Microsoft Excel

Engr. Muniba
 Excel 2010
• Excel 2010 is a powerful spreadsheet
application that allows user to produce tables
containing calculations and graphs
• Range from the simple formulae to complex
functions and mathematical models

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Section 1 Basics
• Understand and use common Windows
elements
• Launch Excel
• Understand the concept of a spreadsheet
• Recognize Excel screen elements
• Work with Toolbars
• Use Menus
• Get Help

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 Windows Concept
• Window Border
• Title Bar
• Minimize button
• Maximize button
• Restore button
• Close button
• Dialog Box Launcher
• Ribbons

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 Tool Bars
• Quick Access Toolbar
• Mini Toolbar

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 Name Box
• Small white box to the left of the FORMULA
BAR.

• Can navigate to the specific cell by entering

the cell reference.

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 Formula Bar
• FORMULA BAR is the white bar to the right of
the NAME BOX.
• Used for entering and editing data
• Creating and editing functions and formulae
• Can show the construction of Formulae and
functions even when that cell is showing the
calculated value

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 Worksheets
• Use Worksheet to list and analyze data
• Can enter the data on several sheets
simultaneously
• Perform calculations based on the data from
multiple worksheets
• The names of the worksheets appear on tabs at
the bottom of the workbook window
• The name of the active
window is bold

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 Status Bar
• Displays different information at different
times
• To the left is the indicator display “Ready” ,
“Edit” depending on the mode
• Often displays messages and displays what to
do next e.g., while copying

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• Task Pane
• Smart Tags
• Getting Help

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Section 2 Move around and Enter data
• Navigate between the worksheets
• Navigate to any point in the worksheet
• Enter numerical or the textual data
• Edit entered data and delete it
• Selecting various parts of sheet or workbook
simultaneously

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 Moving
• Moving around workbook
– Mouse (General)
– Keyboard (General orFORMULA BAR or F2)
• Scrolling
• Useful keys for
moving

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 Worksheets
• To move between the sheets
– Click the sheet tab
– Move next sheet CTRL [PAGE DOWN]
– Move previous sheet CTRL [PAGE UP]

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• Move around the sheet
– Press F5 (Go To key)-> provide cell reference e.g.,
A12

• Move around the cell in a different sheet

– Press F5 (Go To key)-> provide cell reference with
sheet name e.g., Sheet3!A7

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 Data Entry
• Position the cursor at the specific cell and enter the information
• Maximum characters in the cell 32,000
• By default text is left aligned and numeric characters are right aligned.
• Click on the FORMULA BAR click the green check to confirm or
• Press ENTER to confirm the data entered
• Press [ESC] to cancel the entry
• When entered data is longer than the column width than it seems to
overlap the next cell if its empty
• For editing
– FORMULA BAR
– Press F2
– Double click the cell
• Percentage and dates are auto formatted
– Date Separators (/ and -)

Active cell is white

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• Enter the current date by pressing CTRL+[;]
• Break line within cell by pressing ALT+ENTER
• Select cells to limit data entry
– ENTER (column wise)
– TAB (row wise)
– SHIFT ENTER (move back up)
– SHIFT TAB (move back left)
• Select cells for multiple entry
– Hold CTRL and select multiple cells and press
CTRL+ENTER
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 Auto Complete
• Works for the current column
• Maintains the list for the current column
entered data
• Pick from the Auto Complete List
• ALT + [↓]
• Disable Auto Complete
– FILE->OPTIONS->ADVANCED
-> Untick (ENABLE AUTOCOMPLETE FOR CELL
VALUES)
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Selection of Cells (Using Mouse)

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Selection of Cells (Using Keyboard)

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 Selecting Multiple Sheets
• Selecting adjacent sheets
– (Click the first sheet , hold SHIFT and click the last
sheet that is to be included)

• Selecting non-adjacent sheets

– (Click the first sheet, hold down CTRL and click the
tabs of the sheets that are to be included)
• Selection makes the sheet tabs white
• The word [‘group’] will appear on the title bar

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 Clear Contents and Formats
• Clear Contents
– Shortcut menu
– DELETE

• Clear Formats

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 The File Handle
• Useful tool in Excel
• Located on the bottom right corner
• Copy and clear data
• Use for filling the series
• Hold CTRL and drag above to clear contents +
formats

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Section 3 Formulae and Functions
• Understand the difference between the formulae
and functions
• Enter by typing simple formulae and functions
• Understand and use BoDMAS
• Enter functions and formulae in using mouse,
keyboard and ribbon
• Use basic conditional functions
• Use the Fill handle to enter multiple formulae
• Understand and use Absolute and Relative cell
references

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 Formulae
• Basic Formulae addition, subtraction,
multiplication and division
• Generally refer to the cells and not the actual
values
• Formulae preceded by an equal sign
• Enter manually or point through mouse the
cell references

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 Fill Formulae
• Click ‘+’ sign and drag down

• Select cells, press CTRL+[D] to fill down

• CTRL + [R] to fill right

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Order of Preference

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 Functions
• Built-in formulae in Excel
• Useful when formulae refer to a lot of cells
• Basic Built-in Functions
– SUM
• Syntax : SUM(D2:D10)
– AVERAGE
– MAX
– MIN

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Cell References

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 Relative and Absolute References
• Relative
– Cell references are updated as the rows changes
while filling the Formulae into the rows
• Absolute
– Cell reference is constant while rows are fill up
with formulae and does not update as the rows
changes
– Press F4 for absolute reference
– $ sign appears against the column letter and the
row number
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