IT COURSE
LEVEL 1 - EXCEL
Different elements
If you are new to Excel, it is highly recommended that you familiarize yourself with the layout and terminology for all the parts of the Excel screen. The Excel screen comprises elements such as the Ribbon, Tabs, Quick Access Toolbar, Name Box, Formula Bar, Column and Row Labels, cells and Worksheet Tabs.
TABS
ROWS AND COLUMNS
The area of the Excel screen where you add text, numbers or graphical content, is like no other word processing or design program you may have experience with using. An Excel worksheet, also called a spreadsheet, is divided into multiple columns and rows (1,048,576 rows by 16,384 columns to be exact). For any worksheet you create, you use only as many rows and columns as you need for your data and ignore the blank, unused rows and columns. You can also merge data across columns or rows and add separate lines of content within the same cell.
One of the reasons Excel works with a grid divided into cells, is to enable the content of each cell to be treated both individually and collectively with other cells (rows and columns) to be used in calculations in formulas and functions and for data analysis.
Worksheet tabs in Excel Workbooks
Worksheets, also known as spreadsheets, within an Excel workbook, are the digital versions of the different tabbed sections you would find in a traditional paper folder. You may, for example, have an invoice folder, where you inserted tabs for each month of the year to separate and organize invoices into month sections. In Microsoft Excel, these tab sections or dividers are called Worksheets.
In the screenshot below is an example of a workbook containing two visible worksheet tabs:
The Name Box in Excel and Formula Bar
The Name Box and Formula Bar, which are located in the area between the Ribbon and the worksheet grid, serve two purposes: they provide you with information about the cell (or collection of cells) you have selected and you can insert information into them to name and add content to selected cell(s). In the screenshot example below, the Name Box and Formula Bar are labelled as 1 and 2:
Editing Excel Spreadsheet
Creation and Edition of Spreadsheet For creation Open the excel program and go to File and select New
For creationClick on Blank workbook or choose a template.
For editionOpen the Excel program and go to File and Select Open.
For edition Choose your excel file.
-The usual way for editing a spreadsheet is following the next steps:
1- Select the cells that you are going to work
2- Apply the formulas and functions
3- Format the data (using icon or menu)
4- Configurate the options for ordering
For edition
Enter Data
TEXT, NUMBERS, DATES:
1- Click on the cell. It will remain framed in a dark color.
2- Is possible select many cells at the same time using click on the upper left side, keep press the left button of the mouse and drag in direction to lower right side of the required area.
Active cell:
3- Repeat the step 2 and press Ctrl key.
4- Type the numbers or text that you want to enter, and then press ENTER or TAB.
For dates:
5- To enter data on a new line within a cell, enter a line break by pressing ALT+ENTER.
Enter Data
FORMULA:
1- Formulas are equations that perform calculations on values in your sheet. All formulas begin with an equal sign (=). You can create a simple formula by using constant and calculation operator. For example, the formula =5+2*3, multiplies two numbers and then adds a number to the result.
When you want to refer to variables instead of constants, you can use cell values, for example, =A1+A2. If you are working with long columns of data, or data that is located in different parts of a sheet or on another sheet, you can use a range —for example, =SUM(A1:A100)/SUM(B1:B100), which represents the division of the sum of the first hundred numbers in column A by the sum of those numbers in column B. When your formula refers to other cells, any time that you change the data in any of the cells Excel recalculates the results automatically.
You can also create a formula by using a function, a predefined formula that simplifies entering calculations.
1.- Equal signs start all formulas.
2.- Constants, such as numbers or text values, can be entered directly into a formula.
3.- Operators specify the kind of calculation that the formula performs. For example, the ^ (caret) operator raises a number to a power, and the * (asterisk) operator multiplies numbers.
4.- Functions are premade formulas that can be used alone, or as part of a longer formula. Each function has a specific argument syntax.
5.- Cell values let you to reference an Excel cell, instead of the specific value inside the cell so that the contents of the cell can change without the function that refers to the cell having to change.
Enter a formula that refers to values in other cells
1- In a sheet that contains columns of numbers, click the cell where you want the formula results to appear.
2- Type an equal sign =
3- Click the first cell that you want to include in your calculation.
4- Type an operator. An operator is the kind of calculation that the formula performs. For example, the * (asterisk) operator multiplies numbers. In this example, use the / (forward slash) operator to divide. At this point your formula should look like this:
5- Click the next cell that you want to include in your calculation. Now your formula should look like this:
6- Press RETURN.
The result of the calculation appears
in the cell.
Enter a formula that contains a function
1- In a sheet that contains a range of numbers, click the empty cell where you want the formula results to appear.
2- Type an equal sign and a function, for example =MIN. MIN finds the smallest number in a range of cells.
3- Type an opening parenthesis, select the range of cells that you want to include in the formula, and then type a closing parenthesis.
4- Press RETURN.
In our example, the MIN function returns 11, the smallest number in cells A1 through C4.
Tips
When you enter a formula in a cell, the formula also appears in the formula bar.
Tips
Use the shortcuts in the formula bar to help you create formulas:
Select to check your formula. If there are no errors, the cell will display the result of the formula. If there are errors, you’ll see Hover over it for an explanation of the problem, or select the drop-down for additional troubleshooting help. Select to revert to your previous formula.
To select a function, use the function list.
When you select a function, the Formula Builder opens, with additional information about the function.
Excel Formula Errors
Fixing errorsFor edition
Here is a basic process for fixing errors below. Remember that formula errors often "cascade" through a worksheet, when one error triggers another. As you find and fix the core issue, things often come together quickly.
1. Find errors. You can use Go to Special > Formula as described below.
2. Trace the error back to its source. If this is difficult, try the trace error feature.
3. Figure out what's causing the error. If needed, break the formula into parts.
4. Fix the error at the source.
Excel tutorial: How to trace a formula error (exceljet.net)
Finding all errors
You can find all errors at once with Go To Special. Use the keyboard shortcut Control + G, then click the "Special" button. Excel will display the dialog with many options seen below. To select only errors, choose Formulas + Errors, then click "OK":
Excel Formula Errors
Trapping errors
Trapping errors is a way of "catching" errors to stop them appearing in the first place. This makes sense when you know certain errors are likely and you want to stop error messages from appearing. There are two basic approaches:
1. Trap the error with IFERROR or ISERROR. With this approach you are watching for an error, and providing an alternative when an error is detected. This page shows a VLOOKUP example. 2. Prevent calculation until required values are available. In this case, instead of watching for an error, you try to prevent the error from occurring by checking values first. This page shows several examples.
Excel’s error codes
- #DIV/0! error
- #NAME? Error
- #N/A error
- #NUM! error
- #VALUE! error
- #REF! error
- #NULL! error
- #### error
- Excel Formula Errors | Exceljet
¡Thank you!
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Transcript
IT COURSE
LEVEL 1 - EXCEL
Different elements
If you are new to Excel, it is highly recommended that you familiarize yourself with the layout and terminology for all the parts of the Excel screen. The Excel screen comprises elements such as the Ribbon, Tabs, Quick Access Toolbar, Name Box, Formula Bar, Column and Row Labels, cells and Worksheet Tabs.
TABS
ROWS AND COLUMNS
The area of the Excel screen where you add text, numbers or graphical content, is like no other word processing or design program you may have experience with using. An Excel worksheet, also called a spreadsheet, is divided into multiple columns and rows (1,048,576 rows by 16,384 columns to be exact). For any worksheet you create, you use only as many rows and columns as you need for your data and ignore the blank, unused rows and columns. You can also merge data across columns or rows and add separate lines of content within the same cell.
One of the reasons Excel works with a grid divided into cells, is to enable the content of each cell to be treated both individually and collectively with other cells (rows and columns) to be used in calculations in formulas and functions and for data analysis.
Worksheet tabs in Excel Workbooks
Worksheets, also known as spreadsheets, within an Excel workbook, are the digital versions of the different tabbed sections you would find in a traditional paper folder. You may, for example, have an invoice folder, where you inserted tabs for each month of the year to separate and organize invoices into month sections. In Microsoft Excel, these tab sections or dividers are called Worksheets. In the screenshot below is an example of a workbook containing two visible worksheet tabs:
The Name Box in Excel and Formula Bar
The Name Box and Formula Bar, which are located in the area between the Ribbon and the worksheet grid, serve two purposes: they provide you with information about the cell (or collection of cells) you have selected and you can insert information into them to name and add content to selected cell(s). In the screenshot example below, the Name Box and Formula Bar are labelled as 1 and 2:
Editing Excel Spreadsheet
Creation and Edition of Spreadsheet For creation Open the excel program and go to File and select New
For creationClick on Blank workbook or choose a template.
For editionOpen the Excel program and go to File and Select Open.
For edition Choose your excel file.
-The usual way for editing a spreadsheet is following the next steps: 1- Select the cells that you are going to work 2- Apply the formulas and functions 3- Format the data (using icon or menu) 4- Configurate the options for ordering
For edition
Enter Data
TEXT, NUMBERS, DATES: 1- Click on the cell. It will remain framed in a dark color.
2- Is possible select many cells at the same time using click on the upper left side, keep press the left button of the mouse and drag in direction to lower right side of the required area.
Active cell:
3- Repeat the step 2 and press Ctrl key.
4- Type the numbers or text that you want to enter, and then press ENTER or TAB.
For dates:
5- To enter data on a new line within a cell, enter a line break by pressing ALT+ENTER.
Enter Data
FORMULA: 1- Formulas are equations that perform calculations on values in your sheet. All formulas begin with an equal sign (=). You can create a simple formula by using constant and calculation operator. For example, the formula =5+2*3, multiplies two numbers and then adds a number to the result. When you want to refer to variables instead of constants, you can use cell values, for example, =A1+A2. If you are working with long columns of data, or data that is located in different parts of a sheet or on another sheet, you can use a range —for example, =SUM(A1:A100)/SUM(B1:B100), which represents the division of the sum of the first hundred numbers in column A by the sum of those numbers in column B. When your formula refers to other cells, any time that you change the data in any of the cells Excel recalculates the results automatically. You can also create a formula by using a function, a predefined formula that simplifies entering calculations.
1.- Equal signs start all formulas. 2.- Constants, such as numbers or text values, can be entered directly into a formula. 3.- Operators specify the kind of calculation that the formula performs. For example, the ^ (caret) operator raises a number to a power, and the * (asterisk) operator multiplies numbers. 4.- Functions are premade formulas that can be used alone, or as part of a longer formula. Each function has a specific argument syntax. 5.- Cell values let you to reference an Excel cell, instead of the specific value inside the cell so that the contents of the cell can change without the function that refers to the cell having to change.
Enter a formula that refers to values in other cells
1- In a sheet that contains columns of numbers, click the cell where you want the formula results to appear. 2- Type an equal sign = 3- Click the first cell that you want to include in your calculation.
4- Type an operator. An operator is the kind of calculation that the formula performs. For example, the * (asterisk) operator multiplies numbers. In this example, use the / (forward slash) operator to divide. At this point your formula should look like this:
5- Click the next cell that you want to include in your calculation. Now your formula should look like this:
6- Press RETURN. The result of the calculation appears in the cell.
Enter a formula that contains a function
1- In a sheet that contains a range of numbers, click the empty cell where you want the formula results to appear. 2- Type an equal sign and a function, for example =MIN. MIN finds the smallest number in a range of cells. 3- Type an opening parenthesis, select the range of cells that you want to include in the formula, and then type a closing parenthesis.
4- Press RETURN. In our example, the MIN function returns 11, the smallest number in cells A1 through C4.
Tips
When you enter a formula in a cell, the formula also appears in the formula bar.
Tips
Use the shortcuts in the formula bar to help you create formulas: Select to check your formula. If there are no errors, the cell will display the result of the formula. If there are errors, you’ll see Hover over it for an explanation of the problem, or select the drop-down for additional troubleshooting help. Select to revert to your previous formula.
To select a function, use the function list.
When you select a function, the Formula Builder opens, with additional information about the function.
Excel Formula Errors
Fixing errorsFor edition
Here is a basic process for fixing errors below. Remember that formula errors often "cascade" through a worksheet, when one error triggers another. As you find and fix the core issue, things often come together quickly. 1. Find errors. You can use Go to Special > Formula as described below. 2. Trace the error back to its source. If this is difficult, try the trace error feature. 3. Figure out what's causing the error. If needed, break the formula into parts. 4. Fix the error at the source. Excel tutorial: How to trace a formula error (exceljet.net)
Finding all errors
You can find all errors at once with Go To Special. Use the keyboard shortcut Control + G, then click the "Special" button. Excel will display the dialog with many options seen below. To select only errors, choose Formulas + Errors, then click "OK":
Excel Formula Errors
Trapping errors
Trapping errors is a way of "catching" errors to stop them appearing in the first place. This makes sense when you know certain errors are likely and you want to stop error messages from appearing. There are two basic approaches: 1. Trap the error with IFERROR or ISERROR. With this approach you are watching for an error, and providing an alternative when an error is detected. This page shows a VLOOKUP example. 2. Prevent calculation until required values are available. In this case, instead of watching for an error, you try to prevent the error from occurring by checking values first. This page shows several examples.
Excel’s error codes
¡Thank you!