MODULE OFFICE APPLICATION SOFTWARE - SOFAPP

CHAPTER 5: Microsoft Excel Basics

Objectives:
a.) Indicate the names and functions of the Excel interface
components.
b.) Construct formulas, including the use of built-in functions,
and relative and absolute references.
c.) Create a spreadsheet to tabulate and record numeric values

Microsoft Excel is a commercial spreadsheet application, written and distributed by

Microsoft for Microsoft Windows and Mac OS X. Microsoft Excel is a spreadsheet tool capable of
performing calculations, analyzing data and integrating information from different programs. By
default, documents saved in Excel 2010 are saved with the .xlsx extension whereas the file
extension of the prior Excel versions are .xls.

Lesson 1: Exploring the Window

What is Workbook Window?
In Excel 2016, when we open up a new workbook, it now includes only one worksheet.
There can be the max of 1,048,576 rows and 16,384 columns in an excel worksheet.
Worksheet
Excel files are known as workbooks. Each workbook hold one or more worksheets (also
called a "spreadsheetsx").
Whenever we create a new Excel workbook, it will include one worksheet named Sheet1.
A worksheet is a framework of columns and rows where column are identified by letters running
across the top of worksheet,
and rows are identified by
numbers running down the
left side of the worksheet.

When working with a

high amount of data, we can
create multiple worksheets to
help organize our workbook
and make it easier to find
content. We can also group
worksheets to quickly add data to multiple worksheets at the same time.

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For more knowledge about managing the worksheet, please check the link provided;
https://www.javatpoint.com/what-is-workbook-window

Office Button in Excel

When the office button is clicked, you will find a number of options to perform various tasks that
are listed below:

New: To create a new file.

Open: To open an existing file on the
computer.
Save: To save changes made in the open file.
Save As: To save the file with specific name
to a preferred location in the hard drive of
the computer.
Print: To print the hard copy of the open
document.
Prepare: To prepare the document for
distribution.
Send: To send the copy of the document to
others.
Publish: To distribute the document to
others.
Close: To close the open document.

Ribbon and Tabs in Excel

Ribbon is on the top of worksheet, below the title bar or name of the excel file. It contains
seven tabs: Home, Insert, Page Layout, Formulas, Data, Review and View.
Each tab has its own specific groups of related commands. These groups have several
additional commands that can be viewed by clicking the arrow at the right bottom corner of any
group.

Features of the Tabs in Excel

There are many tabs available in Microsoft Excel: Home, Insert, Page Layout, Formula,
Data, Review and View. Each tab has different features.

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The features of the Home tab are:

Clipboard, Font, Alignment, Number, Cells and Editing

The features of the Insert tab are:

Tables, Illustrations, Charts, Links, Text

The features of the Page Layout tab are:

Themes, Page Setup, Scale to Fit, Sheet Options and Arrange

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The features in the Formula tab are:

Function Library, Defined Names, Formula Auditing, Calculation

The features in the Data tab are:

Get External Data, Connections, Sort & Filter, Data Tools and Outline

The features of the Review tab are:

Proofing, Comments and Changes

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The features of the View tab are:

Workbook Views, Show/Hide, Zoom, Window and Macros

Quick Access Toolbar in Excel

It is a customizable toolbar located beside the quick access button and above the home
tab. When you click the down arrow at the end of quick access toolbar it displays more
commands. You can add any of these commands to quick access toolbar by a left click on the
command.
Mini Toolbar in Excel
It is a floating toolbar that
appears above the shortcut menu when
you right click a cell or other objects like
a shape or chart. It displays commonly
used formatting commands like Bold,
Italics, Font Size and Font Color.

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View Buttons
The group of three buttons located to the left of the Zoom control, near the bottom of the
screen, lets you switch among excel's various sheet views.
 Normal Layout view − This displays the page in normal view.
 Page Layout view − This displays pages exactly as they will appear when printed. This
gives a full screen look of the document.
 Page Break view − This shows a preview of where pages will break when printed.

Row Bar
Rows are numbered from 1 onwards and keeps on increasing as you keep entering data.
Maximum limit is 1,048,576 rows.
Column Bar
Columns are numbered from A onwards and keeps on increasing as you keep entering
data. After Z, it will start the series of AA, AB and so on. Maximum limit is 16,384 columns.

Lesson 2: Excel Worksheet

How to enter data in Excel?

Select a cell with a single click where

you want to enter data; cell B3 is selected in
the image given below. Then double click in
the cell to enter data. You can enter text,
numbers and formulas in the cell.
After entering data, you can press
Tab key to move to next column and can
press Enter key to move to next row. You
can press arrow keys for more options to
move to other cells.

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How to select data in Excel?

There are various options to select data.
The most common way is a left click on the cell
then dragging the mouse over the data you
want to select. Start from the upper-left cell of
the data, as cell B3 in the image given below:

How to delete data, rows and columns in Excel?

How to Delete Data?
Select the data you want to delete, right click
on it then select delete option from the menu. You
can also delete it by pressing Delete key on the
keyboard. See the image:

How to Delete a Row?

Select the row by a left click on the row
number then right click and select the Delete option. If
you want to delete more rows drag the mouse
downward to select more rows. See the image:

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How to copy paste data in Excel?

Select the data, right click on it then select
Copy option. Now select the cell where you want to
paste the data then right click on it and select Paste
option. After selecting the data, you can also press
Control+C to copy and Control+V to paste the data.
To undo the changes, you can press Control+Z.

How to use spell check in Excel?

Select the data then click on the review tab it will display spelling command in the left
corner of the ribbon. Left click on it or press F7. If there is any spelling mistake in the data, the
spell check will suggest corrections in the spelling dialogue box. See the image:

How to insert symbols and special characters in Excel?

Select the cell where you need the symbol. Then click on the Insert tab and select
Symbol command, on the right end of the ribbon. It will display a number of symbols, choose
the desired symbol and click on Insert option then close the box. Symbol will be added to the

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desired cell. Special characters can be added in a similar way, you need to follow Insert >
Symbol > Special Characters. See the image:

Lesson 3: Excel Calculations

How to do addition in Excel?
Choose the cell where you
want the result to appear as cell C6 in
this example. Then type = sign in the
cell, now select first cell C3 then type
"+" sign then select second cell C4,
again type + and select third cell C5.
Now press the enter key, you will get
the sum of these three numbers.

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Using Sigma Button to do addition in Excel

Select the cell to display the result then in Home tab click on the Sigma button, on the
right end of the ribbon. You will see the image given below:

Now select the list of data you want to add. You will see the image shown below, and
then press the Enter key to get the result.

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How to do subtraction in
Excel?
It is similar to addition
just replace the plus "+" sign
with minus sign "-".
Choose the cell where
you want the result to appear
as cell C6 in this example.
Then type = sign in the cell,
now select first cell C3 then
type "-" sign then select
second cell C4. Now press the
enter key, you will get the
subtraction of these two
numbers.

How to calculate average in

Excel?
Select the cell to display the
result e.g. cell C9 in the image
shown below. Now type "="
sign in the cell and type
"average" then type opening
parenthesis. Now select the
data, cells from C4 to C7 then
press the Enter key to get the
result.

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Lesson 4: Formatting Cells

Formatting Cell
MS Excel Cell can hold different types of data like Numbers, Currency, Dates, etc. You can set the
cell type in various ways as shown below −
 Right Click on the cell » Format cells » Number.
 Click on the Ribbon from the ribbon.

Various Cell Formats

Below are the various cell formats.

 General − This is the default cell format of Cell.

 Number − This displays cell as number with separator.
 Currency − This displays cell as currency i.e. with currency sign.
 Accounting − Similar to Currency, used for accounting purpose.
 Date − Various date formats are available under this like 17-09-2013, 17th-Sep-2013, etc.

 Time − Various Time formats are available under this, like 1.30PM, 13.30, etc.
 Percentage − This displays cell as percentage with decimal places like 50.00%.

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 Fraction − This displays cell as fraction like 1/4, 1/2 etc.

 Scientific − This displays cell as exponential like 5.6E+01.
 Text − This displays cell as normal text.
 Special − Special formats of cell like Zip code, Phone Number.

 Custom − You can use custom format by using this.

Rotating Cell from Home Tab

Click on the orientation in the Home tab. Choose options available like Angle CounterClockwise,
Angle Clockwise, etc.

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Rotating Cell from Formatting Cell

Right Click on the cell. Choose Format cells » Alignment » Set the degree for rotation.

Lesson 5: Merge & Wrap

Merge Cells
MS Excel enables you to merge two or more cells. When you merge cells, you don’t combine the
contents of the cells. Rather, you combine a group of cells into a single cell that occupies the
same space.
You can merge cells by various ways as mentioned below.

 Choose Merge & Center control on the Ribbon, which is simpler. To merge cells, select
the cells that you want to merge and then click the Merge & Center button.

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 Choose Alignment tab of the Format Cells dialogue box to merge the cells.

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Additional Options
The Home » Alignment group » Merge & Center control contains a drop-down list with these
additional options −
 Merge Across − When a multi-row range is selected, this command creates multiple
merged cells — one for each row.
 Merge Cells − Merges the selected cells without applying the Center attribute.
 Unmerge Cells − Unmerges the selected cells.

Wrap Text and Shrink to Fit

If the text is too wide to fit the column width but don’t want that text to spill over into adjacent
cells, you can use either the Wrap Text option or the Shrink to Fit option to accommodate that
text.

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Lesson 6: Border and Shades

Apply Borders
MS Excel enables you to apply borders to the cells. For applying border, select the range of
cells Right Click » Format cells » Border Tab » Select the Border Style.

Then you can apply border by Home Tab » Font group » Apply Borders.

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Apply Shading
You can add shading to the cell from the Home tab » Font Group » Select the Color.

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Lesson 7: Microsoft Excel shortcut keys

If you work on Microsoft Excel, you can use the number of keyboard shortcut keys to
speed up your work and make it more convenient. We have tried to provide a simple list of
shortcut keys.

The following table contains the commonly used shortcut keys for Microsoft Excel with
description.

Shortcut Keys Description

Ctrl+Shift + ; It is used to insert the current time.

Ctrl+; It is used to enter the current date.

Shift + F3 Its use is to open the Excel formula's window.'

Shift + F5 It provides users the option to display the find and replace dialog box.

Ctrl + A Its use is to select or highlight all contents of a worksheet.

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Ctrl + B It allows you to bold all selected items of an Excel sheet. It can also be
done by pressing Ctrl+2.

Ctrl + C It is used to copy the selected content of a worksheet.

Ctrl + D It enables you to fill down the cells with the content of the selected
cell. As shown in the below picture:

Ctrl + F It offers the option to open find and replace dialog box quickly. You can
also use Shift + F5 for it.

Ctrl + G It is used to open the go-to option dialog box where you can go to the
specific cell. It can also be done by using F5.

Ctrl + H It allows you to find and replace the word or sentences in a file. For
example, if by mistake you have written a somputer instead of the
computer at many places in your sheet, you can replace it with the
computer in one go.

Ctrl + I It is used to put italics on all cells in the selected section. It can also be
done by pressing Ctrl+3.

Ctrl + K It provides the option to insert a hyperlink in a file.

Ctrl + L It enables you to access the create table dialog box.

Ctrl + N Its use is to open the new document or a workbook.

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Ctrl + O It offers users the option to open the dialog box where you can choose
a file that you want to open. You can also use Ctrl+F12 to open a file.

Ctrl + P It allows you to print a current sheet or a document quickly.

Ctrl + Q It is used to display the quick analysis options for the selected cells with
data. As shown in the below image:

Ctrl + R It allows you to fill the cells to the right with the content of the selected
cell. As shown in the below screenshot:

Ctrl + S Its use is to save the document. It can also be done by

using Alt+Shift+F2.

Ctrl + T It offers users the option to display the create table dialog box.

Ctrl + U It is used to underline all selected cells. You can also use the shortcut
key Ctrl+4 to underline the cells in the Excel sheet.

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Ctrl + V It provides users the option to paste the copied data onto the Excel
sheet. You are required to copy the data once, and then you can paste
it any number of times.

Ctrl + W It is used to close the currently open document or a file quickly. It can
also be done by pressing Ctrl+F4 shortcut keys.

Ctrl + X It allows users the option to cut the entire data of the selected cells in
an Excel sheet.

Ctrl + Y It provides users the option to redo any undo contents.

Ctrl + Z It is used to undo (get back) the deleted item. For example, if you have
deleted the data by mistake, you can press Ctrl+Z to retrieve the
deleted data. It can also be done by pressing Alt+Backspace.

Ctrl + Page up & It allows you to move from one worksheet to another worksheet in the
Page Down same Excel file.

Ctrl + F6 It enables the users to move from one document to another document
in Microsoft Excel. It can also be done by pressing Ctrl+Tab.

Ctrl + F9 It enables users the option to minimize the current window.

Ctrl + F10 It uses to maximize the currently selected window.

F1 It is used to open the help screen window.

F2 It allows you to edit the selected cell in the Excel sheet.

F4 It provides users the option to repeat the last action. For example, if
you change the red color of the text in a cell, by pressing F4, you can
apply the same text color in another cell.

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F7 It is used to check the spelling of the selected text.

F10 The function key F10 is used to activate the menu bar. For example, if
you want to open the file menu, you need to press F10, then F.

F11 Its use is to create a chart in Excel.

F12 It enables you to use the Save As option, which allows you to save a file
with a different name. It can also be done by using Alt+F2.

Alt + = It allows you to use the formula to add the data of all the above cells.

Ctrl+Shift+" It allows you to copy the content of a cell and to paste it into a cell,
which is just below it. It can also be done by using Ctrl+" key. For
example, if you have written "Excel" in cell B1 and its below cell is B2,
by pressing Ctrl+Shift+" or Ctrl+' the word "Excel" will be copied in cell
B2.

Ctrl + Shift + ! It is used to apply comma format in numbers. For example, as shown in
the below image:

Ctrl + Shift + $ Its use is to apply currency format to numbers. As shown in the below
screenshot:

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Ctrl + Shift +% It provides users the option to apply percentage sign to numbers. For
example, see the below picture:

Ctrl + Space It enables you to select the entire active columns.

Shift + Space It enables you to select the entire active rows.

Ctrl + (Right arrow It allows the users to move the cursor to the next cell, which contains
→) the text.

Ctrl + 1 It is used to open the format cells dialog box where you can change the
text format like text color, font size, font style, text alignment, etc. It
can also be done by pressing Ctrl+Shift+F or Ctrl+Shift+P.

Ctrl + 5 Its use is to put the strikethrough to all selected cells. As shown in the
below picture:

Ctrl + 9 Its use is to hide the selected rows in the worksheet.

Ctrl + Shift + ( Its use is to show (unhide) the hidden rows.

Ctrl + 0 It is used to hide the selected columns.

Ctrl + - (Minus) It will open a delete dialog box where you can delete a selected row or
column.

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Ctrl + Shift + = It will open the insert dialog box where you can insert the new row or
a column.

Ctrl + Shift + ^ It is used to make an exponential form of any number. For example,
you have written a number 12345 in the worksheet, and if you press
Ctrl+shift+^, the number will be changed 1.23E+05 in exponential form.

Ctrl + Shift + & It offers users the option to make a border around the selected cells.

Ctrl + Shift+ _ It offers users the option to remove a border around the selected cells
in a worksheet.

Ctrl+Shift+Spacebar It is used to select the entire worksheet.

Ctrl + Home It allows the users to move the cursor to the beginning (cell A1) of the
worksheet.

Ctrl + End It is used to move the cursor to the last cell with text on the worksheet.

Shift + Page Up It allows you to select all the cells located above the selected cell.

Shift + Home It enables you to select all cells to the left of the current active cell.

Shift + (Up Arrow It enables you to extend the selected area up by one cell.
↑)

Shift + (Down It enables you to extend the selected area down by one cell.
Arrow ↑)

Alt + Enter It allows the users to write in multiple lines in one cell. For example, if
you are typing in a cell, it enables you to move on the next line in one
cell by pressing Alt+Enter.

Alt + ' It is used to access the style dialog box.

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Ctrl + F3 It is used to open the name manager in Microsoft excel.

Ctrl + F5 Its use is to restore the Window size.

Ctrl + F11 It is used to insert a macro sheet in Microsoft excel.

Alt + F8 It is used to display the macro dialog box.

Alt + F11 It provides users the option to open the Visual Basic editor.

Alt + Shift + F1 It enables you to create a new worksheet in Microsoft Excel.

For more knowledge about Microsoft Excel Basics, please check the link provided;
https://www.youtube.com/watch?v=rwbho0CgEAE

REFERENCES

https://www.javatpoint.com/excel-tutorial

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