Introduction to Excel( )

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Excel Overview
Introduction to excel,
Common words used,
How to start up excel
application,
How to exit it,
Navigating a worksheet,
Opening existing excel
file,
Naming and renaming a
worksheet.
Deleting a worksheet,
Creating a workbook.
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What is Microsoft Excel?
Is a full-featured spreadsheet program that
allows you to:
organize data,
complete calculations,
make decisions,
graph data, and
develop professional looking reports.
Excel is a spreadsheet program from Microsoft,
a component of its Office product group for
business applications.

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Common words used in Excel
The worksheet is a grid of columns (indicated
by letters) and rows (indicated by numbers).
A workbook- is a collection of worksheets.
The letters and numbers of the columns and
rows (called labels) are displayed in gray
buttons across the top and left side of the
worksheet.
A row- is the horizontal arrangement of cells
from the left to the right of the worksheet.
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Common words used in Excel
A column is the vertical arrangement of cells
from top to bottom.
The intersection of a column and a row is called
a cell.
Each cell on the spreadsheet has a cell address
that is the column letter and the row number,
e.g A11
Cells can contain either text, numbers, or
mathematical formulas.

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MS EXCEL
How to start up the application? (launching
Excel).
a) Start , programs, Microsoft office, ms excel.
b) Start, programs, ms excel.
c) Start, ms excel,
d) Ms excel (using a short cut on the desktop).
e) Start, run, type excel, ok.
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Major parts of Excel
Worksheets- allow you to enter , calculate,
manipulate and analyze data such as numbers
and text.
Charts- pictorial representation of data.
Excel can draw two- dimensional and three
dimensional column charts, pie charts, and other
types of charts.
Databases- manage data.
Once you have entered data on the spread sheet
excel can sort the data, search for specific data
and select data that meets certain criteria.
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How to start up excel application
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Home- Is your one stop shop for formatting
the appearance of your spreadsheet.
Has options for fonts (text), alignment, color,
merging and more.
Text Wrap is also accessible here. It formats
your cells so that all the data in them displays.
The sort feature, which allows you to arrange
your data in sequential descending or
ascending order, is also here on the far right
hand side.
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Insert Allows you to add clip art, charts,
pictures, tables, links and other extra information
from your chart.
Formulas- Contains pre-written formulas that
will assist you in doing more difficult tasks in
Excel. Today well be looking at basic formulas
which, to me, are more difficult to do with this
bar.
Data- Will assist you in importing other data
from outside programs. If you would like to
incorporate an Access Database, something from
the internet, or other sources .
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Review- This is where youll find the spelling
and grammar checker, thesaurus, translator,
and other review type functionality.
View- View is where you can preview your
document in various ways.
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Page layout
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Page Layout Here you may set the size of your
margins, tell your gridlines to be visible or invisible,
use a theme pre-designed by Microsoft, etc.
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Now, in the toolbar, under the home tab, click
the dark
B to make the text bold and then the U to
underline it. Now, to make it all centered find
the justification toolbar and click the group of
lines that looks as though they are
centered on the page. In case you cant find it, it
looks like this:
Click the button shaded orange in the above
photo to make the text centered.
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The Standard Toolbar

This toolbar is located just below the menu bar at the
top of the screen and allows you to quickly access basic
Excel commands.
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New - Select File|New from the menu bar, press
CTRL+N, or click the New button to create a new
workbook.
Open - Click File|Open from the menu bar, press
CTRL+O, or click the Open folder button to open an
existing workbook.
Save - The first time you save a workbook, select
File|Save As and name the file. After the file is
named click File|Save, CTRL+S, or the Save button on
the standard toolbar.
Print - Click the Print button to print the worksheet.

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Print Preview - This feature will allow you to preview
the worksheet before it prints.
Spell Check - Use the spell checker to correct spelling
errors on the worksheet.
Cut, Copy, Paste, and Format Painter - These actions
are explained in the Modifying a Worksheet section.
Undo and Redo - Click the backward Undo arrow to
cancel the last action you performed, whether it be
entering data into a cell, formatting a cell, entering a
function, etc. Click the forward Redo arrow to cancel
the undo action.


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Selecting cells, columns and rows

shift + left arrow: select the current cell and the
cell to the left
shift + right arrow: select the current cell and the
cell to the right
shift + down arrow: select the current cell and
the cell below
shift + up arrow: select the current cell and the
cell above
shift + space: select the whole row
ctrl + space: select the whole column

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Entering information into a cell

Move to a cell and start typing numbers or
words.
If you make a mistake, you can use delete or
backspace to fix it.
When you have finished, press an arrow key to
move away from the cell.
If you press enter, you will move down to the cell
below the one you were in.

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Press ctrl + semicolon to enter todays date
into a cell.
Press ctrl + shift + semicolon to enter the
current time into a cell.

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Insert Hyperlink To insert a hyperlink to a
web site on the Internet, type the text into a cell
you want to be the link that can be clicked with
the mouse.
Then, click the Insert Hyperlink button and enter
the web address you want the text to link to and
click OK.
Auto sum, Function Wizard, and Sorting
These features are discussed in detail in the
Functions tutorial.
Zoom To change the size that the worksheet
appears on the screen, choose a different
percentage from the Zoom menu.


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Appearance of an excel window
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A ROW
A COLUMN
A CELL
FORMULA BAR
SHEET
NAME
LABELS
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Adding Worksheets, Rows, and
Columns

Worksheets - Add a worksheet to a workbook by
selecting Insert|Worksheet from the menu bar.
Row - To add a row to a worksheet, select
Insert|Rows from the menu bar, or highlight the
row by clicking on the row label, right-click with the
mouse, and choose Insert.
Column - Add a column by selecting Insert|Columns
from the menu bar, or highlight the column by click
on the column label, right-click with the mouse, and
choose Insert.
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Resizing Rows and Columns

There are two ways to resize rows and columns.
Resize a row by dragging the line below the label
of the row you would like to resize. Resize a
column in a similar manner by dragging the line to
the right of the label corresponding to the column
you want to resize.
- OR -
Click the row or column label and select
Format|Row|Height or Format|Column|Width
from the menu bar to enter a numerical value for
the height of the row or width of the column.

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Selecting Cells


Before a cell can be modified or formatted, it
must first be selected (highlighted). Refer to
the table below for selecting groups of cells.





To activate the contents of a cell, double-
click on the cell or click once and press F2.

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Cells to select Mouse action
One cell click once in the cell
Entire row click the row label
Entire column click the column label
Entire worksheet
click the whole sheet button
Cluster of cells drag mouse over the cells or hold down the SHIFT key while using the arrow keys
The contents of a highlighted cell can be formatted in
many ways. Font and cell attributes can be added from
shortcut buttons on the formatting bar. If this toolbar
is not already visible on the screen, select View |
Toolbars |Formatting from the menu bar.

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Formatting Cells
Create and exit an excel
document.
Enter:
Numbers
Text
Align (left, right, center
and at an angle).
Save document
Open an existing file.
Wrap text.

Search .
Protect document.
Track changes.
Insert :
A row
A column
Date
Time
Currency symbol
Delete the above.
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Comments
Insert
Delete
Hide
Show
Charts:
Column
Bar
Pie


Merge :
Cells
Rows
Columns
Borders
Printing
All
Selection
A range
Grid
Without grid


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Keyboard Short cuts
Short cut Action Menu command
Ctrl+O Open an existing file File/open
Ctrl+N Open a new file File/new
Ctrl+S Saves the current file File/save
Ctrl+C Copies selected item Edit/copy
Ctrl+X Cuts the selection Edit/cut
Ctrl+V Pastes the copied item Edit/paste
Ctrl+Y Repeats the previous task Edit/repeat
Ctrl+F Search/find Edit/find
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Entering Excel Formulae and Formatting
Data
Lesson 1 familiarized you with the Excel window,
how to move around the window and,
how to enter data.
Strength of Excel is that you can perform
mathematical calculations and format your data.
This lesson is about how to perform basic
mathematical calculations,
how to format text and numerical data.

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Set the Enter Key Direction
Perform Mathematical
Calculations
AutoSum
Perform Automatic
Calculations
Align Cell Entries
Perform Advanced
Mathematical Calculations
Copy, Cut, Paste, and Cell
Addressing
Insert and Delete Columns
and Rows


Create Borders
Merge and Center
Add Background Color
Change the Font, Font Size,
and Font Color
Move to a New Worksheet
Bold, Italicize, and
Underline
Work with Long Text
Change a Column's Width
Format Numbers
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New - Select File|New from the menu bar,
press CTRL+N, or click the New button to
create a new workbook.
Open - Click File|Open from the menu bar,
press CTRL+O, or click the Open folder
button to open an existing workbook.
Save - The first time you save a workbook,
select File|Save As and name the file. After
the file is named click File|Save, CTRL+S, or
the Save button on the standard toolbar.
Print - Click the Print button to print the
worksheet.

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Print Preview - This feature will allow you to
preview the worksheet before it prints.
Spell Check - Use the spell checker to correct
spelling errors on the worksheet.
Cut, Copy, Paste, and Format Painter -
These actions are explained in the Modifying a
Worksheet section.
Undo and Redo - Click the backward Undo
arrow to cancel the last action you performed,
whether it be entering data into a cell,
formatting a cell, entering a function, etc.
Click the forward Redo arrow to cancel the
undo action.

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Insert Hyperlink
To insert a hyperlink to a web site on the
Internet, type the text into a cell you want to
be the link that can be clicked with the
mouse.
Then, click the Insert Hyperlink button and
enter the web address you want the text to
link to and click OK.
Auto sum, Function Wizard, and Sorting
These features are discussed in detail in the Functions tutorial.
Zoom
To change the size that the worksheet appears on the screen, choose
a different percentage from the Zoom menu.

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Customizing Excel
Menus

To view all options in each menu, click the double arrows at the bottom
of the menu.

Select View|Toolbars|Customize from the menu bar.
Click on the Options tab.
Uncheck the Menus show recently used commands first check box.



1.

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Toolbars

Many toolbars displaying shortcut
buttons are available. Select View |
Toolbars from the menu bar to select
more toolbars.

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Customize Toolbars

Customizing toolbars allows you to delete certain shortcut buttons from a
toolbar if you do not use them and add the shortcut buttons for
commands you use often.


Select View|Toolbars|Customize and select the Commands
tab.



1.

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By clicking on the command categories in
the Categories box, the commands will
change in the Commands box to the right.
Select the command you would like to add
to the toolbar by selecting it from the
Commands box.
Drag the command with the mouse to the
desired location on the toolbar and release
the mouse button. The shortcut button
should now appear on the toolbar.
Remove buttons from the toolbars by
reversing these steps. Highlight the button on
the toolbar, drag it off the toolbar with the
mouse, and release the mouse button.


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Recording A Macro

Macros can speed up any common editing sequence you may execute in an
Excel spreadsheet. In this example we will make a simple macro that will
set all the margins on the page to one inch.


Click Tools|Macro|Record New Macro from the menu
bar.


1.

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Name the macro in the Macro name field.
The name cannot contain spaces and must
not begin with a number.
If you would like to assign a shortcut key to
the macro for easy use, enter the letter
under Shortcut key. Enter a lower case
letter to make a CTRL+number shortcut and
enter an upper case letter to assign a
CTRL+SHIFT+number shortcut key. If you
select a shortcut key that Excel already uses,
your macro will overwrite that function.
Select an option from the Store macro in
drop-down menu.

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Enter a description of the macro in the Description field. This is for
your reference only so you remember what the macro does.
Click OK when you are ready to start recording.
Select options from the drop down menus and Excel will record the
options you choose from the dialog boxes, such as changing the
margins on the Page Setup window. Select File|Page Setup and
change all the margins to 1". Press OK. Replace this step with
whatever commands you want your macro to execute. Select only
options that modify the worksheet. Toggle actions such as
View|Toolbars that have no effect on the worksheet will not be
recorded.
Click the Stop button the recording toolbar. The macro is now
saved.

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Running A Macro


To run a macro you have created, select
Tools|Macro|Macros from the menu bar.
From the Macros window, highlight the
Macro name in the list and click Run.



1.

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Modifying A Worksheet
Moving Through Cells

Use the mouse to select a cell you want to begin adding data to and use
the keyboard strokes listed in the table below to move through the cells of
a worksheet.

Movement Key stroke
One cell up up arrow key
One cell down down arrow key or ENTER
One cell left left arrow key
One cell right right arrow key or TAB
Top of the worksheet (cell A1) CTRL+HOME
End of the worksheet (last cell containing data) CTRL+END
End of the row CTRL+right arrow key
End of the column CTRL+down arrow key
Any cell File|Go To menu bar command
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Adding Worksheets, Rows, and Columns


Worksheets - Add a worksheet to a workbook by selecting
Insert|Worksheet from the menu bar.
Row - To add a row to a worksheet, select Insert|Rows from the
menu bar, or highlight the row by clicking on the row label, right-
click with the mouse, and choose Insert.

Column - Add a column by selecting Insert|Columns from the
menu bar, or highlight the column by click on the column label,
right-click with the mouse, and choose Insert.

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Resizing Rows and Columns

There are two ways to resize rows and
columns.
Resize a row by dragging the line below
the label of the row you would like to
resize. Resize a column in a similar
manner by dragging the line to the right of
the label corresponding to the column you
want to resize. OR -
Click the row or column label and select
Format|Row|Height or
Format|Column|Width from the menu
bar to enter a numerical value for the
height of the row or width of the column.

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Selecting Cells

Before a cell can be modified or formatted, it
must first be selected (highlighted). Refer to
the table below for selecting groups of cells.

Cells to select Mouse action
One cell click once in the cell
Entire row click the row label
Entire column click the column label
Entire worksheet
click the whole sheet button
Cluster of cells drag mouse over the cells or hold down the SHIFT key while using the arrow keys
To activate the contents of a cell, double-click
on the cell or click once and press F2.

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Moving and Copying Cells

Moving Cells
To cut cell contents that will be moved to another cell select Edit|Cut
from the menu bar or click the Cut button on the standard toolbar.
Copying Cells
To copy the cell contents, select Edit|Copy from the menu bar or click the
Copy button on the standard toolbar.
Pasting Cut and Copied Cells
Highlight the cell you want to paste the cut or copied content into and
select Edit|Paste from the menu bar or click the Paste button on the
standard toolbar.
Drag and Drop
If you are moving the cell contents
only a short distance, the drag-and-
drop method may be easier. Simply
drag the highlighted border of the
selected cell to the destination cell
with the mouse.


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Freeze Panes

If you have a large worksheet with column and row headings,
those headings will disappear as the worksheet is scrolled. By
using the Freeze Panes feature, the headings can be visible at all
times.


Click the label of the row below the row that should remain
frozen at the top of the worksheet.
Select Window|Freeze Panes from the menu bar.
To remove the frozen panes, select Window|Unfreeze
Panes.



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Formatting Cells
The contents of a highlighted cell can be formatted in many ways. Font
and cell attributes can be added from shortcut buttons on the formatting
bar. If this toolbar is not already visible on the screen, select
View|Toolbars|Formatting from the menu bar.

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Format Cells Dialog Box

For a complete list of formatting options, right-click on the highlighted
cells and choose Format Cells from the shortcut menu or select
Format|Cells from the menu bar.



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Number tab - The data type can be selected from the options on
this tab. Select General if the cell contains text and number, or
another numerical category if the cell is a number that will be
included in functions or formulas.
Alignment tab - These options allow you to change the position
and alignment of the data with the cell.
Font tab - All of the font attributes are displayed in this tab
including font face, size, style, and effects.
Border and Pattern tabs - These tabs allow you to add borders,
shading, and background colors to a cell.

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Dates and Times

If you enter the date "January 1, 2001" into a cell on
the worksheet, Excel will automatically recognize the
text as a date and change the format to "1-Jan-01". To
change the date format, select the Number tab from
the Format Cells window. Select "Date" from the
Category box and choose the format for the date from
the Type box. If the field is a time, select "Time" from
the Category box and select the type in the right box.
Date and time combinations are also listed. Press OK
when finished.



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Styles

The use of styles in Excel allow you to quickly format your worksheet,
provide consistency, and create a professional look. Select the Styles
drop-down box from the formatting toolbar (it can be added by
customizing the toolbar). Excel provides several preset styles:



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Comma - Adds commas to the number
and two digits beyond a decimal point.
Comma [0] - Comma style that rounds to
a whole number.
Currency - Formats the number as
currency with a dollar sign, commas, and
two digits beyond the decimal point.
Currency [0] - Currency style that rounds
to a whole number.
Normal - Reverts any changes to general
number format.
Percent - Changes the number to a
percent and adds a percent sign.

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Style Dialog Box

Create your own styles from the Style Dialog
Box.


Highlight the cell(s) you want to add a style to.
Select Format|Style... from the menu bar.



1.


Modify the attributes by
clicking the Modify button.
Check all the items under
Style includes that the
style should format.


Click Add to preview
the formatting changes
on the worksheet.
Highlight the style you
want to apply to the
paragraph and click
Apply.

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Create a New Style

Select the cell on the worksheet containing
the formatting you would like to set as a
new style.
Click the Style box on the Formatting
toolbar so the style name is highlighted.



1.


Delete the text in the
Style box and type the
name of the new style.
Press ENTER when
finished.

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Format Painter

A handy feature on the standard toolbar for formatting text is the
Format Painter. If you have formatted a cell with a certain font style,
date format, border, and other formatting options, and you want to
format another cell or group of cells the same way, place the cursor
within the cell containing the formatting you want to copy. Click the
Format Painter button in the standard toolbar (notice that your
pointer now has a paintbrush beside it). Highlight the cells you want to
add the same formatting to.
To copy the formatting to many groups of cells, double-click the
Format Painter button. The format painter remains active until you
press the ESC key to turn it off.

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AutoFormat

Excel has many preset table formatting
options. Add these styles by following these
steps:


1.


Highlight the cells that will be
formatted.



Select Format|AutoFormat from
the menu bar.
On the AutoFormat dialog box,
select the format you want to apply
to the table by clicking on it with
the mouse. Use the scroll bar to
view all of the formats available.


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1.


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Click the Options... button to select the
elements that the formatting will apply
to.
Click OK when finished.



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Formulas and Functions
The distinguishing feature of a spreadsheet program such as
Excel is that it allows you to create mathematical formulas and
execute functions.
Even the best calculator in the world cannot beat Excel at the
versatility it has with calculations.
I will proceed to show you how to create these calculations.



Formulas are entered in the
worksheet cell and must begin with
an equal sign "=".
The formula then includes the
addresses of the cells whose values
will be manipulated with
appropriate operands placed in
between.
After the formula is typed into the
cell, the calculation executes
immediately and the formula itself
is visible in the formula bar.
The formula multiplies the
quantity and price of each textbook
and adds the subtotal for each
book.

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Linking Worksheets

You may want to use the value from a cell in
another worksheet within the same workbook
in a formula.
For example, the value of cell A1 in the
current worksheet and cell A2 in the second
worksheet can be added using the format
"sheetname!celladdress".
The formula for this example would be
"=A1+Sheet2!A2" where the value of cell A1 in
the current worksheet is added to the value of
cell A2 in the worksheet named "Sheet2".
Note the - shows where you have to fill in
and are not part of the Formula!!!!

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Relative, Absolute, and Mixed
Referencing

Calling cells by just their column and row labels (such as "A1") is
called relative referencing.

When a formula contains relative referencing and it is copied
from one cell to another, Excel does not create an exact copy of
the formula. It will change cell addresses relative to the row and
column they are moved to.

For example, if a simple addition formula in cell C1
"=(A1+B1)" is copied to cell C2, the formula would change to
"=(A2+B2)" to reflect the new row.

To prevent this change, cells must be called by absolute
referencing and this is accomplished by placing dollar signs "$"
within the cell addresses in the formula. Continuing the previous
example, the formula in cell C1 would read "=($A$1+$B$1)" if
the value of cell C2 should be the sum of cells A1 and B1.

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Basic Functions

Functions can be a more efficient way of performing
mathematical operations than formulas. For example, if you
wanted to add the values of cells D1 through D10, you
would type the formula
"=D1+D2+D3+D4+D5+D6+D7+D8+D9+D10". A shorter
way would be to use the SUM function and simply type
"=SUM(D1:D10)". Several other functions and examples
are given in the table below:

Function Example Description
SUM =SUM(A1:100) finds the sum of cells A1 through A100
AVERAGE =AVERAGE(B1:B10
)
finds the average of cells B1 through B10
MAX =MAX(C1:C100) returns the highest number from cells C1 through
C100
MIN =MIN(D1:D100) returns the lowest number from cells D1 through
D100
SQRT =SQRT(D10) finds the square root of the value in cell D10
TODAY =TODAY() returns the current date (leave the parentheses
empty)
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Function Wizard

View all functions available in Excel by using the Function
Wizard.

Activate the cell where the function will be placed and click
the Function Wizard button on the standard toolbar.
From the Paste Function dialog box, browse through the
functions by clicking in the Function category menu on the
left and select the function from the Function name
choices on the right. As each function name is highlighted a
description and example of use is provided below the two
boxes

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EXAMPLE

Click OK to select a function.
The next window allows you to choose the cells that will be
included in the function. In the example below, cells B4 and
C4 were automatically selected for the sum function by Excel.
The cell values {2, 3} are located to the right of the Number
1 field where the cell addresses are listed. If another set of
cells, such as B5 and C5, needed to be added to the function,
those cells would be added in the format "B5:C5" to the
Number 2 field.



1.


Click OK when all the
cells for the function have
been selected.

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Autosum

Use the Autosum function to add the contents of a cluster of adjacent
cells.


1.


1.Select the cell that the sum will
appear in that is outside the
cluster of cells whose values will
be added. Cell C2 was used in
this example.
2.Click the Autosum button
(Greek letter sigma) on the
standard toolbar.
3.Highlight the group of cells that
will be summed (cells A2 through
B2 in this example).
4.Press the ENTER key on the
keyboard or click the green check
mark button on the formula bar.


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Sorting and Filling
Basic Sorts
To execute a basic descending or ascending
sort based on one column, highlight the cells
that will be sorted and click the Sort
Ascending (A-Z) button or Sort Descending
(Z-A) button on the standard toolbar.
Complex Sorts
To sort by multiple columns, follow these
steps:

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Highlight the cells, rows, or columns
that will be sorted.
Select Data|Sort from the menu bar.
From the Sort dialog box, select the
first column for sorting from the Sort
By drop-down menu and choose either
ascending or descending.
Select the second column and, if
necessary, the third sort column from
the Then By drop-down menus.


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1.


If the cells you highlighted
included the text headings in
the first row, mark My list
has...Header row and the first
row will remain at the top of the
worksheet.

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Click the Options button for special non-alphabetic or numeric
sorts such as months of the year and days of the week.



1.


Click OK to execute the sort.

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Graphics
Adding Clip Art
To add a clip art image to the worksheet, follow these steps:




Select Insert|Picture|Clip Art from the menu bar.



1.


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To find an image, click in the white box following
Search for clips. Delete the words "Type one or
more words. . ." and enter keywords describing the
image you want to use.
- OR -
Click one of the category icons.
Click once on the image you want to add to the
worksheet and the following popup menu will appear:



1.


Insert Clip to add the image to
the worksheet.
Preview Clip to view the image
full-size before adding it to the
worksheet. Drag the bottom,
right corner of the preview
window to resize the image and
click the "x" close button to end
the preview.


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Charts
Charts allow you to present data entered into the
worksheet in a visual format using a variety of graph
types. Before you can make a chart you must first
enter data into a worksheet. This page explains how
you can create simple charts from the data.

Chart Wizard

The Chart Wizard brings
you through the process of
creating a chart by
displaying a series of dialog
boxes.

Enter the data into the
worksheet and highlight all the
cells that will be included in the
chart including headers


1.

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Click the Chart Wizard button on the standard toolbar to view the
first Chart Wizard dialog box.
Chart Type - Choose the Chart type and the
Chart subtype if necessary. Click Next.



1.


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Chart Source Data - Select the data range (if different from the
area highlighted in step 1) and click Next.



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Chart Options - Enter the name of the chart and
titles for the X- and Y-axes. Other options for the
axes, grid lines, legend, data labels, and data table
can be changed by clicking on the tabs. Press Next
to move to the next set of options.



1.


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Chart Location - Click As new sheet if the chart
should be placed on a new, blank worksheet or
select As object in if the chart should be
embedded in an existing sheet and select the
worksheet from the drop-down menu.



1.

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Click Finish to create
the chart.

1.


Resizing the Chart
To resize the chart, click on its border and drag any of
the nine black handles to change the size. Handles on
the corners will resize the chart proportionally while
handles along the lines will stretch the chart.