Excel Guide for Daily Use

EXCEL GUIDE FOR DAILY USE

TABLE OF CONTENTS

Excel Guide For Daily Use

1. Overall description ................................................................... 4

2. Keyboard shortcuts………………………………………….. 5

3. Common Data Manipulations……………………………….. 9

4. Functions…………………………………………………….. 16

5. Tables and Charts…………………………………………….. 26

6. Summary……………………………………………………… 28

EXCEL GUIDE FOR DAILY USE

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Abstract: This document gives a brief introduction to Excel major operations, keyboard shortcuts, functions, macros recording and Tables with charts being generated.

1. Overall description

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MS Excel is an indispensable tool used in many facets of Telecommunications analysis and reporting. A good understanding of its information processing capabilities and database abilities is therefore highly desirable. A good understanding of it will enable you to optimize your daily, weekly and monthly report processes thereby saving time and energy.

2. Keyboard Shortcuts

For Keyboard shortcuts press ALT

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Open a Workbook <Ctrl> + <O>

Create New <Ctrl> + <N>

Save a Workbook <Ctrl> + <S>

Print a Workbook <Ctrl> + <P>

Close a Workbook <Ctrl> + <W>

Help <F1> Run Spelling Check <F7>

Sum up values <Alt & the equal sign = >

CTRL+SHIFT_ Removes the outline border from the selected cells.

CTRL+SHIFT+ Unhide any hidden rows within the selection

CTRL + ‘ Alternates between displaying cell values and formulas in the worksheet

CTRL +1 Displays the format cells dialog box

CTRL+2 Removes bold formatting

CTRL+3 Removes italic formatting

CTRL+4 Removes underlining

CTRL +9 Hides the selected rows

CTRL +0 Hides the selected columns

CTRL + D Uses the fill down command to copy the contents and format of the topmost cell of a selected range into the cells below.

CTRL + F Displays the find and replace dialog box (SHIFT+F4 repeats the last find action

CTRL + SHIFT + F opens the format cells dialog box.

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Function Keys:

F1 displays the Excel Help task pane

ALT + F1 creates an embedded chart of the data in the current range.

ALT + SHIFT+ F1 Inserts a new worksheet

F2 SHIFT + F2 adds or edits a cell comment

F3 Displays the insert function dialogue box

F4 Repeats the last command or action

CTRL + F4 closes the selected workbook window

ATL + F4 closes Excel

F5 CTRL + F5 restores the window size of the selected workbook

F6 SHIFT + F6 switches between the worksheet, ribbon, task pane and zoom controls

CTRL + F6 switches to the next workbook window when more than one workbook window is open.

F7 CTRL + F7 performs the move command on the work book window when it is minimized (using the arrow keys to move the window and select ENTER or ECS to cancel).

F8 CTRL + F8 performs the size command(when a workbook is minimized)

ALT + F8 displays the Macro dialog box to create, run, edit or delete a macro.

F9 Calculates all worksheets in all open workbooks.

SHIFT + F9 calculates the active worksheet.

CTRL + ALT + F9 calculates all worksheets in all open

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workbooks,

regardless of whether they have changed since the last calculation

F10 SHIFT + F10 displays the shortcut menu for a

selected item.

F11 Creates a chart of the data in the current range in a

separate Chart sheet.

SHIFT+F11 inserts a new worksheet.

ALT+F11 opens the Microsoft Visual Basic For

Applications Editor, in which you can create a macro by

using Visual Basic for Applications (VBA).

F12 Displays the Save As dialog box.

ARROW KEYS:

CTRL + ARROW KEY moves to the edge of the current

data region in a worksheet. Calculates all worksheets in

all open workbooks, regardless of whether they have

changed since the last calculation.

SHIFT + ARROW KEY extends the selection of cells by

one.

BACKSPACE: Clears the content of the active cell.

DELETE: Removes the cell contents (data and formulas)

from selected cells without affecting cell formats or

comments.

END: Selects the last command on the menu when a

menu is visible.

CTRL + END moves to the last cell of a worksheet or the

lowest used.

CTRL + SHIFT + END extends the selection of cells to the

last used cell on the worksheet ( right lowest corner of

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the worksheet).

HOME: Moves to the beginning of a row in a worksheet

CTRL + HOME moves to the beginning of a worksheet.

ENTER: Performs the action of a selected command.

ALT + ENTER starts a new line in the same cell.

CTRL + ENTER fills the selected range with the current entry.

SHIFT + ENTER completes a cell entry and selects the cell above.

PAGE DOWN: Moves one screen down in a worksheet

ALT + PAGE DOWN moves one screen to the right in a worksheet

CT RL+ PAGE DOWN moves to the next sheet in a workbook.

PAGE UP: Moves one screen up in a worksheet

ALT + PAGE UP moves one screen to the left in a worksheet

CT RL+ PAGE UP moves to the previous sheet in a workbook.

SPACEBAR: Selects or clears a check box.

CT RL+ SPACEBAR selects an entire column in a worksheet.

SHIFT+ SPACEBAR selects an entire row in a worksheet.

CT RL+ SHIFT + SPACEBAR selects the entire worksheet.

TAB: Moves one cell to the right in a worksheet

SHIFT + TAB moves to the previous cell in a worksheet

Editing:

Cut <Ctrl> + <X>

Copy <Ctrl> + <C>

Paste <Ctrl> + <V>

Undo <Ctrl> + <Z>

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Find <Ctrl> + <F>

Replace <Ctrl> + <H>

Select All <Ctrl> + <

3. COMMON DATA MANIPULATIONS

To Copy Using Auto Fill: Point to the fill handle at the bottom-right corner of the selected cell(s), then drag to the destination cell(s).

To Move or Copy Cells Using Drag and Drop: Select the cell(s) you want to move or copy, position the pointer over any border of the selected cell(s), then drag to the destination cells. To copy, hold down <Ctrl> key while dragging.

To Delete a Column or Row: Select the row or column heading(s) and either right-click them and select Delete from the contextual menu, or click the Delete button in the Cells group on the Home tab.

To Insert a Comment: Select the cell where you want to insert a comment and click the Review tab on the Ribbon. Click the New Comment button in the Comments group. Type a comment, then click outside the comment text box. Point to the cell to view the comment.

Merge and center.

Used to merge across several cells and joins the selected cells into one new cell. Used to create labels which span multiple columns.

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Format painter.

Copy formatting from one place to another.

Wrap text.

Make all content visible by displaying it on multiple lines.

Find and replace.

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Find and replace text in selected rows

CTRL + F brings up this dialogue box

Text to columns.

Separate the content of a cell into separate columns

Control-shift up/down/left/right.

Moves you through the columns and rows of an entire worksheet. The key combination CTRL + SHIFT + direction key just helps to select numerous data conveniently.

Hide/unhide column/row/sheet.

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Conceals the rows or columns in a worksheet. Click on the column or row and right click for options.

Inserting an object.

Insert an embedded object in a document. It could be excel sheets or power point slides.

Go to the insert tab and use the drop down arrow for paste using paste special options and select the format with the display icon box checked. Helps to conceal objects in a document just like the icon above.

STATUS BAR

There is a status bar at the lower left of the Excel window indicating current operations such as

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SUM/AVERAGE/MAX/MIN/COUNT and others. When you right click on it you can select all operations you need.

CONDITIONAL FORMAT:

Helps group certain values in a selected category based on values required.

For example, select values within the range less than 99.00% and fill cells with red

For more categories within a given column use the More rules option

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To Create a Macro: Macros help to maximize time for routine tasks that usually take time to compute. It works with VBA and thus records a particular task as you work and then it is saved afterwards so when you want to execute same, you run.

Go the the Menu bar

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Then Click on the drop down list and record macro

Enter the name of the macro you want to save.

Note: For personal workbook, it is used to run many macros but for New workbook of this work book, it is specific to a particular raw data extract and stop when finished.

Click ok and its recording. Run though the report procedure and stop when finished. For personal workbook, save as macro enabled sheet and delete data. But for New workbook, delete sheet used for the data and save the blank worksheet opened as macro enabled workbook.

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4. FUNCTIONS

In MS Excel, data is placed into the cell array on each sheet, the rows are denoted by 1 – 1048576 (MS Office 2007), while the columns are denoted by A – infinity (as much as your system memory can carry), it comes with 3 sheets by default but more sheets can be added if required (again as much as your system memory can carry).

Data placed in the blue cell is said to be in cell B2.

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To insert a formula into a cell, type "=" into the cell, this tells Excel you are about to start a formula, you can click on the ( ) button if you need more clarification on the formula. The below window will pop up, you can then type a description of what you want to do and it will give you the closest formulas that can do it.

We are going to discuss the use of a couple of important functions namely;

IF

COUNT

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COUNTIF

SUM

AVERAGE

MAX

VLOOKUP

LEFT/RIGHT

CONCANTENATE

LEN

NOTE: when ever you use a formula in a cell and that formula sources its data form another cell, the removal or change of the source data will affect the formula in that cell, to prevent this, copy the data in that cell and paste special as values back into that cell to remove the underlying formula.

IF FUNCTION:

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COUNT/LEFT/RIGHT FUNCTION:

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LEN:

COUNT IF / MAX:

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SUM / AVERAGE:

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VLOOKUP:

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CONCATENATE / &

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5. TABLES AND CHARTS

Sometimes it might be required that the Engineer represent network data in form of charts in order to facilitate quick understanding of network trends as pictures are easier to understand, interpret and remember than raw data.

PIVOT TABLES

Pivot tables are used to segment data fields into tables whose rows and column content can be varied according to the specific wants of the user. They are an excellent way of summarizing huge data bases.

You can still process the data further after it has been pivoted, you may copy and paste special (values) the table to another sheet in order to work on it or create a chart out of it.

Table

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Measurement of

RNC performan

ce

Time

Service RRC Setup

Success Rate(%)

RRC Connection Setup Success

Rate (other)(%)

RRC Connection Setup Success

Rate (CS)(%)

RRC Connection Setup Success Rate (PS)

RAB Setup

Success Rate for

Voice(%)

HBURN01 2012-07-01 99.82 99.57 99.84 99.82 99.81HBURN01 2012-07-02 99.86 99.69 99.93 99.86 99.85HBURN01 2012-07-03 99.81 99.68 99.89 99.81 99.82HBURN01 2012-07-04 99.83 99.74 99.91 99.82 99.81HBURN01 2012-07-05 98.69 98.85 97.93 98.92 99.67HBURN01 2012-07-06 99.66 99.62 99.91 99.64 99.84HBURN01 2012-07-07 99.21 99.19 98.6 99.3 99.75HBURN01 2012-07-08 99.83 99.78 99.91 99.84 99.88HBURN01 2012-07-09 98.75 99.36 98.51 98.93 99.64HBURN01 2012-07-10 99.75 99.54 99.85 99.76 99.64HBURN01 2012-07-11 99.1 99.27 99.1 99.14 99.79HBURN01 2012-07-12 99.88 99.71 99.91 99.88 99.81HBURN01 2012-07-13 99.88 99.78 99.9 99.89 99.77HBURN01 2012-07-14 99.85 99.59 99.86 99.86 99.81HBURN01 2012-07-15 99.89 99.81 99.9 99.9 99.84

Pivot Sheet

Average of RRC Connection Setup Success Rate (CS)(%) Measurement of RNC performanceTime HBURN012012-07-01 99.842012-07-02 99.932012-07-03 99.892012-07-04 99.912012-07-05 97.932012-07-06 99.912012-07-07 98.62012-07-08 99.912012-07-09 98.512012-07-10 99.852012-07-11 99.12012-07-12 99.912012-07-13 99.92012-07-14 99.862012-07-15 99.9Grand Total 99.53

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Charts:

2012-07-01

2012-07-02

2012-07-03

2012-07-04

2012-07-05

2012-07-06

2012-07-07

2012-07-08

2012-07-09

2012-07-10

2012-07-11

2012-07-12

2012-07-13

2012-07-14

2012-07-1596.5097.0097.5098.0098.5099.0099.50

100.00100.50

HBURN01

HBURN01

6. SUMMARY

This document is a brief summary of some major excel shortcuts and functions for mastering excel. Daily practice would speed up the learning process.

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THANK YOU

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Excel Guide for Daily Use