN function is an inbuilt function in Excel, which finds the lowest
number in a range. It is typed =MIN
Note: The MIN function ignores cells with
• How to use the =MIN function: text.
1. Select a cell (G5)
2. Type =MIN
3. Double click the MAX command
4. Select a range (D2:D21)
5. Hit enter
 COUNT FUNCTION
• The COUNT function is a premade function in Excel, which counts cells with
numbers in a range. It is typed =COUNT
Note: The COUNT function only counts cells with
• How to use the =COUNT function:
numbers, not cells with letters. The COUNTA
1. Select a cell function is better used if the cells have letters.
2. Type =COUNT
3. Double click the COUNT command
4. Select a range
5. Hit enter
EXCEL FORMATTING
 EXCEL FORMATING
• Excel has many ways to format and style a spreadsheet. It makes your
spreadsheet easier to read and understand.
• Styling is about changing the looks of cells, such as changing colors,
font, font sizes, borders, number formats, and so on. The most used
styling functions are:
1. Colors
2. Fonts
3. Borders
4. Number formats
5. Grids
 FORMAT PAINTER
• The format painter is a command which lets you copy formatting from one cell
to another. It is a great tool, which saves you lots of time!
• The Format painter can be used to copy to single cells or ranges.
• Format Painter is used by clicking on its button in the Ribbon, found in the
Clipboard group.
• How To Use the Format Painter
1. Select the cell that you want to copy
2. Click the Format Painter button
3. Select a cell or range
 FORMAT PAINTER
• Colors are specified by selection or by using Hexadecimal and RGB codes.
• The "More Colors" option allows you to select custom colors by entering a RGB
or HEX code.
Applying colors:
• Colors can be applied to cells, text and borders.
• Colors are applied to cells by using the "Fill color" function.
• How to apply colors to cells:
1. Select color
2. Select range
3. Click the Fill Color button
4. The "Fill color" button remembers the color you used the last time.
 FORMAT FONT
• You can format fonts in four different ways: color, font name, size and other
characteristics. This can be accessed from the Font group in the Home Tab.
Font Color
• The default color for fonts is black.
• Colors are applied to fonts by using the "Font color" function.
• How to apply colors to fonts
1.Select cell
2.Select font color
3.Type text
• The font color goes for both numbers and text.
• The Font color command remembers the color used last time.
 FORMAT FONT
Font Name
• Altering the font name in Excel makes your data easier to read, and your
presentations more appealing
• The default font in Excel is Calibri.
• The font name can be changed for both numbers and text.
• How to change the font name:
1.Select a range
2.Click the font name drop down menu
3.Select a font
Font Size
• To change the font size of the font, just click on the font size drop down menu
and select the size you prefer.
 FORMAT FONT
Font Characteristics
• You can apply different characteristics to fonts such as:
• Bold
• Italic
• Underlined
• Strike though
• The commands can be found below the font name drop down
menu
 FORMAT BORDERS
• Borders can be added and removed. Colors and style can be changed.
• Why format borders?
• Make the document more readable and understandable
• Emphasizing key points
• The Borders menu is accessed in the Ribbon, in the Font group.
 FORMAT BORDERS
Adding Borders
• Borders are added by clicking the Borders button.
• The default border is black underline.
• Changing the border type, style or color is a choice you make.
• The option button next to the Border command gives options for more types of
borders.
• Clicking the option button gives an overview of the different border options.

Border Colors
• Colored borders are added by selecting a color before adding the border.
• The color can be changed in the Border Color menu:
 FORMAT BORDERS
Border Style
• Borders styles can be changed.
• The menu is accessed in the Border Style menu.
• Excel offers 6 different border styles:
1. Solid line
2. Dashed line
3. Dotted line
4. Medium line
5. Thick line
6. Double line
 FORMAT NUMBERS
• Why change number formats?
1. Make data explainable
2. Prepare data for functions, so that Excel understands what kind of data you
are working with.
• The default Number format is General.
Examples of number formats: General, Number, Currency, Time, Accounting, etc
Number formats can be changed by clicking the Number format dropdown,
accessed in the Ribbon, found in the Numbers group.
 FORMAT NUMBERS
Decimals
• The number of decimals can be increased and decreased.
• There are two commands:
1. Increase Decimal
2. Decrease Decimal
• Clicking them reduces or increases the number of decimals.
The commands can be found next to the Number format dropdown menu.

Note: Decreasing Decimals can make Excel

round up or down numbers as more
decimals get removed. This may be
confusing if you are working on advanced
calculations which require accurate
numbers.
 FORMAT GRIDS
• By default, gridlines are displayed in Excel. However, grids can be removed.
• How to remove grids
1.Click view in the Ribbon navigation bar
2.Uncheck gridlines

es
 ADJUSTING COLUMN WIDTHS
• Select the column or columns whose widths you want to adjust. To
select a single column, click on the column header. To select multiple
columns, click and drag across the column headers or hold down the
Ctrl key while clicking on individual column headers.
• Once the column(s) are selected, go to the Home Tab, click on the
Format dropdown menu in the Cells group, and select "Column
Width.“
• Alternatively, you can right-click on the selected column(s) and choose
"Column Width" from the context menu.
• In the Column Width dialog box, enter the desired width value and
click OK. The width is measured in characters or pixels.
 ADJUSTING ROW HEIGHTS
• Select the row(s) whose heights you want to adjust.
• To select a single row, click on the row header. To select multiple rows,
click and drag across the row headers or hold down the Ctrl key while
clicking on individual row headers.
• Once the row(s) are selected, go to the Home Tab, click on the
Format dropdown menu in the Cells group, and select "Row Height.“
• Alternatively, you can right-click on the selected row(s) and choose
"Row Height" from the context menu.
• In the Row Height dialog box, enter the desired height value and click
OK. The height is measured in points.
 AUTOFIT COLUMN WIDTH OR ROW
HEIGHT
• AutoFit Column Width: To automatically adjust the column width to
fit the contents of the cells in that column, double-click on the right
boundary of the column header. Alternatively, you can select the
column(s), go to the Home tab, click on the Format dropdown menu
in the Cells group, and select "AutoFit Column Width.“
• AutoFit Row Height: To automatically adjust the row height to fit the
contents of the cells in that row, double-click on the bottom boundary
of the row header. Alternatively, you can select the row(s), go to the
Home tab, click on the Format dropdown menu in the Cells group,
and select "AutoFit Row Height."
 MERGING CELLS
• Select the cells you want to merge. These cells should be adjacent and form a
rectangular shape.
• Once the cells are selected, go to the Home Tab, click on the Merge & Center
button in the Alignment group.
• Alternatively, you can right-click on the selected cells and choose "Merge
Cells" from the context menu. The selected cells will be merged, and the
contents of the upper-left cell will be retained.
• If you want to center-align the text within the merged cell, you can click on
the Merge & Center button again.
• Note: When you merge cells, the data in the merged cells becomes part of a
single larger cell. If the merged cells contain any data other than the content
of the upper-left cell, that data will be deleted.
• So, it's important to ensure that you have the desired content in the upper-
left cell before merging.
 UNMERGING CELLS
• To unmerge cells and revert them to individual cells, select the
merged cell or cells that you want to unmerge.
• Go to the Home tab, click on the Merge & Center button in the
Alignment group, or right-click on the selected cells and choose
"Unmerge Cells" from the context menu. The cells will be unmerged,
and the original individual cells will be restored with their respective
contents.
• Merging cells can be a useful formatting option, but it's important to
use it judiciously and consider the impact on data structure and
manipulation, as merging cells can affect certain Excel functions and
calculations.
EXCEL DATA ANALYSIS
 SORTING
• Ranges can be sorted using the Sort Ascending and Sort Descending
commands.
• Sort Ascending: from smallest to largest.
• Sort Descending: from largest to smallest.
• The sort commands work for text too, using A-Z order.
• The commands are found in the Ribbon under the Sort & Filter menu
NOTE: When Sorting, make sure all related columns/range is selected/highlighted
before sorting either in ASC or DESC order.
NOTE: When sorting multiple columns, it will always sort by the first column
(leftmost).
 FILTER
• Filters can be applied to sort and hide data. It makes data analysis easier. The menu is
accessed in the default Ribbon view or in the Editing or Data section in the navigation bar.
• Filters are applied by selecting a range and clicking the Filter command.
• It is important to have a row of headers when applying filters. Having headers is useful to
make the data understandable. Filters are applied to the top row in a range.
 EXCEL TABLES
• Tables make it easier to structure and organize data.
• Tables connect cells in a range and put it into a fixed structure.
• Tables can be used to prepare data for charts and pivot tables.
• Tables allow for options such as:
1. Sort & Filter
2. Formatting
3. AutoFilling
Converting a Range to Table
1. Select the range of cells you want to
convert into a table
2. Go to the Style group and select “format as
Table”
3. Select a Table style of your choice from the
list of Table style options
 TABLES DESIGN
• Tables can be customized and styled in a few clicks.
• Converting a range into a table gives access to a Tab called "Table Design".
• This menu has options and commands such as:
• Resize
• Remove duplicates
• Convert to range
• Style options (Total row, Header row, Banded row etc..)
• Formatting

Table Name
Excel gives tables default names such as: Table 1, Table 2, Table 3
and so on.
The name of the table can be found in the Table Design tab
1. Select the table
2. Click the Table design menu
3. See the name input field
 TABLES RESIZING
• The resize table command allows you to change the size of the table by entering a
range. The command is found in the Ribbon under the Table Design tab.

STEPS
1.Select the table
2.Click the Table Design menu
3.Click the Resize Table command
4. Click the range input field
5.Type the new range
NOTE: You can also resize by dragging the table through to the new range
 REMOVING DUPLICATES
STEPS
1. Convert the range into a table.
2. Select the table
3. Click the Table Design tab
4. Click the Remove Duplicates command
5. Leave all columns checked
6. Click OK
Note: Unchecking a column means that it will not remove duplicates for
that column.
 CONVERT TABLE TO RANGE
STEPS
1. Select a cell in the table range
2. Click the Design Table tab
3. Click the Convert to Range command
The table is now converted into a range and it no longer has the table
options available.
 CONDITIONAL FORMATING
• Conditional formatting is used to change the appearance of cells in a range based on your
specified conditions.
• The conditions are rules based on specified numerical values or matching text.
Highlight Cell Rules
• Highlight Cell Rules is a premade type of conditional formatting in Excel used to change the appearance of
cells in a range based on your specified conditions.
• The conditions are rules based on specified numerical values, matching text, calendar dates, or duplicated
and unique values.
• Here is the Highlight Cell Rules part of the conditional formatting menu:
 CONDITIONAL FORMATING
TOP/BOTTOM RULES
• Top/Bottom Rules are premade types of conditional formatting in Excel used to change the
appearance of cells in a range based on your specified conditions.
ABOVE/BELOW AVERAGE RULES
• Above and Below Average Rules are premade types of conditional formatting in Excel used
to change the appearance of cells in a range based on your specified conditions.
 CONDITIONAL FORMATING
DATA BARS
Data Bars are premade types of conditional formatting in Excel used to add
colored bars to cells in a range to indicate how large the cell values are
compared to the other values.
Here is the Data Bars part of the conditional formatting menu:
 CONDITIONAL FORMATING
COLOR SCALES
Color Scales are premade types of conditional formatting in Excel used to
highlight cells in a range to indicate how large the cell values are compared to
the other values in the range.
Here is the Color Scales part of the conditional formatting menu:
 CONDITIONAL FORMATING
ICON SETS
• Icon Sets are premade types of conditional formatting in Excel used to add icons to cells in
a range to indicate how large the cell values are compared to the other values in the
range.

• The green icon is used for the highest values, yellow for the middle values, and red for the
lowest values.
• Excel automatically calculates and chooses which values get which colored icon.
 CONDITIONAL FORMATING
EXCEL CHARTS
• Charts are visual representations of data used to make it more understandable. Different
charts are used for different types of data. Charts are also called Graphs or Visualizations.
• Commonly used charts are:
1. Pie chart
2. Column chart
3. Line chart

• Creating a Chart in Excel

1. Select the range you want to visualize
2. Click on the Insert Tab
3. Select the chart you want to use
4. Format the chart to your preference
 MODIFYING CHART ELEMENTS

• Modifying Chart Elements:

1.Select the chart that you want to modify.
2.Click on the "Chart Elements" button in the upper-right corner of the
chart.
3.Choose the element you want to modify, such as "Chart Title" or
"Legend", from the list of options that appears.
4.To format the element, click on the "Format Selection" button, which
is available for most chart elements. From there, you can choose from
a variety of formatting options.
 CHANGING CHART TYPES:

• Select the chart that you want to modify.

• Click on the "Design" tab in the Excel ribbon.
• In the "Type" group, click on the "Change Chart Type" button.
• Choose the chart type that you want to change to from the list of
options that appears.
• Excel will automatically update the chart based on your selection.
Note that changing chart types may also change the way your data is
displayed. For example, a column chart may show a different
perspective of the data than a line chart. So, it's important to choose the
chart type that best represents your data.
DATA VALIDATION
 UNDERSTANDING DATA VALIDATION
Data validation is a feature in Excel that allows you to control what data is entered into a cell or range
of cells. This can help to prevent errors, improve data accuracy, and ensure consistency. Here's how to
use data validation in Excel:
• Select the cell or range of cells that you want to apply data validation to.
• Click on the "Data" tab in the Excel ribbon.
• In the "Data Tools" group, click on the "Data Validation" button.
• In the "Settings" tab, choose the type of validation you want to apply, such as "Whole Number",
"Decimal", or "Date".
• Enter any additional settings or criteria you want to apply to the validation rule. For example, you can
set minimum and maximum values, or create a list of allowed values.
• In the "Input Message" tab, you can enter a message that will be displayed when a user clicks on the
cell to inform them of any requirements or instructions.
• In the "Error Alert" tab, you can create an alert message that will be displayed if the user enters
invalid data. You can choose the type of alert, such as a warning or an error message, and enter a
custom message.
Once you have set up data validation, any data entered into the cell or range of cells will be validated
according to the criteria you have specified. If the data does not meet the validation criteria, an error
message will be displayed, and the user will be prompted to correct the data.
 CREATING DROP-DOWN LISTS
Creating drop-down lists in Excel is a useful way to restrict data entry and ensure data
accuracy. Once you have set up the drop-down list, users will be able to select values
from the list by clicking on the drop-down arrow that appears in the cell. They will
not be able to enter any values that are not in the list, which can help to improve data
accuracy and consistency.
Here's how to create a drop-down list in Excel:
1.Create a list of values that you want to appear in the drop-down list. This can be on
the same sheet or on a different sheet in the workbook.
2.Select the cell or range of cells where you want the drop-down list to appear.
3.Click on the "Data" tab in the Excel ribbon.
4.In the "Data Tools" group, click on the "Data Validation" button.
5.In the "Settings" tab, choose "List" as the validation criteria.
6.In the "Source" field, enter the range of cells that contains the values for your drop-
down list. You can either enter the range manually or select it using the mouse.
 CREATING INPUT MESSAGES AND ERROR ALERTS
You can create input messages and error alerts to provide users with information and guidance when they enter data into cells.
Input messages are displayed when a user selects a cell, and error alerts are displayed when a user enters invalid data. Here’s
how:
Creating Input Messages:
• Select the cell or range of cells where you want the input message to appear.
• Click on the "Data" tab in the Excel ribbon.
• In the "Data Tools" group, click on the "Data Validation" button.
• In the "Input Message" tab, enter the title and message that you want to display.
• Click "OK" to close the dialog box.
Creating Error Alerts:
• Select the cell or range of cells where you want the error alert to appear.
• Click on the "Data" tab in the Excel ribbon.
• In the "Data Tools" group, click on the "Data Validation" button.
• In the "Error Alert" tab, choose the type of alert you want to display (Warning or Information), and enter the title and
message that you want to display.
• You can also choose to include an error symbol and a sound by selecting the appropriate options.
• Click "OK" to close the dialog box.
Once you have created input messages and error alerts, users will see the messages when they select a cell or enter invalid
data. These messages can provide guidance, instructions, or warnings to help ensure data accuracy and consistency. You can
further customize the messages by changing the font, color, and other formatting options.
 PROTECTING YOUR EXCEL WORKBOOK
• Protect data: To prevent other users from editing or deleting data in a
worksheet, you can protect the worksheet by going to the Review tab and
clicking on the Protect Sheet button. From there, you can choose to
password-protect the worksheet or restrict users from making certain
changes.
THANK YOU