1

05-03-2024
MS EXCEL
 INTRODUCTION TO MS-
EXCEL
 Excel is a computer program used to create electronic
spreadsheets.
2

 Within excel, a user can organize data ,create charts and

perform calculations.

 Excel is a convenient program because it allows a user to

create large spreadsheets, reference information, and it
allows for better storage of information.

 Excel operates like other Microsoft(MS) office programs

and has many of the same functions and shortcuts of
other MS programs.
MS EXCEL 05-03-2024
 OVERVIEW OF EXCEL
 Microsoft excel consists of workbooks.
Within each workbook, there can be
any number of worksheets.
3
 Each worksheet contains Columns
and Rows.

 Where a column and a row intersect is

called a cell. For e.g. cell D5 is located
where column D and row 5 meet.

 The tabs at the bottom of the screen

represent different worksheets within a
workbook. You can use the scrolling
buttons on the left to bring other
worksheets into view.
MS EXCEL 05-03-2024
 OFFICE BUTTON
CONTAINS…
NEW-TO OPEN NEW
WORKBOOK. (CTRL+N)
OPEN-TO OPEN EXISTING
DOCUMENT (CTRL+O)
4
SAVE-TO SAVE A DOCUMENT.
(CTRL+S)

SAVE AS-TO SAVE COPY

DOCUMENT. (F12)
PRINT-TO PRINT A DOCUMENT.
(CTRL+P)
PREPARE-TO PREPARE DOCUMENT FOR DISTRIBUTION.
SEND-TO SEND A COPY OF DOCUMENT TO OTHER PEOPLE.
PUBLISH-TO DISTRIBUTE DOCUMENT TO OTHER PEOPLE.
CLOSE-TO CLOSE A DOCUMENT (CTRL+W).

MS EXCEL 05-03-2024
 THE THREE
RIBBONS PARTS OF THE
RIBBON ARE
TABS

GROUPS
5

COMMANDS

1 TABS:THERE ARE SEVEN TABS ACROSS THE

TOP OF THE EXCEL WINDOW.
GROUPS: GROUPS ARE SETS OF RELATED
COMMANDS,DISPLAYED ON TABS.
COMMANDS: A COMMAND IS A BUTTON,A
MENU OR A BOX WHERE YOU ENTER
INFORMATION.
MS EXCEL 05-03-2024
 WORKING WITH CELLS

TO COPY AND PASTE CONTENTS:

Select the cell or cells you wish to copy.
Click the Copy command in the Clipboard group on the Home tab.
Select the cell or cells where you want to paste the information.
Click the Paste command.
The copied information will now appear in the new cells.
MS EXCEL 05-03-2024
 WORKING WITH CELLS

To Cut and Paste Cell Contents:

Select the cell or cells you wish to cut.
Click the Cut command in the Clipboard group on the Home tab.
Select the cell or cells where you want to paste the information.
Click the Paste command.
The cut information will be removed and now appear in the new cells.
MS EXCEL 05-03-2024
 FORMATTING TEXT

TO FORMAT TEXT IN TO CHANGE THE FONT

BOLD, ITALICS OR STYLE:
UNDERLINE: Select the cell or cells you want to format.
Left-click a cell to select it or drag Left-click the drop-down arrow next to
your cursor over the text in the the Font Style box on the Home tab.
formula bar to select it. Select a font style from the list.
Click the Bold, Italics or
underline command.
MS EXCEL 05-03-2024
 FORMATTING TEXT

TO CHANGE THE FONT TO ADD A BORDER:

SIZE: Select the cell or cells you want to
Select the cell or cells you want to format.
format. Click the drop-down arrow next to
Left-click the drop-down arrow next the Borders command on the Home
to the Font Size box on the Home tab. tab. A menu will appear with border
Select a font size from the list. options.
MS EXCEL 05-03-2024
 FORMATTING TEXT

10

TO CHANGE THE TEXT TO ADD A FILL

COLOUR: COLOUR:
Select the cell or cells you want to format. Select the cell or cells you want to
Left-click the drop-down arrow next to format.
the Text Color command. A color palette Click the Fill command. A color
will appear. palette will appear.
Select a color from the palette. Select a color from the palette.
MS EXCEL 05-03-2024
 CONDITIONAL FORMATTING
TO APPLY CONDITIONAL
FORMATTING:
Select the cells you would like to format.
11
Select the Home tab.
Locate the Styles group.
Click the Conditional Formatting command. A menu
will appear with your formatting options.

TO REMOVE CONDITIONAL
FORMATTING:
Click the Conditional Formatting command.
Select Clear Rules.
Choose to clear rules from the entire worksheet or the
selected cells.

MS EXCEL 05-03-2024
 CONDITIONAL FORMATTING

12

TO MANAGE CONDITIONAL
TO APPLY NEW FORMATTING:
FORMATTING: Click the Conditional Formatting
Click the Conditional command.
Formatting command. Select New Select Manage Rules from the menu. The
Rules from the menu. There are Conditional Formatting Rules Manager dialog
different rules, you can apply these box will appear. From here you can edit a rule,
rules to differentiate particular cell. delete a rule, or change the order of rules.
MS EXCEL 05-03-2024
 TO INSERT ROWS & COLOUMS

NOTE:
1. The new row always
appears above the
selected row.
13
2. The new column always
appears to the left of the
selected column.

TO INSERT ROWS:
Select the row below where you want the new row to appear.
Click the Insert command in the Cells group on the Home tab. The row will
appear.
To Insert Columns:
Select the column to the right of where you want the column to appear.
Click the Insert command in the Cells group on the Home tab. The column
will appear.
MS EXCEL 05-03-2024
 EDITING- FILL
 IN THE LOWER RIGHT HAND CORNER OF THE ACTIVE
CELL IS EXCEL’S “FILL HANDLE”.WHEN YOU HOLD
YOUR MOUSE OVER THE TOP OF IT, YOUR CURSOR WILL
TURN TO A CROSSHAIR.
14

 IF YOU HAVE JUST ONE CELL SELECTED, IF YOU CLICK

AND DRAG TO FILL DOWN A COLUMN OR ACROSS A
ROW, IT WILL COPY THAT NUMBER OR TEXT TO EACH
OF THE OTHER CELLS.

 IF YOU HAVE TWO CELLS SELECTED, EXCEL WILL FILL

IN A SERIES. IT WILL COMPLETE THE PATTERN.FOR
EXAMPLE,IF YOU PUT 4 AND 8 IN TWO CELLS SELECT
THEM,CLICK AND DRAG THE FILL HANDLE ,EXCEL WILL
CONTINUE THE PATTERN WITH 12,16,20.ETC.
 EXCEL CAN ALSO AUTO- FILL SERIES OF DATES, TIMES,
DAYS OF THE WEEK, MONTHS.
MS EXCEL 05-03-2024
 SORTING
TO SORT IN ALPHABETICAL ORDER:
Select a cell in the column you want to sort (In
this example, we choose a cell in column Q).
Click the Sort & Filter command in the Editing
group on the Home tab.
15
Select Sort A to Z. Now the information in the
Category column is organized in alphabetical
order.

TO SORT FROM SMALLEST TO LARGEST:

Select a cell in the column you want to sort
(In this example, we choose a cell in
column Q).
Click the Sort & Filter command in the
Editing group on the Home tab.
Select From Smallest to Largest. Now
the information is organized from the
smallest to largest amount.
MS EXCEL 05-03-2024
 CELL REFERENCING

16
A RELATIVE CELL
REFERENCE AS
(A1) IS BASED ON
IN CELL (C1) SUM FUNCTION IS USED. THE RELATIVE
THE FUNCTION FROM CELL (C1) IS COPIED TO POSITION OF THE
CELL (D3).
CELL. IF THE
WHEN THE POSITION OF THE CELL IS CHANGED
FROM (C1) TO (D3),THEN THE REFERENCE IS ALSO POSITION OF THE
CHANGED FROM (A1,B1) TO (B3,C3). CELL THAT
CONTAINS THE
REFERENCE
CHANGES, THE
REFERENCE ITSELF
IS CHANGED.
MS EXCEL 05-03-2024
 CELL REFERENCING
AN ABSOLUTE
CELL
REFERENCE AS
17 ($A$1) ALWAYS
REFERS TO A
CELL IN A
IN CELL (C1) SUM FUNCTION IS USED. SPECIFIC
THE FUNCTION FROM CELL (C1) IS COPIED TO CELL LOCATION. IF THE
(D3). POSITION OF THE
WHEN THE POSITION OF THE CELL IS CHANGED CELL THAT
FROM (C1) TO (D3),THEN THE ABSOLUTE REFERENCE CONTAINS THE
REMAINS THE SAME(A1,B1).$ IS USED FOR FORMULA
CONSTANT ROW OR COLUMN. CHANGES, THE
ABSOLUTE
REFERENCE
REMAINS THE
SAME.
MS EXCEL 05-03-2024
 CELL REFERENCING

A MIXED
18
REFERENCE HAS
EITHER AN
ABSOLUTE COLUMN
AND RELATIVE ROW
IN CELL (C1) SUM FUNCTION IS USED.
OR ABSOLUTE ROW
THE FUNCTION FROM CELL (C1) IS COPIED TO CELL
(D3).
AND RELATIVE
WHEN THE POSITION OF THE CELL IS CHANGED COLUMN. AN
FROM (C1) TO (D3),THEN ROW REFERENCE IS ABSOLUTE COLUMN
CHANGED(FROM 1 TO 3) BUT COLUMN REFERENCE REFERENCE TAKES
REMAINS SAME(A,B). THE FORM $A1,
$B1.AN ABSOLUTE
ROW REFERENCE
TAKES THE FORM
A$1, B$1.
MS EXCEL 05-03-2024
 FUNCTIONS

SYNTAX OF SUMIF
=SUMIF(RANGE,CRITERIA,SUM
_RANGE)
19

RANGE-
Range of cells on which conditions
are applied.
CRITERIA-
Condition that defines which cell or
= cells will be added.
= SUM RANGE-
Actual cells to sum.

NOTE:-
WITHOUT If sum range is not used then range
SUM_RANGE is used for sum.

MS EXCEL 05-03-2024
 FUNCTIONS

SYNTAX OF IF
=IF(LOGICAL TEXT, VALUE IF
TRUE, VALUE IF FALSE)
20
=
=
=
= LOGICAL TEXT-
= Any value or expression that can be
= evaluated to TRUE or FALSE.
=
VALUE IF TRUE-
IN COLUMN B DIFFERENT Value that is returned if logical text
CONDITIONS ARE USED AND is TRUE.
BASED ON THIS, IN COLUMN
C DIFFERENT RESULTS ARE VALUE IF FALSE-
SHOWN. Value that is returned if logical text
is FALSE.
MS EXCEL 05-03-2024
 COUNT FUNCTIONS
SYNTAX OF COUNT
FUNCTIONS
1. COUNT
= =COUNT(VALUE1,VALUE2,…)
= 21
= 2. COUNTA
= =COUNTA(VALUE1,VALUE2,…)
3. COUNTBLANK
=COUNTBLANK(RANGE)
4. COUNTIF
=COUNTIF(RANGE,CRITERIA)

COUNT ONLY COUNT COUNT NO. OF

COUNT
CELLS THAT CELLS THAT CELLS THAT
CELLS THAT
CONTAINS ARE NOT MEET GIVEN
ARE BLANK.
NUMBER. EMPTY. CONDITION.

MS EXCEL 05-03-2024
 OTHER FUNCTIONS

USES OF FUNCTIONS
= 22

NOW RETURNS CURRENT DATE AND

TIME.
=

TODAY RETURNS CURRENT DATE ONLY.

=
MOD RETURNS THE REMAINDER AFTER
A NO. IS DIVIDED BY A DIVISOR.
=
LEN RETURNS THE NO. OF CHARACTERS
IN A TEXT STRING.
=
SUM ADD ALL THE NUMBERS.
MS EXCEL 05-03-2024