UNIT - 1

Introduction to MS Excel
Part-1
 Introduction to MS Excel
• Microsoft Excel is a computer application
program written by Microsoft. It mainly comprises
tabs, groups of commands, and worksheets. It stores
the data in tabular form and allows the users to
perform manipulation operations on them.
• Microsoft Excel is an office use application designed
by Microsoft. It comes with Office Suite with several
other Microsoft applications, such as Word,
Powerpoint, Access, Outlook, and OneNote, etc. It is
supported in Windows as well as Mac operating
system too.
• Microsoft Excel is one of the most suitable
spreadsheet programs that help us to store
and represent the data in tabular form,
manage and manipulate data, create optically
logical charts, and more. Excel provides you
the worksheet to create a new document in it.
You can save the Excel file with .xls extension.
 Worksheet
• A worksheet is made of rows and columns that
intersect each other to form cells where data is
entered. It is capable of performing multiple tasks
like calculations, data analysis, and integrating data.
• In Excel worksheet, rows are represented by
numbers and columns by alphabets.
• A single Excel workbook can consist of several sheets,
named Sheet1, Sheet2, Sheet3… SheetN. You can
add one or more sheets to your Excel document.
Features of MS Excel
• AutoFormat: It allows the Excel users to use
predefined table formatting options.
• AutoSum: AutoSum feature helps us to
calculate the sum of a row or column
automatically by inserting an addition formula
for a range of cells.
• List AutoFill: It automatically develops cell
formatting when a new component is added
to the end of a list.
• AutoFill: This feature allows us to quickly fill cells with a
repetitive or sequential record such as chronological dates or
numbers and repeated documents. AutoFill can also be used
to copy functions. We can also alter text and numbers with
this feature.
• AutoShapes: AutoShapes toolbar will allow us to draw some
geometrical shapes, arrows, flowchart items, stars, and more.
With these shapes, we can draw our graphs.
• Wizard: It guides us to work effectively while we work by
displaying several helpful tips and techniques based on what
we are doing. Drag and Drop feature will help us to reposition
the record and text by simply dragging the data with the help
of the mouse.
• Charts: This feature will help you to present the data
in graphical form by using Pie, Bar, Line charts, and
more.
• PivotTable: It flips and sums data in seconds and
allows us to execute data analysis and generating
documents like periodic financial statements,
statistical documents, etc. We can also analyze
complex data relationships graphically.
• Shortcut Menus: The shortcut menu helps users to
make the work done through shortcut commands
that need a lengthy process.
Opening a new workbook
 Opening a blank workbook
automatically
• Click File then Options (Inside the More… in
the right panel).
• On the General tab, scroll down and go to
the Start up options.
• Here, uncheck the Shows the Start screen
when this program starts checkbox and then
click OK.
Excel Interface
 Quick Access Toolbar
• The Quick Access Toolbar contains some
common and most used commands of Excel,
which users repeatedly need while working
with Excel. By default, Save, Undo,
and Repeat commands are added in the quick
access toolbar.
• It provides fast access to its users by adding
most-used commands in it. This quick access
toolbar is customizable. It means you can add
other commands, whichever you need most.
 Ribbon
• Excel 2016 utilizes a tabbed Ribbon
system instead of traditional menus.
The Ribbon includes multiple tabs, each with
several groups of commands.
• File, Home, Insert, Page Layout, Formula,
Data, Review, View, and Help are the tabs
consists by the Excel ribbon.
Minimize and maximize ribbon
 Customizing Ribbon
• Right-click the Ribbon and then
choose Customize the Ribbon from the drop-
down menu.
• The Excel Optionsdialog box will occur. Locate
and select New Tab or New group, whichever
you want to add.
• Now, select a command from the left panel
and click the Add button to the new
customized tab/group. You can also drag the
commands directly into a group.
 Formula Bar
• In the formula bar, we can enter or edit data,
a formula, or a function that will occur in a
specific cell. It allows to write the function and
formulas to manipulate the data.
 Name Box
• The Name box presents the location
or "name" of a selected cell.
• In the image, cell B4 is selected. Noted that
cell B4 is where column B and row 4 intersect.
 Worksheet View Option
• Excel 2016 has a variety of displaying options that
change how our workbook is showed. We can
choose to view any workbook in the Normal
view, Page Layout view, or Page Break view.
These views can be useful for several tasks,
especially if we're planning to print the
spreadsheet.
• To change the worksheet views, locate and
choose the desired worksheet view command in
the bottom-right corner of the Excel window.
 Zoom Control
• To use a Zoom control, click and drag
the slider. The number to the right of the
slider reverse the zoom percentage. It
presents at the bottom right corner of the
Excel worksheet.
 Workbook
• An Excel workbook is a collection of
worksheets that stores the data inside rows
and columns. A new Excel workbook is default
named as Book1.
• A single Excel worksheet consists of around
1,048,576 and 16,384 columns.
• A workbook has several worksheets, named
as Sheet1, Sheet2, Sheet3, … SheetN.
• One worksheet can be active at a time.
 Worksheet
• Whenever we create a new Excel workbook, it
will include one worksheet named Sheet1.
• A worksheet is a framework of columns and
rows where columns are identified by letters
running across the top of worksheet, and rows
are identified by numbers running down the
left side of the worksheet.
 Operations on Worksheets
• To rename a worksheet
• To insert a new worksheet
• To delete a worksheet
• To copy a worksheet
• Copy a worksheet to another workbook
• To move a worksheet
• To change the worksheet color
Insert a Row in Excel
Deleting a row
Insert a Column in Excel
Cells
• Excel provides the feature to select multiple
cells at one time. A group of selected cells is
collectively known as cell range.
• A cell range covering B2, B3, B4, B5, B6, B7,
B8, B9, and B10 would be addressed
as B1:B10.
• Cell Range: B1: B10
Select a cell
Select cell range
 Insert content to a cell
• Click and select the cellwhere you want to
insert the content.
• Type in the desired data into the selected cell,
then click the enter button or move your
cursor to another cell. The content will be
shown in the cell and the formula bar.
 Delete cell content
• Click and select the cell.
• To delete the cell content, press the Delete or
Backspace key from your keyboard.
• If you want to delete multiple cells, select the
cell range and press the Delete key
 Delete cell(s)
• Click and select the cell(s).
• Right-click on the cell. The dialog box will be
displayed. Choose Delete.
• The Delete dialog box will occur. Choose the
'entire row' option.
• The cell will be immediately deleted and the
cells lying below will shift up.
 Drag and drop cells
Instead of copying and pasting the data, you can
use the drag and drop option to move cell
content from one cell to another.
• Click and select the cell(s).
• Point your cursor over the border of the
selected cell(s) till it changes to a black cross
with four arrows.
Select Multiple Continuous Cells
Select a Single Row/single column
 Select Multiple Contiguous
Rows/Columns
• For example, suppose that you want to
select row numbers 5, 6, and 7 together.
• Bring your mouse cursor over row number
5 in the Excel worksheet.
• Double click the left cursor to select Row 5,
but keep the mouse left button pressed as we
have to select multiple rows.
 Select Multiple Non-Adjacent
Rows/Columns
• Not always, we work with contiguous
Rows/Columns. We may require it to work
with non-adjacent rows/columns as well.
• To select random cells, rows, or columns in
Excel, we have to use a keyboard and mouse
combination.
 Select the Cells in the Excel Table
• With the help of Excel keyboard shortcuts,
selecting the table cells of the worksheet can
be done in a blink of time.
• Press Ctrl+A will select all cells in one go
 Select Cells Using Name Box
• whenever you type any cell address in the name
box, it selects all the mentioned cells or cell
range.“
• Let's suppose we have to select multiple non-
contiguous cells, unlike B12, N43, and Z50.
• Click on the namebox. Types in the cell
address that you want to select. Separate the cell
references with a comma in case you want to
select multiple cells. For example, in our case, we
will type in B12, N43, Z50. Press Enter button