Developing ICT Content for

Specific Purposes
(Using Microsoft Excel)

Week 5 of 3rd Quarter 2nd Semester

Developing ICT Content for Specific Purposes (Using MS Excel)

At the end of this lesson, you will learn the Microsoft Excel
basics. These Microsoft Excel notes will help you to learn
every MS Excel concepts.

What is Microsoft Excel?

Microsoft Excel is a spreadsheet program used to record and analyze numerical
features to perform various operations like calculation, pivot tables, graph tools, macro
programming, etc. it is compatible with multiple OS like Windows, macOS, Androids and
iOS.
 An Excel spreadsheet can
be understood as a
collection of columns and
rows that form a table.
Alphabetical letters are
usually assigned to columns,
and numbers are usually
assigned to rows. The point
where a column and a row
meet are called a cell. The
address of a cell is given by
the letter representing the
column and the number
representing a row.
MICROSOFT EXCEL (MS EXCEL) & THEIR LOGO EVOLUTION

It has been a very widely applied spreadsheet for these platforms,

especially since version 5 in 1993, and it has replaced Lotus 1-2-3 as the
industry standard for spreadsheets. Excel forms part of the Microsoft Office
suite of software.
 Why Should I Learn Microsoft Office?
We all deal with numbers in one way or the other. We all have daily expenses which we
pay for from the monthly income that we earn. For one to spend wisely, they will need to know
their income vs. expenditure. Microsoft Excel comes in handy when we want to record, analyze,
and store such numeric data

Where can I get Microsoft Excel? In this Microsoft Excel, we are going to cover
There are number of ways in which you can the following topics about MS Excel.
get Microsoft Excel. You can buy it from a hardware • How to Open Microsoft Excel?
computer shop that also sells software. Microsoft • Understanding the Ribbon

Excel is part of the Microsoft Office suite of programs. • Understanding the worksheet
• Customization Microsoft Excel Environment
Alternatively, you can download it from the Microsoft
• Important Excel shortcuts
website, but you will have to buy the license key.
How to Open Microsoft Excel?

Running excel is not different from running any other

windows program.
▪ Click on the start menu.
▪ Search for excel.
▪ Click on Microsoft Excel
Understanding the Ribbon

The ribbon provides shortcuts to commands in Excel. A command is an

action that the user performs. An example of a command is creating a new
document, printing a documenting, etc. the image below shows the ribbon
used in Excel 2013.
Ribbon Component

• Ribbon start button – it is used access commands i.e., creating new

documents, saving existing work, printing, accessing the options for
customizing Excel, etc.
• Ribbon tabs – the tabs are used to group similar commands together. The
home tab is used for basic commands such as formatting the data to make it
more presentable, sorting and finding specific data within the spreadsheet.
• Ribbon bar – the bars are used to group similar commands together. As an
example, the Alignment ribbon bar is used to group all the commands that
are used to align data together.
Understanding the worksheet (Rows and Columns, Sheets, Workbooks)
• A worksheet is a collection of rows and columns. When a row
and a column meet, they form a cell. Cells are used to record
data. Each cell is uniquely identified using a cell address.
Columns are usually labelled with letters while rows are usually
numbers.
• A workbook is a collection of worksheets. By default, a
workbook has three cells in in Excel. You can delete or add more
sheets to suit requirements. By default, the sheets are named
Sheet1, Sheet2 and so on and so forth. You can rename the
sheet names to more meaningful names i.e., Daily Expenses,
Monthly Budget, etc.
Customizing Microsof t Excel Environment
Personally, like the black color, so my excel theme look blackish. Your
favorite color could be blue, and you too can make your theme color look blue-
like. If you are not a programmer, you may not want to include ribbon tabs i.e.,
developer. All this made possible via customizations, In this sub-section, we are
going to look at;
• Customization the ribbon
• Setting the color theme
• Settings for formulas
• Proofing settings
• Save settings.
Customizing the Ribbon

The above image shows the default ribbon in Excel 2013. Let’s start with customization
the ribbon, suppose you do not wish to see some of the tabs on the ribbon, or you would like
to add some tabs that are missing such as the developer tab. You can use the options window
to achieve this.
• Click on the ribbon start button.
• Select options from the drop-down menu. You should be able to see an Excel Options
dialog window.
• Select the customize ribbon option from the left-hand side panel as shown below.

• On you right-side, remove the check marks from the tabs that you do not wish to see on the
ribbon. For this example, we removed Page Layout, Review, and View tab.
• Click on the “OK” button when you are done.

Your ribbon will look as follows

Adding customs tabs to the ribbon
You can also add your own tab, give it a custom name, and assign commands to it.
Let us add a tab to the ribbon with the text Guru99.
Adding customs tabs to the ribbon
1) Right click on the ribbon and select Customize the Ribbon. The dialogue window
shown above will appear
2) Click on new tab button as illustrated in the animated image below
3) Select the newly created tab
4) Click on Rename button
5) Give it a name of Guru99
6) Select the New Group (Custom) under Guru99 tab as shown in the image below
7) Click on Rename button and give it a name of My Commands
8) Let's now add commands to my ribbon bar
9) The commands are listed on the middle panel
10) Select All chart types command and click on Add button
11) Click on OK
Your ribbon will look as follows
 Setting the color theme
To set the color-theme for you Excel sheet you have to go
Excel ribbon, and click on → File → Option command. It will
open a window where you must follow the following steps:
1. The general tab on the left-hand panel will be selected by
default.
2. Look for color scheme under General options for working
with Excel.
3. Click on the color scheme drop-down list and select the
desired color.
• Click on OK button
 Setting for Formulas
This option allows you to define how Excel
behaves when you are working with formulas.
You can use it set options i.e., autocomplete
when entering formulas, change the cell
referencing style and use numbers for both
columns and rows and other options.
• If you want to active an option, click on its
check box. If you want to deactivate an option,
remove the mark from the check. You can this
option dialogue window under formulas tab
from the left-hand side panel.
 Proofing Setting

This option manipulates the

entered text entered excel. It allows
setting options such as the dictionary
language that should be used when
checking for wrong spelling, suggestions
from the dictionary, etc. you can this
option from the options dialogue window
under the proofing tab from the left-hand
side panel
 Save Setting

This option allows you to define

the default file format when saving
files, enable auto recovery in case
your computer goes off before you
could save your work, etc. You can use
this Option from the Options dialogue
window under save tab from the left-
hand side panel.
 Used to open the print dialogue
Ctrl + P
window
Ctrl + N Creates a new workbook
Ctrl + S Saves the current workbook

Impor tant Ctrl + C Copy contents of current select

Excel Ctrl + V Paste data from the clipboard

Shor tcuts SHIFT + F3

Displays the function insert dialog
window
SHIFT +
Creates a new worksheet
F11

F2 Check formula and cell range covered

 B e s t P r a ct i ce s w h e n w o r k i n g w i t h
MS Excel

1. Save workbooks with backward compatibility in mind. If you are not using
the latest features in higher versions of Excel, you should save your files in
2003 *.xls format for backwards compatibility.
2. Use description names for columns and worksheets in a workbook.
3. Avoid working with complex formulas with many variables. Try to break
them down into small managed results that you can use to build on.
4. Use built-in functions whenever you can instead of writing you own
formulas.
H o w t o A d d , S u b t r a c t , M u l t i p l y,
D i v i de i n E x c e l

In this topic, we are going to perform basic arithmetic operations i.e.,

addition, subtraction, division, and multiplication. The following table shows the
data that we will work with and the results that we should expect.

ARITHMETIC
1ST NUMBER 2ND NUMBER RESULT
OPERATOR
ADDITION ( + ) 3 29 32

SUBTRACTION ( - ) 29 12 17

DIVISION ( / ) 12 5 2.4

MULTIPLICATION 7 3 21
Let us now use MS Excel
Create folder on your computer in my documents folder and name it
MyExcel Tutorials.
Open Excel. You will get a window like the one shown below. The outlook of
Excel will depend on your version.
 • Enter the data in your worksheet as shown in the image.
• We will now perform the calculations using the respective arithmetic operators.
When performing calculations in Excel, you should always start with the equal ( = )
sign.
• Let us start with the one for addition. Write the following formula in E2 Excel
(Result column)
• = C2 + D2
HERE,
• “=” tells Excel to evaluate whatever follows the equal sign
• “C2” is the cell address of the first number given by C representing the column
letter and 2 representing the row number.
• “D2” is the cell address of the second number given by D representing the column
letter and 2 representing the row number.
• Press enter key on the keyboard when done. You should get 16 as the result.
 END OF LESSON

Reference:

Visit the link below for Supplementary Information about

Developing ICT Content for Specific Purposes

(using MS Excel)

https://www.guru99.com/introduction-to-microsoft-excel.html

https://www.guru99.com/getting-started-with-microsoft-excel.html