Excel 1

Module 1 – Excel Basics

Revised 4/17/17 People’s Resource Center

 Excel 1 – Module 1

Course Overview
Using step-by-step instructions, this seven-session course introduces the basic features of Microsoft
Excel, the fully featured spreadsheet program included in Microsoft Office. The first few lessons deal
with navigating around the worksheet, entering and editing data, and formatting for visual appeal. Upon
completion of the course you should feel comfortable using simple spreadsheets designed and created
by others.

List of Modules
1. Basics
2. Editing Worksheets
3. Format Cells
4. Formulas and Functions
5. Charts & Autofill
6. Data Lists
7. Putting it all Together

Contents
Course Overview ......................................................................................................................................................1
List of Modules .......................................................................................................................................................1

1. Excel Basics .....................................................................................................................................................2

1.1. Parts of Excel ............................................................................................................................................2
1.2. Types of Spreadsheets .............................................................................................................................3
1.3. Moving around Excel .................................................................................................................................4
1.4. Data Types ................................................................................................................................................5

2. Creating & Saving Workbooks .................................................................................................................... 11

2.1. Saving .................................................................................................................................................... 11
2.2. Creating .................................................................................................................................................. 12
2.3. Exiting ..................................................................................................................................................... 13
2.4. Opening .................................................................................................................................................. 13

3. Mouse & Keyboard ....................................................................................................................................... 14

3.1. Excel Cursors ......................................................................................................................................... 14
3.2. Special Keys ........................................................................................................................................... 16

4. Selection & Basic Formatting ...................................................................................................................... 17

5. Exercises – Now You!................................................................................................................................... 20

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1. Excel Basics
In this module we will be looking at the components of Microsoft Excel and how to get
around within the Excel 2010 working environment.
Module Objectives:
 Determine when to use a spreadsheet.
 Open, modify, create and save Microsoft Excel spreadsheets.
 Enter data, select cells and modify the look of information within Excel.

Follow Open Microsoft Office Excel 2010

Me There is more than one way to open Excel, in this example we will use the start
menu to search for it.
1. Click the start button
2. Type Excel
3. Click Microsoft Office Excel
1.1. Parts of Excel
The Microsoft Excel worksheet window consists of many parts. Below is a picture of the
worksheet window and all of its component parts. The more commonly used areas are
highlighted.

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 File Button – Which contains menus as well as Excel options

 Quick Access Tool Bar – Hold common shortcuts, can be customized
 Ribbon – contains all the spreadsheet commands
 Formula Bar – where changes are made to cell contents
 Name Box – Shows the cell reference
 Column & Row Headings – the way to select/resize entire rows or entire
columns. Rows are numbered (1,2,3, …) and Columns are letters (A, B, C, …)
 Worksheet – current page of spreadsheet
 Help – Microsoft help, available on and offline
 Status Bar – provides information on the current spreadsheet
 Zoom Control – changes the size of the spreadsheet on the screen

 Tabs – help organize items in the ribbon (Home, Insert, Page Layout, etc.)
 Groups – help organize items within a tab (Clipboard, Font, Alignment)
 Dialog Box Launcher – Opens new windows with additional options found in the
bottom right corner of some groups.

1.2. Types of Spreadsheets

A spreadsheet is a collection of rows and columns. The columns are lettered A, B, C,
etc., ending with XFD. The rows are numbered 1 through 1,048,576.

Spreadsheet
Noun
An electronic document in which data in
arranged in the rows and columns of a grid and
can be manipulated and used in calculations.
Also called Worksheet in Excel.

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Lists - Like a columnar pad, you can create phone lists, address lists, grocery lists and
the lists could go on. Typically these lists would not include any formulas. Some
people find creating lists or tables in a worksheet to be easier than creating the same
lists in a word processing program.
Spreadsheets – The real power of a spreadsheet is its ability to include formulas which
automatically adjust as new numbers are entered. A formula can be as simple as 2 + 2
or as complex as calculating the internal rate of return on an investment. In later
lessons you will explore formulas and functions and how to use them.

1.3. Moving around Excel

There are two general ways to move around in Excel. The first is with the mouse, let’s
try an example.

Follow Enter data into a cell.

Me 1. Move the mouse pointer over cell A2.
2. Click to select. (A thicker black border will appear around
the selected cell)

3. Type Monthly Budget

4. Hit Enter button, this enters or finalizes the text entered.

The second way is to use the keyboard to move. Below is a list of keys that can be
used to move around Excel. Reminder, when you see two keys mentioned the first
needs to be held while the second key is pressed. (Example: Shift + Tab, this means
hold shift key while pressing the Tab key)

Keys Excel Action

Arrows Selects the cell above, The arrows can be below or to
below, left, or right of the the right of the enter key and in
currently selected cell. the number pad of some
keyboards.
Tab Selects cell to the right
of the currently selected
cell.
Enter Selects cell below the
current cell.
Shift + Tab Selects cell to the left of
the current cell.

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Shift + Enter Select the cell above the Hold the shift key then tap the Enter or Tab
current cell. key.
Remember if you are editing in a cell you must
first hit enter to confirm the edit then hit enter
again to move.
Let’s use the keyboard to enter in more data into the example.

Follow Enter more data.

Me 1. Using the arrow keys, select B2.
2. Type Expected
3. Instead of hitting the Enter button, use the Tab
button to confirm the text and move to the right.

4. Type Actual
5. Hit Enter button to confirm the text entered.

In the example, you may notice that Monthly Budget can no longer be seen. This is
okay, the text or information is still in the cell. Later we will show you how to change the
column width to see all the information.

1.4. Data Types

The intersection of a row and column is called a cell. Every cell in the worksheet has an
address created by combining the column letter with the row number.

Cell
Noun
A cell is a specific location within a
spreadsheet and is defined by the intersection
of a row and column.
A box formed by the intersection of a row and
column in a worksheet or a table, in which you
enter information.

A cell in a worksheet can contain different types of data: text, numbers, functions, and
formulas. Excel behaves differently depending on what type of data is entered, this can
be changed.

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1.4.1. Text
In the Follow Me section above the data entered into the cell was text. We will go
through a few more examples to practice.

Follow Enter more text.

Me 1. Select A3
2. Type Rent
3. Hit Enter button
4. Select A4
5. Type Grocery
6. Hit Enter button
7. Enter Phone into A5.
1.4.2. Numbers
So far all the data entered into the worksheet has been text. Let’s start with some basic
numbers.

Follow Enter Numbers.

Me 1. Select B3
2. Type a number such as 300
3. Hit Enter button
4. Enter a number, such as 50 into B4.
5. Enter a number, such as 30 into B5.

Excel will often format numbers for us. We know that the numbers we entered in B3,
B4, and B5 are dollar amounts. This means there should be two decimal places shown
or two numbers after the period (Example 300.00 or 50.00). If you try and enter 300.00
into B3 it will be changed back to 300. This is because of formatting. We will go over
the specifics of how to change this a little later.

Follow Try adding 300.00

Me 1. Select B3
2. Type 300.00
3. Hit Enter button
B3 should change back to show 300.

Sometimes you will need to make Excel treat a number as text. While this is much less
common than working with decimals, it is still important. Let’s enter a quick example.

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Follow Add addresses to the current document.

Me 1. Select A8
2. Type Street
3. Use the Tab key to quick move across
the sheet.
4. Enter City, State, and Zip as shown.

In row 9 we will add the Trenton Free Public Library address:

Trenton Free Public Library
120 Academy St.
Trenton, NJ 08608

Follow Add addresses to the current document cont.

Me 5. Select A9
6. Type 120 Academy St.
7. Use the Tab key to move to B9
8. Type Trenton
9. Hit Tab.
10. Type NJ, and hit Tab.
11. In D9, type 08608
12. Hit Tab or Enter to confirm.
Notice in our example the zip code is right justified, or aligned to the right in the cell,
while the other text is to the left. This is an easy way to see if the data entered is being
treated as a number or text by default.
Zip codes and Social Security Numbers can sometimes begin with zero. In both of
these cases it is important to include those preceding zeros. If the data will not be used
in a formula or calculation, as in this case, the fastest way is to tell Excel to treat the
data as text.
To enter a number as text simply precede the number with a single quote or
apostrophe.

Follow Add addresses to the current document.

Me 1. Select D9
2. Type ‘08608
3. Use the Tab or Enter
key to confirm.
4. Use the mouse to select
D9. When the !
appears more information is shown when hovering over the symbol.

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1.4.3. Formulas
Formulas will always begin with the equals sign, =, and can be a simple or complex
equation. Let’s return to our budget example.

Follow Enter a Formula to total the budget.

Me 1. Enter Total into cell A6.
2. Select B6.
3. Type the following formula =300+50+30
4. Hit Enter button

You should see the answer, 380, displayed in the cell. Excel will show the answer in
the cell. To see the information actually entered in a cell select that cell and review the
information in the formula bar.

Follow Check the Formula Bar

Me 1. Select B6.
2. Review the Formula Bar

Notice how the formula bar still shows the formula entered, =300+50+30. This is the
actual data entered, in the worksheet below the answer is displayed.
1.4.4. Functions
Functions also begin with the equals sign. Rather than entering numbers these use
built in formulas by using short words and entering in parameters separated by comas.
In our example we will use SUM this function allows for all given numbers to be added
together.

Follow Enter a Function

Me In this example we will use the SUM
function which will add numbers.
1. Select B6.
2. Type =SUM(300,50,30)
3. Hit Enter to confirm, notice as
you type Excel will offer
suggestions and help.

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Each function will need certain things for each parameter, for example SUM needs
numbers. If anything other than a number is entered an error will occur.

Cell Reference
Noun
Is the intersection of a row and column, used to
describe the location of a cell within a
spreadsheet.

A cell reference can be entered into a function or formula rather than typing each
number. When a cell reference is used in a function or formula, Excel will color code
the cell and cell reference.

Follow Enter a Cell Reference into B6

Me 1. Select B6
2. Type =SUM(B3,B4,B5)
3. Hit Enter to confirm, you should still see 380
displayed in B6.

The benefit of using a cell reference is that functions and formulas will not need to
change when your data does.

Follow Update Data

Me 1. Select B3
2. Type 400
3. Hit Enter to confirm.

Both B3 and B6 will update once you hit enter. The new total, 480, appears in B6.
Throughout the rest of the course, we will continue to work with functions and formulas.

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Special Note: An Excel worksheet is a single spreadsheet that contains cells organized
by rows and columns. A worksheet begins with row number one and column A. Each
cell can contain a number, text or formula. A cell can also reference another cell in the
same worksheet, the same workbook or a different workbook.

Worksheet
Noun
An Excel worksheet is a single spreadsheet that contains cells organized by
rows and columns.

Remember a spreadsheet is a term to describe a type of electronic document organized

in rows and columns.

Workbook
Noun
An Excel workbook is an excel file made up of one or more worksheets.

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2. Creating & Saving Workbooks

If you start Microsoft Excel by selecting it from among the programs offered in the Start
Menu, as we did earlier in this lesson, then Excel will create a blank workbook named
Book 1.

2.1. Saving
Saving your work as you go is important, there are some data recovery features for
Microsoft Office but these often do not save frequently enough. Let’s begin by saving
the Budget worksheet from before.

Follow Save current Workbook

Me 1. Open the File Menu
2. Click Save
The first time you save and any time you select Save As
the following screen will appear. This will ask you for two
very important pieces of information:
 Where do you want to save it?
 What do you want
to call it?

3. Navigate to the
Desktop. This is done
by selecting Desktop
from the left side, you
may need to scroll to
find it. If you have
selected it correctly it
will appear at the top in
the address bar.
4. Select the File name
and change it from
Book1 to
MonthlyBudget.
5. Click Save
The ‘Save as type:’ should be Excel Workbook as shown, the other options are used
when sending spreadsheets to others who use a different program, either a free version
or older version.
To save any new updates to this existing document, you can now just select save from
the file menu. If you wanted to save a new version with a different name or in a different
location select Save As from the file menu.

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2.2. Creating
There are two ways to create a new worksheet in Excel. The first is to open Excel as
we did before. The second way can be done while already in Excel.

Follow Create new Workbook from Template

Me 1. Open the File menu and click New from the left side.
In this screen the middle section will show available templates. On the Right is a
preview showing the currently selected template. Below the preview is the create
button.
2. Click on Calendars
3. More options will appear, choose one you like. It should appear in the
preview pane.
4. The create button may be been replaced by download. Click Download or
Create.

Templates are pre-formatted workbooks, some serving very specific purposes such a
invoicing or a calendar as in our example.

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2.3. Exiting
When exiting out of an Excel workbook you may want to save your changes or you may
not. We will go through both examples.

Follow Exit without Saving - Template

Me 1. Ensure you have the template you selected still open.
2. Click the X in the very top right corner.
Because you have not saved the template, you will be asked if you want to save
the changes before Execl will exit.
 Save – this will walk you through the process of saving the document.
 Don’t Save – your changes will not be saved.
 Cancel – this will stop
you from exiting Excel
and will not save.

3. Click Don’t Save

We have not made any changes to our Monthly Budget worksheet so exiting should not
ask us to save.

Follow Exit with Saving – Monthly Budget

Me 1. The Monthly Budget worksheet should still be open.
2. Click the X in the very top right corner to exit.
3. If you are asked to save, click Save

2.4. Opening
There are again two ways to open an existing worksheet in Excel. In either case you
will need to know where the worksheet is saved and what it is named. We will use both
methods during this course.

Follow Open Monthly Budget

Me 1. All programs should be closed, you should see the desktop. If not
minimize or close all programs.
2. Double click Monthly Budget from the desktop.

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Alternatively, you can open Excel from the start menu. Then use the Open button from
the File menu. This will bring up a window similar to Save As that you can use to
navigate to the file. Remember, you will need to look under Desktop in this window to
find the MonthlyBudget file.

3. Mouse & Keyboard

The mouse pointer in the spreadsheet program takes on many different shapes
depending on where the mouse pointer is within Excel. These shapes are visual clues
as to what you can do at the specific position on your display screen.

3.1. Excel Cursors

Cursor Name Description In Action
Cross Pointer Used for selecting cells.
A single click will select. To
select a range, click and drag.

Arrow Pointer Used to select items outside of

worksheet, such as in the
Ribbon.

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Resizing Used to change column widths.

Arrows Move your cursor between
columns to use.
Double clicking will auto-fit.
Click and drag will allow you to
resize manually.
Resizing Used to change row heights
Arrows Move your cursor between rows
to use.
Double clicking will auto-fit.
Click and drag will allow you to
resize manually.
Row Selector Used to select entire rows.
Move your cursor onto a row
number to use.
Single click will select entire
row.
Click and drag will select
multiple rows.
Column Used to select entire columns
Selector Move your cursor onto a column
letter to use.
Single click will select entire
column.
Click and drag will select
multiple columns.
Cursor Used to edit cell contents in
Formula Bar or the cell itself.
Sometimes referred to as I
Beam
Fill Handle Used to copy cell contents to
adjacent cells.
“Auto Fill”
To use, hover your mouse over
the bottom right corner of the
selected cell or cells.
Click and drag to fill or copy
contents into new cells.

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Move Used to move selected items

such as cells.
To use, hover over the dark
border of the selected cell or
cells. Click and drag to move
the item.
3.2. Special Keys
In addition to the Enter, Tab, Shift, and arrow keys mentioned previously the following
are also special keys used in Excel.

Key Function
Enter In addition to move to the next cell, enter is used to confirm
the new contents of a cell.
Esc Escape, this key can be used to cancel out of editing a cell.
Page Up Moves up one screen
Page Down Moves down one screen
F7 Spell Check
F1 Help
Delete Clears contents of entire cell or group of cells
Ctrl + A Selects all cells in the worksheet
Shift In addition to the notes in previous section, Shift can be used
to expand a selection by holding shift and clicking. Shift can
also be used in combination with arrows keys to make a
selection.
Ctrl Control can be held while clicking to select unconnected cells
or ranges of cells.
Alt Alt can be pressed or toggled on and off to allow keyboard
selection of menu items.

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4. Selection & Basic Formatting

Generally many of the same formatting settings are available in Excel as in the other
Microsoft Office Suite of products. The most common items appear as buttons on the
Ribbon. Those that do not can typically be found through the Dialog Box Launcher.
Also the same as other Microsoft products, in order to change an item it must first be
selected.

Follow Update Titles of Monthly Budget

Me 1. Select A2 through C2
2. Click on the Bold Button (Found in the Home
Tab, Font group)

This button, along with the

italics and underline buttons,
is a toggle. If a keyboard
shortcut is available, it will
appear while hovering over
the button. Hovering over
buttons will often provide
details about the action.

Any changes that would be made to the font, or the appearance of the data in a given
cell, can be found in the Font group. Again, not all the buttons may appear so there is
also a Font Dialog Box Launcher available.

Now that we have adjusted the look of our titles, it’s time to resize the columns so that
all the text can be seen.

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Follow Widen Columns to show full title

Me 1. Move your cursor to hover between column A and B,
this is done by moving your cursor into the Column
Header.
2. Once you see the resizing arrow (see
cursors above for pictures), double click.
This will auto fit the column width to the contents of
the cells. You can manually change this by
clicking and dragging with the resizing arrow
instead.
In addition to changing the style of the text, you can change the way the text is arranged
within the cell. These options are incorporated into the Alignment group, also on the
Home tab.

There are more options available within the dialog box. Of particular interest is the
Merge & Center option. This allows multiple cells to be combined into a single cell.

Follow Create Title for Monthly Budget

Me 1. Select A1 through C1
2. Click the Merge & Center button (Alignment group on Home tab).

3. In the new cell, type Monthly Budget

4. We can also change A2 to Expenses

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To remove text or data that is no longer needed, you can select the cells and use the
delete key. This will remove the contents of the cell or cells.

Follow Delete Data

Me 1. Select A8 through D9
2. Press the Delete key on your
keyboard.

Now that our Monthly Budget has been cleaned up, we’ll go through the process of
saving an existing file and exiting.

Follow Save and Close Monthly Budget

Me 1. Select Save from the File menu.
2. Close Excel.
You can exit out of Excel from the File menu by selecting Exit.
Another method is to click the X (Close) button in the top right
corner of Excel.

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5. Exercises – Now You!

The following exercise will ask you to create a new worksheet,
enter data, format the worksheet, and save. In addition to referring
back to this module or asking your instructor, there is help
available within Excel. To access help within Excel you can use
the shortcut key, F1, or click on the blue question mark in the top
right corner or Excel.

1. Open Excel
2. Enter in and format your document to look like the image below.

3. Save your worksheet to the desktop, name it Addresses

4. Close Excel

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