VOCATIONAL EDUCATION AND TRAINING

AUTHORITY

KIHONDA RVTSC

08/18/2025 PREPARED BY PAN

 MS EXCEL: (SPREADSHEET)

• It is application software for performing calculation.

• It is also known as spreadsheet.
• Spreadsheet when opened leads to WORKBOOK.
Excel can gene
rate Graphs in different forms such as:
• Bar chart.
• Pie chart.
• Line chart.
• XY chart et c.
 Procedures to ms excel/spreadsheet:

•Go to “Task Bar”

•click “START”
•click “ALL PROGRAMS”
•click “MS OFFICE”
•click “MS EXCEL”
 FEATURES ON EXCEL:

• ROWS:
• Are horizontal bars numbered sequentially (1,2,3....)
• COLUMNS:
• Are vertical fields labeled alphabetically (a, b, c,...)
• CELL:
• A point where a row and column intersects e.g. A1, E5, J10
etc.
• Cell name:
• Described by a column letter + a row number. e.g. B5, C5,
H7
• Active Cell: cell ready to accept data.
 WORKBOOK:

•It is a main document that is

used to store and manipulate
data in a spreadsheet.
•It is a collection of worksheets.
 WORKSHEETS:

• It is a collection of cells.
• Are the sheets on spreadsheet currently on use.

ABSOLUTE CELL REFERENCE :

Is a cell that contain dollars signs. E.g. A1=$A$1

RELATIVE CELL REFERENCE:

Is a cell that does not contain dollars signs. E.g. A1=A1
 The uses of Ms Excel
• 1. Storing and Managing data
• 2. Performing Basic Mathematical Operations or Calculations
• 3. Graphing or charting data to assist users in identifying data
trends.
• 4. Sorting data
• 5. Filtering data to find specific information.
• 6. Analyzing data
• 7. Preparing Budgets for Companies or organizations
• 8. Creating forms and consolidate results
• 9. Find Profit and Loss in business
• 10. Preparing payrolls
 ENTERING AND EDITING DATA:

• Excel recognizes three types of data.

• Types of data:
• LABELS: text with no numerical values. Example:
1990, 60 and 22/8/1990
• CONSTANTS: just a number.
• FORMULAS: a mathematical equation used for
calculations.
Example: =SUM (A1:D1) and =POWER (A1, 5)
 Change Text Cases
• Microsoft Excel has the following three worksheet
functions that you can use to change text cases.
• After applying a function you must copy the
Results (Current Information) and replace the
Previous Information by Pasting as Values (123).
The following are the three functions that are used
to change the text cases in Microsoft excel.
 1. LOWER Function

• Converts all uppercase letters in a text string to

lowercase. Formula: =LOWER (Cell Name)
• For example, suppose the text is in cell A1. The
Function will be written as; =LOWER (A1)
 2. UPPER Function

• Converts all lowercase letters in a text string to

uppercase. Formula: =UPPER (Cell Name)
• For example, suppose the text is in cell A1. The
Function will be written as; =UPPER (A1)
 3. PROPER Function

• Capitalizes the first letter in a text and converts

all other letters to lowercase letters.
• Formula: =PROPER (Cell Name)
• For example, suppose the text is in cell A1. The
Function will be written as; =PROPER (A1)
 Wrap Text

• When you type text that is too long to fit in

the cell, the text overlaps the next cell. If you
do not want it to overlap the next cell, you
can wrap the text.
• Procedures to wrap text:
Go to menu bar.
Click “home”.
Then click “wrap text”
 CHANGING THE CELL WIDTH:
If the Cell is not enough to accommodate the
data, the width of the cell can be increased.
Either automatic or manually.

INSERTING ROWS AND COLUMNS:

It can be done by using inserting command
from EDIT menu.
DELETING CELL, ROWS AND COLUMNS:
When data from Cell, Rows and Columns are
not required can be deleted by using
BACKSPACE or DELETE keys on a
selected/highlighted Cell, Row or Column.
It can also be done through EDIT menu.
 DATA MANIPULATION:
FORMULAS, FUNCTIONS AND RECALCULATIONS:

FORMULAS:
In EXCEL Calculations must start with an EQUAL sign “=” and
followed with other text.
CALCULATIONS:
in spreadsheet can be done into two ways:-
•using FUNCTION - f(x) WIZARD.
•using FORMULA.
 COPYING THE CELL:
PROCEDURES:
Highlight or select the required cell or cells
copy and then paste where you want it to be.
MOVING THE CELL:
Cell or range of cells can be moved to another
reference cell.
 SORTING AND FILLING:
Sorting can either be executed either
DESCENDING or ASCENDING. It can be
done from >>MENU bar then >>DATA >>
AUTO FILTER.
AUTOFILL:
Quickly fills cells repetitive or sequential data
et c.
 AUTOFILLING FUNCTIONS:
It is based on calculations.

FORMAT CELL:
It is done by right clicking the selected cell >>
Format Cell.
STYLES:
Allow quickly format of worksheet.
Select FORMAT >> STYLE from MENU bar.

PRINTING EXCEL DOC.

It needs borders to ease data reading on a paper. Its
done on >> MENU BAR >>TOOLS BAR >>
BORDERS>> ALL BORDERS.
 SUM
Formula:
•=sum(c3:c7) then ENTER.
•=sum(c3,c4,c5,c6,c7) then
ENTER.
•= c3+c4+c5+c6+c7 then ENTER.
 Freezing Panes
• The Freeze Panes command in Excel 2007
enables you to freeze portions of a worksheet,
typically column and row headings, so that you can
view distant parts of the worksheet while the
headings remain in place. Freezing panes only
affects the current worksheet.
 Steps to Freeze Panes in a Worksheet:
• Position the cell cursor based on what you want to freeze:
• Go to view from menu bar
• Then click freeze panes from tools bar
• Columns: Select the column to the right of the columns you want
to freeze. For example, click column B to freeze only column A.
• Rows: Select the row below the rows you want to freeze. For
example, click row 4 to freeze rows 1, 2, and 3.
• Columns and rows: Click the cell below the rows and to the
right of the columns you want to freeze — essentially, the first
cell that isn’t frozen. For example, click cell B2 to freeze both
column A and row 1.
 CALCULATIONS BY FORMULA:

S/N OPERATION SIGN SYNTAX

1 Addition + =A1+B1+C1+D1
2 Subtraction - =A1-A2

3 Multiplication * =C4*C5

4 Division / =C4/D4

5 Combination (___) = A1*(B1+C1)

 CALCULATIONS BY FORMULA:
Example,
•Database for information such as examination results :
A B C D E F G H

1 NAMES TEST-1 TEST-2 TOTAL AVERAG GRADE REMARKS POSITON

E
2 JACKLINE 76 65 =SUM(B2:C2)>>EN
KEYSON TER
3 HERIETH 56 76 =AVERAGE(B2:C2) >> ENTER
MICHAEL
4 ENEZAEL SILAS 69 53 =IF(E2>=70,”A”,IF(E2>=60,”B+”,IF(
E2>=50,”B”,IF(E2>=41,”C”,”F”))))
>> ENTER
5 CHARLES 85 62 =IF(E2>=41,”PASS”,”FAIL
MATHEW ”) >> ENTER
6 NEEMA MUSHI 77 55
 RANK Function

• Rank Function can be used for finding the

POSITION of a student in an examination
results. It ranks a number in a list of numbers,
either in Ascending or Descending Order.

• Function: =RANK (D2, $D$2:$D$4)

 RANK Function

The function to find the Position of John James using

Average Marks must be written in cell E2. After
obtaining the position of John, you can use that
function to find the positions of other students. For the
above data, you have to use the following function
shown below.
 CALCULATIONS BY FORMULA:

• Prepare Budget for companies and individuals.

• BELOW IT’S A BUDGET OF AN INDUSTRY EMPLOYEE OF A-
Z AND COMPANY LTD.
A B C D
1 FOOD COST/QTY QUANTITY TOTAL COST
2 RICE 2000 150
3 SUGAR 2000 80
4 MILK 500 600
5 MAIZE 800 5000
GRAND
TOTAL
 Putting negative numbers in brackets:

• To do this, select the cell or range of cells to be formatted,

then if using Microsoft Excel 2003 or earlier, click Format
– Cells and ensure the Number tab is uppermost.
• If using Microsoft Excel 2007, 2010,2013 or 2016, then on
the Home tab, in the Number group, click the dialog box
launcher.
• In either case, the Format Cells dialog box will be
displayed. In the Category section, click Custom and
then choose the format nearest to the one you wish to
adapt.
 negative numbers in brackets:

Click OK. Any negative numbers should now be shown in brackets.

 Display numbers as fractions:

Use the Fraction format to display or type numbers

as actual fractions, rather than decimals.
•Select the cells that you want to format.
•On the Home tab, click the Dialog Box Launcher
next to Number.

•In the Category list,

click Fraction.
 Display numbers as fractions:

In the Type list, click the fraction format type that you
want to use.
 Conditional Formatting:
• Emphasize cells containing data according to
specific criteria.
 Conditional Formatting:
• Use our own criteria to emphasize certain cells.
 Conditional Formatting:
• Emphasize cells containing specific text.
•
Protect the Worksheet/Workbook

• Next, select the actions that users should

be allowed to take on the sheet, such as
insert or delete columns or rows, edit
objects, sort, or use AutoFilter, to name a
few. Additionally, you can also specify a
password to lock your worksheet. A
password prevents other people from
removing the worksheet protection—it
needs to be entered to unprotect the sheet.
• Given below are the steps to protect your
sheet.
Protect the
Worksheet/Workbook

• On the Review tab, click Protect Sheet.

Protect the
Worksheet/Workbook

• In the Allow all users of this worksheet

to list, select the elements you want
people to be able to change.
Excel LOG Function
 Excel LOG Function

• Syntax
• =LOG (number, base)

• Number - Number for which you want the

logarithm.
• Base - [optional] Base of the logarithm. Defaults to
10
• Returns -The LOG function returns a numeric
value.
 Excel LOG Function

• =LOG(A1)
• Result: 1.301029996
 Insert a date or time whose value is updated:

• A date or time that updates when the worksheet

is recalculated or the workbook is opened is
considered DYNAMIC instead of STATIC. In a
worksheet, the most common way to return a
dynamic date or time in a cell is by using a
worksheet function.
• To insert the current date or time so that it is
updatable, use the TODAY and NOW functions
 For example:

Formula Description (Result)

=TODAY() Current date (varies)

=NOW() Current date and time (varies)

 Excel CONCATENATE function

• The CONCATENATE function in Excel is designed to join

different pieces of text together or combine values from
several cells into one cell.
• The syntax of Excel CONCATENATE is as follows:
• =CONCATENATE(text1, [text2], …)
• Note. In Excel 2016, Excel 2019, Excel Online and Excel
Mobile, CONCATENATE is replaced with the CONCAT
function
 Concatenating the values of several cells:

The simplest CONCATENATE formula to combine the

values of cells A1 and B1 is as follows :

=CONCATENATE(A1, B1)
 Excel "&" formula examples

• To see the concatenation operator in action, let's re-write the

CONCATENATE formulas discussed above:
• Concatenate the values in A1 and B1 separated with a
space:
• =A1&" "&B1
• Concatenate the values in A1, B1 and a text string:
• =A1 & B1 & " completed"
 Excel "&" formula examples

• Concatenate a string and the result of the TEXT

/ TODAY function:
• ="Today is " & TEXT(TODAY(), "dd-mmm-yy")
 IF Statement :
• Definition of IF Instruction:
• According to Microsoft Excel, IF statement is defined as a function which
“checks whether a condition is met, returns one value if True and another
value if False”.
• IF Statement is one of the most popular instructions among the Decision
Making statements. IF Statement gives the desired intelligence to a program,
so that it can take decisions based on a criteria and most importantly decide
the program flow.
• In Microsoft Excel, IF Statements can be quite useful for evaluating an
expression (expressions can be both Mathematical as well as Logical) and
giving an output based on it.
 Syntax of Excel IF Statement:

• =IF (Logic_Test, Value_if_True,

Value_if_False)
• Here, ‘Logic_Test’ refers to the expression that
is to be evaluated.
• ‘Value_if_True’ is the output of IF Statement if
the ‘Logic_Test’ is TRUE.
• ‘Value_if_False’ is the output of IF Statement if
the ‘Logic_Test’ is FALSE.
 Few Important points about IF Functions:

• If function only results one value out of

‘Value_if_True’ and ‘Value_if_False’. Both the
values cannot be returned at the same time.
• IF function throws a #Name? error if the
expression that you are evaluating is invalid.
Examples of Excel IF Statement:
We have to calculate the bonus for the
employees.
 Cont: We have to calculate the bonus for the
employees.

• The criteria is, if the employee salary is greater than

or equal to $ 8000 then bonus will be 15% of the
salary otherwise the bonus will be 10% of the
salary.
• In this scenario we can use the Excel if Statement
as: =IF(C2>=8000,C2*15%,C2*10%)
 Use of Logical Operators along with IF Statement:

• Excel If Statement can also be used along with

the logical operators (like AND, OR) for
analysing complex logics.
• Here I will help you to understand how can
these operators be used with IF function.
 Cont: Use of Logical Operators along with IF Statement:

Operator Explanation

AND function only results into ‘True’ when all

AND
the conditions inside it are met.

OR Function results into ‘True’ when any one

OR
of the conditions is met.
 Syntax of AND Function

• The syntax of AND Function in Excel is:

=AND(Logic1, Logic2, logic_n)
 Syntax of OR Function

• The syntax of OR Function in Excel is:

=OR(Logic1, Logic2, logic_n)
 .
An example to understand how these functions can be used along with the IF
function.
 e.g. a company bonus
• A company wants to give bonus to its senior employees.
The company comes up with a criteria that any employee
who has at-least 5 years of experience (5 years or more)
and whose salary is greater than 12000 will be considered
a senior employee. And such an employee will be eligible
for a bonus equal to 20% of salary.
• In such a scenario you cannot create an IF statement
without using a logical operator. So, in this scenario we
can create the if statement as:
• =IF(AND(C2>=5,D2>=12000),D2*20%,"No Bonus")
 Ms excel terminologies:
• Cell:
A cell is the intersection of a row and a column.
A cell can contain a label, a numeric value, or a
formula.
Cell Address:
A cell address is the location of a cell on a worksheet
and is defined by the column letter and the row number.
For example, cell A1 is where column A and row 1
intersect.
Charts:
Charts are graphic presentations of data from
a worksheet.
Count:
Returns a count of the number of items in the
range in the argument.

Functions:
A function is a preset formula. Functions consist of the
function name and its arguments. The function name tells
Excel what calculation you want it to perform.
Max: Returns the largest value in the range in
the argument.

Min Returns the smallest value in the range in

the argument.

Syntax
The syntax of the function refers to the
order of the functions arguments.
WYSIWYG:
• WYSIWYG is an acronym for What You See Is
What You Get, meaning that what you see on
the screen should be what prints on the page.
 Functions:
• Excel has created hundreds of functions that prevent
you from having to write out complex or repetitive
formulae yourself.

• A symbol for function is:

• Go to menu bar, click formulas, the click fx from the

tools bar
 Error values you might get:
• ######:
• There is nothing wrong with your formula; the cell simply
isn’t big enough to display the result. Widen the column.

• #DIV/0:
• You are trying to divide by zero
• Correct the divisor
• If the divisor is a cell reference, check to make sure the
cell isn’t empty
 Error values you might get:
• #NAME?
• There is a name in the formula that Excel doesn’t
recognize.
• • If you used a natural language name, check the
spelling
• • If you typed in a function, check the spelling or verify
that the function exists.
• • If you are performing operations on text, enclose the
text in double quotation marks.
#REF!:
A cell reference is not valid. Check to make sure your formula
references the right cells.
#VALUE:

The formula uses the wrong type of operand or argument.

 Pointer Shapes

Moves cell pointer or selects a

range of cells.
Adjusts window size.
Adjusts height and width of rows and
columns.
Provides a text insertion point.
 Pointer Shapes:

Selects columns or rows.

Moves cells, graphics, or objects.
AutoFills other cells with similar information.
The standard Microsoft Windows
pointer; selects Ribbon and menu
options.
 charts:
• Used to illustrate and compare concept.
• Types of charts are:
• Bar chart,
• Line chart,
• Pie chart,
• Scatter or xy chart.
 Creating a Chart
• Example: Using the information given below,
Create a column chart that shows the Basic
Salary of each employee.
Creating a Chart
The following are the necessary steps that you
have to pass through in order to create a chart.

• Steps
• 1. Highlight the Data that you
want to show in the chart as
shown below
Creating a Chart
 Creating a Chart
• 2. Select Insert Tab
• 3. Select a Chart or Recommended Charts. You
will see a chart dialog box as shown below.
• 4. Select All Charts tab
• 5. Select the Chart type. Example, Column Chart
• 6. Click OK. You will see a chart on your screen
as shown below
• 7. You can format the chart.
Creating a Chart
Creating a Chart
 Print:
• Print preview.
Enable viewing of document before printing.
• Borders.
Boundaries to specify rows and columns when
printing a document.