ICT 100 Introduction to ICT

Introduction to MS Excel 2010

 Learning Objectives
Understand and apply the following skills:
• Explore and identify MS Excel user interface elements.
• Moving around worksheets, Selecting cells, rows, and columns.
• Editing & formatting worksheets.
• Inserting & deleting rows and columns.
• Deleting rows & columns.
• Changing row heights & column widths.
• Hiding and unhiding rows and columns.
• Selecting worksheets.
• Navigating between worksheets.
• Renaming worksheets.
• Inserting & deleting worksheets.
• Moving & copying worksheets.
• Switching between MS Excel views.
• Freezing & unfreezing panes.
• Using templates.
 Outlines
• Introduction
• Renaming Worksheets
• Moving Around Worksheets
• Inserting Worksheets
• Selecting Cells, Rows, and
Columns • Deleting Worksheets
• Editing & Formatting • Moving Worksheets
Worksheets • Copying Worksheets
• Formatting Numbers • MS Excel Views
• Inserting Rows and Columns o The Normal View
• Deleting Rows and Columns o Page Layout View
• Changing Row Heights o Page Break Preview View
• Changing Column Widths
o Custom Views
• Hiding and Unhiding Rows and
o Full Screen View
Columns
• Selecting Worksheets • Freezing Panes
• Navigating Between Worksheets • Using Templates
 Introduction

A spreadsheet: is a table of values arranged in rows and columns;

the intersection of a Row & Column is called a Cell.

Each cell can have a predefined relationship to the other cells.

If you change the value of one cell, the values in the other cells
may also be changed according to their relationships with that
cell.
 Introduction
• Excel is the MS-Office Application program used for
creating spreadsheets.
• You can use Excel to enter all sorts of data and
perform financial, mathematical, or statistical
calculations.
• Excel operates like other MS Office programs and has
many of the same functions and shortcuts as MS Word
& MS PowerPoint.
• Excel can do most (not all) of the common (i.e. useful
& popular) tasks done in MATLAB or similar
software.
• MATLAB is more powerful, but it’s also
SPECIALIZED and EXPENSIVE.
• Excel is more widespread, quick, and easy.
 MS Excel 2010 Interface
The Name Box: displays the active cell address or the name of the selected cell, range, or object.

Formula Bar: displays the data or formula stored in the Column headers
active cell.
Row headers

The Active Cell: is the selected cell, and has a thicker black
border around it.

Active Worksheet

Sheet tabs: each tab represents a different worksheet in the workbook.

An Excel file or a workbook: is composed of a number of

worksheets (could be more than 200)
 Moving Around Worksheets
There are various ways to navigate through a worksheet:
Use the mouse and the scroll bars to scroll through the worksheet in any
direction.
Use the navigational keys on the keyboard:
• Down arrow or Enter: for moving the active cell one cell down.
• Up arrow or Shift+ Enter: for moving the active cell one cell up.
• Right arrow or Tab: for moving the active cell one cell to the right.
• Left arrow or Shift+Tab: for moving the active cell one cell to the left.
• Page Down for moving the active cell down one page.
• Page Up: for moving the active cell up one page.
• Alt+Page Down: for moving the active cell right one page.
• Alt+Page Up: for moving the active cell left one page.
• Ctrl+Home: for moving the active cell to cell A1.
• Ctrl+End: for moving the active cell to the last used cell in the worksheet.

You can also navigate to a specific cell in the worksheet by entering its
address in the Name box, and then pressing Enter.
 Selecting Cells, Rows, and Columns

• To select a single cell, just click on it.

• To select a range of cells, click the first cell that you

want to include in the range, hold down the Shift key,
and then click the last cell in the range. Or, drag from
the first cell in the range to the last cell.
NOTES:
 When a range is selected, every cell in the range is
highlighted, except for the active cell.
 You can deselect a range by pressing any arrow
key or by clicking any cell in the worksheet.

• To select nonadjacent cells or ranges, select the first

cell or range, hold down the Ctrl key, and then select
the other cells or ranges.
 Selecting Cells, Rows, and Columns
• To select a single row or column, click the header of the row or column that you want
to select.

•To select multiple adjacent rows or columns, click the header of the first row or
column that you want to select, hold down the Shift key, and then click the header
of the last row or column. Or, drag across the headers of the rows or columns that
you want to select.
•To select multiple nonadjacent rows or columns, hold down the Ctrl key, and then
click the headers of the rows or columns that you want to select.
•To select all cells in a worksheet, click the Select All button in the upper-left
corner of the worksheet. Or, press Ctrl+A.
 Editing & Formatting Worksheets

•The simplest way to add data to a worksheet is to select a cell and enter data.
•A cell can contain a maximum of 32,767 characters and can hold any of three
basic types of data: text, numbers, or formulas.
 Editing & Formatting Worksheets
•MS Excel shares a lot of features with MS Word and PowerPoint.
•Moving and copying cells, and copying cell formats can be done using the Copy,
Cut, Paste, Format Painter buttons in the Clipboard group, on the Home tab.
•Formating cells and cells contents can be done using the Mini Toolbar or the
Paragraph group, on the Home tab.
•Aligning, indenting, wrapping, rotating, and merging can be done using the
Aligmnet group, on the Home tab.
•Style changing can be done, using the Styles group, on the Home tab.
 Formatting Numbers

To format numbers, select the cell that you want to format, on the Home tab, in the
Number group, do one of the following :

• Click the Accounting Number Format button to display the number with a
dollar sign.
NOTE: You can select a different currency symbol by clicking the Accounting
Number Format arrow and selecting the desired symbol from the menu.

• Click the Percent Style button to convert the number to a percentage and display
it with a percent sign.

• Click the Comma Style button to display the number with comma separators and
two decimal places.
NOTE: You can access additional number formats from the Number Format
menu

To change the number of decimal places, select the cell that you want to format,
and then on the Home tab, in the Number group, do one of the following:
• Click the Increase Decimal button to increase the number of decimal places.
• Click the Decrease Decimal button to decrease the number of decimal places.
 Inserting Rows and Columns
To insert a row:
1.Select the row above which you want to insert a new row.
2.On the Home tab, in the Cells group, click the Insert arrow, and then click
Insert Sheet Rows.
NOTE: You can also insert a row by right-clicking the header of the row
above which you want to insert the new row, and then clicking Insert on
the shortcut menu.
To insert a column:
1. Select the column to the left of which you want to insert a new column.
2. On the Home tab, in the Cells group, click the Insert arrow, and then click Insert Sheet
columns.
NOTE: You can also insert a column by right-clicking the header of the column to the left of
which you want to insert the new column, and then clicking Insert on the shortcut menu.
 Deleting Rows and Columns
To delete a row:
1.Select the row that you want to delete
2.On the Home tab, in the Cells group, click the Delete arrow, and
then click delete Sheet Rows.
NOTE: You can also delete a row by right-clicking the row header,
and then clicking Delete on the shortcut menu.
To delete a column:
1.Select the column that you want to delete
2. On the Home tab, in the Cells group, click the Delete arrow, and then click Delete
Sheet columns.
NOTE: You can also delete a column by right-clicking the column header, and then
clicking
Delete on the shortcut menu.
 Changing Column Widths
To change a column width:
1. Select the column that you want to resize.
2. On the Home tab, in the Cells group, click the Format button,
and then click Column Width.
 Changing Column Widths
To change a column width:
1. Select the column that you want to resize.
2. On the Home tab, in the Cells group, click the Format button, and
then click Column Width. Or, right-click the column header, and
then click Column Width on the shortcut menu.
3. In the Column Width dialog box, type a value in the Column width
box, and then click the OK button.

NOTE:
You can also resize a column by dragging the right edge of the column
header right to increase or left to decrease the column width.
Double-clicking the right edge of the column header changes the
column width to automatically fits its contents.
 Changing Row Heights
To change a row height:
1. Select the row that you want to resize.
2. On the Home tab, in the Cells group, click the Format button, and
then click Row Height. Or, right-click the row header, and then click
Row Height on the shortcut menu.
3. In the Row Height dialog box, type a value in the Row height box,
and then click the OK button.

NOTE:
You can also resize a row by dragging the bottom edge of the row
header down to increase or up to decrease the row height.
Double-clicking the bottom edge of the row header changes the row
height to automatically fits its contents.
 Hiding Rows and Columns
To hide a row or column:

1. Select the row or column that you want to

hide.

2. On the Home tab, in the Cells group, click

the Format button, point to Hide & Unhide,
and then click Hide Rows or Hide Columns.

NOTE: You can also hide a row or column by right-

clicking the row or column header, and then clicking
Hide on the shortcut menu.
 Unhiding Rows and Columns
To hide a row or column:

1. Select the rows above and below the hidden

row, or select the columns to the left and right
of the hidden column.

2. On the Home tab, in the Cells group, click the

Format button, point to Hide & Unhide, and
then click Unhide Rows or Unhide Columns.

NOTE: You can also unhide a row or column by selecting

the rows or columns that surround the hidden row or
column, right-clicking the selection, and then clicking
Unhide on the shortcut menu.
 Selecting Worksheets
• To select a worksheet, click the tab of the worksheet that you
want to select.

• To select multiple adjacent worksheets, click the tab of the first

worksheet that you want to select, hold down the Shift key,
and then click the tab of the last worksheet that you want to
select.

NOTE: to cancel the selection of multiple worksheets, click the

tab of any unselected worksheet, or right-click the tab of any
selected worksheet, and then click Ungroup Sheets on the
shortcut menu.

• To select multiple nonadjacent worksheets, click the tab of the

first worksheet that you want to select, hold down the Ctrl key,
and then click the tabs of additional worksheets that you want
to select.

• To select all worksheets in a workbook, right-click a worksheet

tab, and then click Select All Sheets on the shortcut menu.
 Navigating Between Worksheets
If a workbook contains many worksheets, all the worksheet tabs may not be visible.
You can use the tab scrolling buttons located at the bottom of the workbook window
to display hidden tabs.
Next Tab: displays
the next worksheet
tab to the right.

First Tab: displays Previous Tab: Displays Last Tab: Displays the
the first worksheet the previous worksheet last worksheet tab in
tab in the tab to the left. the workbook.
workbook.
NOTE: When you right-click any of the tab scrolling buttons, Excel displays a
list of all the worksheets in the workbook. You can quickly activate a sheet by
selecting it from the list.
 Renaming Worksheets
To rename a worksheet:
• Double-click the tab of the worksheet that you want to rename. Or, right-click
the worksheet tab, and then click Rename on the shortcut menu. The
worksheet name is selected on the tab.

• Type a new name, and then press the Enter key, the worksheet tab size adjusts
to fit the name.

NOTE: Worksheet names can have up to 31 characters and can include letters,
numbers, symbols, and spaces. Each worksheet name in a workbook must be
unique.
 Inserting Worksheets
To insert a worksheet:
• Click the tab of the worksheet to the left of
which you want to insert a new worksheet.
• On the Home tab, in the Cells group, click the
Insert arrow, and then click Insert Sheet.

NOTE: You can also insert a worksheet by clicking the Insert Worksheet
button located on the right side of the last worksheet tab, this inserts a new
worksheet after the last
worksheet in the workbook.
 Deleting Worksheets

To delete a worksheet:

• Click the tab of the worksheet that you want to delete.

• On the Home tab, in the Cells group, click the Delete

arrow, and then click Delete Sheet

• If the worksheet contains data, a dialog box opens

asking you to confirm. Click the Delete button .

NOTE: You can also delete a worksheet by right-clicking on it, then clicking on
Delete from the shortcut menu.
 Moving Worksheets
You can move a worksheet to another location in the same workbook, or even to
another location in another workbook.
To move a worksheet:
• Right-click the tab of the worksheet that you want to move, and then click
Move or Copy on the shortcut menu. The Move or Copy dialog box opens
• In the To Book list menu select the name of the
destination workbook.
• In the Before sheet box, click the name of the
worksheet to the left of which you want the selected
worksheet to be moved.
• Click the OK button.

NOTE: You can also move a worksheet by dragging its tab

to the desired location. As you drag, the mouse pointer
changes to a small sheet and a small black arrow
indicates where the worksheet will be moved when you
release the mouse button.
 Copying Worksheets
You can copy a worksheet to another location in a workbook, or even to another
location in another workbook.
To copy a worksheet:
• Right-click the tab of the worksheet that you want to move, and then click Move or
Copy on the shortcut menu. The Move or Copy dialog box opens
• In the To Book list menu select the name of the
destination workbook.
• In the Before sheet box, click the name of the
worksheet to the left of which you want the selected
worksheet to be moved.
• Select the Create a copy check box.
• Click the OK button.

NOTE: You can also copy a worksheet by holding down the Ctrl key and dragging its
tab to the desired location. As you drag, the mouse pointer changes to a small sheet
with a plus sign on it and a small black arrow indicates where the worksheet will be
copied when you release the mouse button
 MS Excel Views -The Normal View
This is the default view. If you switch to another view and return to it, Excel displays page
breaks.
 MS Excel Views - Page Layout View
Displays the worksheet as it will appear when printed. Use this view to see where
pages begin and end, and to add headers and footers.
MS Excel Views - Page Break Preview View
Displays a preview of where pages will break when the worksheet is printed. Use
this view to easily adjust page breaks.
 MS Excel Views - Custom Views
Allows you to save a set of display and print settings as a custom view, and then
apply it.
To add a new custom view:
• On the View tab, in the Workbook Views group,
click on Custom Views.
• The Custom Views dialog box appears, click on
the buttom Add.
• The Add View dialog box appears, type a name
for the custom view, and then click OK
To apply an existing custom view, custom view:
• On the View tab, in the Workbook Views group,
click on Custom Views.
• The Custom Views dialog box appears, select the
view that you would to apply, then click on the
buttom Show.
 MS Excel Views – Full Screen View
Displays the worksheet in full screen mode which hides the Ribbon, Formula bar,
and Status bar. You can exit the Full Screen view by pressing the Esc key.
 Freezing and Unfreezing Panes
 Freezing panes is a useful technique for keeping an
area of a worksheet visible while you scroll to another
area of the worksheet.
 To freeze panes:
• Select the cell below the row and to the right of the
column that you want to freeze.
• On the View tab, in the Window group, click the
Freeze Panes button, and then click Freeze Panes.

Scroll

 NOTE: If any rows or columns in a worksheet are frozen, the Freeze Panes option
changes to Unfreeze Panes. You can unfreeze panes by clicking the Freeze Panes
button, and then clicking Unfreeze Panes.
 Using Templates
 Excel 2010 includes a variety of built-in templates
that you can use to create workbooks such as
budgets, invoices, and calendars.
 To use a template:
• Click the File tab, and then click New. The New
page of the Backstage view displays thumbnails of
the available templates and template categories.
• Do one of the following:
o To use a built-in template, in the Available
Templates section, click Sample templates,
select the desired template, and then click the
Create button.
o To use an online template, in the Office.com Templates section, select a
template category, select the desired template, and then click the Download
button.
 NOTE: You can also search Office.com for templates by using the Search box in
the Office.com Templates section.
 Formula in MS Excel
A formula is an equation that performs calculations, such as
addition, subtraction, multiplication, and division, on values in a
worksheet.
When you enter a formula in a cell, the formula is stored internally
and the results are displayed in the cell.
Formulas give results and solutions that help you assess and
analyze data.
 Formula in MS Excel
The real strength of Excel is its ability to perform common and complex
calculations.
Structure of a Formula
 All the formula have to begin with an equal sign [=].
 The = sign is followed by the elements to be calculated [the
operands]
 Operands are separated by calculation operators.
 A formula consists of two elements:
operands and mathematical operators. Operand
 Operands identify the values to be used in
the calculation. An operand can be a
= A1 + A2
constant value, a cell reference, a range of
cells, or another formula. A constant is a
number or text value that is entered Operator
directly into a formula.
 Operators
 Mathematical operators specify the calculations to be performed. To
allow Excel to distinguish formulas from data, all formulas begin with
an equal sign (=).
 In the next exercise, you will learn how to create basic formulas that
perform mathematical computations and apply the formulas using
various methods.
 Take Note: You can begin a formula with a + or − as the beginning
mathematical operator, but Excel changes it to = when you press Enter.
 A operator specifies the type of calculations that you intend to perform
on the elements of a formula.
 Excel offers three main types of operators.
1. Arithmetic – for basic mathematical operations
2. Comparison – compare two values
3. Reference – combine ranges of cells
Arithmetic & Comparison Operators
Text Concatenation Operators
 Working with Formulas
Formula
An expression that returns a value
Written using operators that combine different
values, resulting in a single displayed value.
 Working with Formulas
Entering a formula
Click cell where you want formula results to
appear
Type = and an expression that calculates a
value using cell references and arithmetic
operators
• Cell references allow you to change values
used in the calculation without having to
modify the formula itself
Press Enter or Tab to complete the formula
 Working with Formulas
Order of precedence
Set of predefined rules used to determine
sequence in which operators are applied in a
calculation
 Working with Formulas
Viewing a formula
Select cell and review expression displayed in
the formula bar.
Each cell reference is color coded in the
formula and corresponding cell in the
worksheet.
 Working with Formulas
Copying and pasting formulas
Cell references adjust to reflect new location
of the formula in the worksheet.
 Working with Formulas
 Guidelines for writing effective formulas:
Keep them simple
Do not hide data values within formulas
Break up formulas to show intermediate results
 Introducing Functions
Function
Named operation that returns a value
Simplifies a formula, reducing a long formula into
a compact statement; for example, to add values
in the range A1:A10:
Enter the long formula:
=A1+A2+A3+A4+A5+A6+A7+A8+A9+A10
- or -
Use the SUM function to accomplish the same
thing:
=SUM(A1:A10)
Entering a Function
Using Functions
Open the excel program and type in the following values

Sum Function
Row 1
Range A1:B1
Click on Cell C1
Type = Sum (A1:B1)
Press Enter.
Use the Autofill to fill the
Range from C1 to C6
And you should have the
Worksheet on the right.
Average Function
Row 1
Range A1:B1; Click on Cell D1
Type=Average (A1:B1)
Press Enter
Use the Autofill To fill the range
From D1 to D6
and you should
have the worksheet
on the right.
Maximum Function
Row 1
Range A1:B1; Click on Cell E1
Type = Max (A1:B1)
Press Enter
Use the Autofill to fill
The range from E1 to E6
And you should have the
Worksheet on the right.
Entering Functions with AutoSum
Fast, convenient way to enter commonly used
functions
Includes buttons to quickly insert/generate:
Sum of values in column or row (SUM)
Average value in column or row (AVERAGE)
Total count of numeric values in column or
row (COUNT)
Minimum value in column or row (MIN)
Maximum value in column or row (MAX)
Entering Functions with AutoSum
 Working with Logical Functions

A logical function is a function that works

with values that are either true or false
The IF function is a logical function that
returns one value if the statement is true and
returns a different value if the statement is
false
IF(logical_test, value_if_true, [value_if_false])
Working with Logical Functions
A comparison operator is a symbol that
indicates the relationship between two values
Working with Logical Functions
=IF(A1="YES", "DONE", "RESTART")
=IF(A1="MAXIMUM", MAX(B1:B10),
MIN(B1:B10))
=IF(D33>0, $K$10, 0)
 Discount Calculation
Open Microsoft Excel and type the numbers in column A. We are
going to let the computer display the word “DISCOUNT” if A1 is
greater than or equal to 100 and “NO DISCOUNT” if it is less.
Open the excel program and type in the figures you see on the excel
window.

Click on Cell B1 and type the following formulae and after that press
the enter key.
Working with Logical Functions

=IF(A1>=100, “DISCOUNT”, “NO DISCOUNT”)

You should have the below screen after pressing the
enter key. To get the rest of the result, use the Autofill
feature as described in this lecture.
 Professor’s Grading Software
 Professor Darlington is a Senior Lecturer at Owen State
University, North Carolina. He uses software designed by
him to grade his students. This software was designed
using Excel’s ability) to accept compound statements. The
Professor uses the following number scale for grade
equivalents.
 Greater than – 89 A+
 From 70 – 79 A
 From 60 – 69 B
 From 50 – 59 C
 From 40 – 49 D
 Less than 40 F
The following marks are the end of semester marks for some
of the students in a particular subject. Open Microsoft Excel
and type what is below in the cells.

Assuming column B holds the end of the final semester score

this is the formula the Professor is going to use. Click on cell
C2 and type all the formulae below:
=IF(B2>89, “A+”, IF(B2>79, “A”, IF(B2>69, “B”, IF(B2>59, “C”,
IF(B2>49, “D”, “F”)))))
After typing the formulae Press the Enter key and
use Autofill from C2 to C11. You should have the
result below in column C under GRADE.
Ranking
To find the position of a number relative to other
numbers in a group up to the last person we use the
Ranking formulae. Click on cell D1 and type the formula
below and press the Enter key. Use Autofill to fill the
range.
=RANK (B2, $B$2:$B$11)
After going through the process you should have the
excel sheet below.
 References
 California State University, Los Angelos, Information Technology
Services, Microsoft Excel 2010 Part 1: Introduction to Excel.
http://www.calstatela.edu/sites/default/files/groups/Information%
20Technology%20Services/training/pdf/excel2010p1.pdf

 California State University, Los Angelos, Information Technology

Services, Microsoft Excel 2010 Part 2: Intermediate.

http://www.calstatela.edu/sites/default/files/groups/Information%
20Technology%20Services/training/pdf/excel2010p2.pdf