Introduction to

Microsoft Excel

Department of Information and Communications Technology

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Excel Window: Elements

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Excel Window: Elements

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Types of Data Entry
Data Type Description Default Alignment
Composed of characters
Text that cannot be used in Left-aligned
calculations
Numerical value that can
Number Right-aligned
be used in calculations

An expression that
Formula performs the calculation Right-aligned
and returns a result.

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Data Entry:Enter Long Text on Multiple Lines
Two ways to display long text in multiple lines in one cell:

a) Use Wrap Text button on Home ribbon.

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Data Entry:
Enter Numbers (Data with Numeric Values)
1. Click the cell where you want the number to be entered.

2. Type the number and press Enter. May use decimal point,
comma for thousand separators, and other formatting as you type.

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Data Entry: Enter Dates

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Data Entry: Enter Dates
• The default setting for dates in Excel is the US date format or
m/d/yyyy. For example, 8/5/2013 is 5-Aug-2013.
• Excel stores a date as a number. Dates are referred as a series of
sequential whole numbers. The first date in Excel’s calendar is 1-Jan-
1900 and it is given the numeric value 1. The date 20-May-2018 has
the value of 43240.
• In cases when a year is omitted, Excel assumes the current year.
• When the day is omitted, Excel assumes the first day of the month.

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Data Entry: Enter Time
• For time entry, if the time is not typed as either AM or PM, Excel will
display in the 24-hour format.

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Format Numbers: Copy Cell Format Using
Format Painter
• Quickly copy formatting from one cell to
another cell. This includes cell border, cell fill
colour and format of the number.

• Example:

Before After

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Data Entry: New Data Entered Automatically
by Excel(AutoComplete)

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Data Entry: New Data Entered Automatically
by Excel(AutoFill)

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Data Entry: New Data Entered Automatically
by Excel(AutoFill)

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Format Numbers
1. Choose from the Number group on the Home tab.

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Format Numbers
2. Right-click on the cell and choose Format Cells. On the Number tab in the Format
Cells dialog box, choose the appropriate numeric category (Number, Currency,
Accounting, Percentage or Scientific) from the Category list box. Then, select your
action.

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Format Numbers : Examples of formatting number
into some common categories

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Format Numbers : Examples of formatting
number into some common categories

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Format Numbers : Examples of formatting
number into some common categories

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Format Numbers : Examples of formatting
number into some common categories

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Format Numbers : Examples of formatting
number into some common categories

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Format Numbers : Examples of formatting
number into some common categories

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Print A Worksheet: Page setup: Page orientation
and scaling, margins, header/footer

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Print A Worksheet: Print Preview
Before printing a worksheet, user can see
a preview of how the data will appear on
the printout. To preview, click on Print
Preview button or click File, and then
click Print to display the Preview window
and printing options. To use keyboard
shortcut, press CTRL+F2.

Print preview button

Preview window
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Print A Worksheet: Set a Print Area

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Print A Worksheet: Display and print formula
Formula in a worksheet can be displayed before it is printed using these two methods:
1. Press CTRL + ~ keys on the keyboard.
2. Click on Formulas tab, then click Show Formulas button.

Worksheet
showing the
formula

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Manipulation of Rows, Columns and Cells

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Manipulation of Rows, Columns and Cells

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Edit cell contents
Use any of the following methods:
1. Double-click the text in the cell where you want to edit. Move the cursor to
the position to be edited and then edit the text.
2. Select the cell to edit and click the cell’s content in the Formula bar. Then
edit the text.
3. Select the cell to edit and press F2. Move the cursor to the position to be
edited and edit the text.

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Copy cell contents
1. Copy
a) Select the cells that contain
the data you want to copy
b) In the Home tab Clipboard
group, click the Copy button or
click Copy As Picture button.

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Copy cell contents
2. Paste
a) Select the new location for
the cut or copied data.
b) In the Home tab Clipboard
group, click the Paste down
arrow and select your option.
You can also right–click the
selected cell or range, choose
from the Paste Options, or
click Paste Special on the
context-menu.
c) Select your option.

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Copy cell contents

• Alternatively, user can use fill handle to copy data.

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Move active cell
Use any of the following methods:
1. a) Select the cell or range you want to move.
b) Choose Cut command (or press Ctrl+X).
c) Click at new position of the cell. Press Enter.

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Move active cell

2. a) Select the cell or range you want to move.

c) Drag and drop the cell or range to the new location.

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Clear cell contents
Use any of the following methods:

1. Select the cell or range and then press Delete key.

Note: This will clear the contents of the cells but not any format applied to the
cell.

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Clear cell contents
2. Select the range. Drag the fill handle inside the range until the contents to be cleared seem to be invisible.
Release the mouse button.

Note: This will clear only the contents of the cells. Any formatting applied is not removed.

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Clear cell contents
3. Select the cell or range you want to clear. On the Home tab, Editing
group, click the Clear button, and click the applicable option from the menu.
The options are:
Clear All: Clears contents and all formats applied to the cell or range
Clear Formats: Clears only the formats but the contents will remain
Clear Contents: Clears only the cell contents

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Rename worksheet
Use any of the following methods:
1. a) Right-click the sheet tab to be renamed, and click Rename.
b) Type a new worksheet name, and then press Enter.

2. a) Double-click the sheet tab to be renamed.

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Learning Outcomes
• Understand the basic concepts of an electronic spreadsheet.
• Understand various types of data.

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