1

Diploma in Excel

Setting the
Stage
2

Contents

3 Lesson 1 Objectives

Introduction

4 Navigating

8 Worksheets

11 Cursors

13 Formatting

16 Data Entry

18 Examples of lists in Excel

19 Additional Resources

References
3

Lesson 1 Objectives
• Understand what Excel is and the purpose of Excel
• Be able to navigate around an Excel worksheet using
your mouse and keyboard shortcuts
• Understand key vocabulary specific to Microsoft
applications
• Be able to perform basic formatting of cells using the
Font group
• Use four common basic functions (SUM, COUNT, MIN,
MAX)

Introduction
Everyone in the world experiences challenges
daily. From remembering what to pick up at
the supermarket to daily, weekly and monthly
deadlines at work. Whether it is planning a
wedding, a birthday party, a project at work
or just keeping track of the scores of a sports
game. Answers to these challenges take the
form of raw data. Raw data that can be created,
organised and analysed. This is the magic
that can be created in Excel. Each element is
a trick that can be used to solve some of the
challenges we experience in our daily lives.
But before even creating the data within Excel,
like a tree needs its roots, we need a basic
understanding of this amazing application While often overlooked, navigating Excel is the first
where the possibilities are endless. building block in the foundation on which to build bigger
and better things.
4

Navigating
The first step in the journey is understanding what Excel is.

What is Excel?

The word ‘excel’ is defined as to ‘be exceptionally good at or proficient in an activity or subject’ (Oxford, 2020). This is a
really fitting definition as Excel, being a spreadsheet application, is exceptionally good at housing data and having the
functionality to allow users to interact with the data in various ways. Excel comes with the Microsoft Office package
and, in my opinion, is one of the most effective productivity tools in the market.

Why use Excel?

There are several reasons why I would strongly recommend using Excel. It is an application that allows you to create,
understand, organise, analyse, graphically represent and store data. It has fantastic features including the ability
to collaborate where two or more people can work in the same workbook at the same time if you have a Microsoft
365 license (Microsoft 2020, 2020). Excel is extremely efficient and can even be used in your personal life to logically
arrange data. One of my favourite reasons for using Excel is its ability to automate routine tasks. This will be covered
more in modules three and four.

Did you know?

Of all the US businesses surveyed, 63% still rely on Excel as their main budgeting tool. (Half, 2018)
5

First Steps

We are unique in our thoughts, in the way we experience the world and most especially in our ways of working. The
Microsoft Office package caters to this in that there are many options available to you in order to complete a task
depending on your style of working. You may often have the question, “Is there another way of doing this?” and 9 out
of 10 times the answer will be yes.

Step 1: Open a workbook

Once you have opened Excel, you will land onto the welcome screen.

Here you will find two options.

Option 1: Home > Blank workbook
Option 2: New > Blank workbook

Alternatively, you can browse for a workbook you have worked on recently by selecting ‘Open’.

Shortcut key: Ctrl + N

6

Step 2: Close a workbook

You can select the red X button option on the top right of the screen, or you can select File > Close.

Shortcut key: Ctrl + W

Step 3: Save a workbook

You can select the little disk icon at the top left of the screen. You can select File > Save.
Tip: Turn on your AutoSave if you are prone to forgetting to click save regularly.

Shortcut key: Ctrl + S

7

Step 4: Minimise and maximise

The options to minimise the workbook click the thin line icon at the top right of your screen to completely minimise
the screen.

Restore down, the double square icon that appears after the minimise icon, partially minimises the screen
The maximise function becomes available in the restore down position. This is indicated with a single square appearing
next to the minimise icon.

The final option is to right-click on the heading of your excel workbook where you can then access the restore down,
minimise and maximise commands.

Tip: The Restore Down function is useful for comparing workbooks side-by-side or for multi-tasking. If you change the
dimensions of the window in the restored down position, the layout is saved for when you next select Restore Down.

Full screen mode

Minimise Maximise Close

Restore down mode

Minimise Maximise Close

Did you know?

The setup and basic commands, covered in the previous section, are common throughout the Microsoft Office package.
Most of the keyboard shortcuts will work in any Microsoft application as well.
8

Worksheets
Worksheets are specific to Excel and are the backbone of Excel. Worksheets are made up of rows, shown as numbers,
and columns, shown as letters, as well as lots of blocks called cells, which is where you will organise your data.

Did you know?

There are indeed 16,384 rows and
1,048,576 columns in a single worksheet in
Excel. Now that is a lot of data!

Elements of the workspace

There are several elements that make up the Excel workspace. These elements comprise the tabs, ribbons, groups,
formula bar and status bar.

The tabs run across the top of the workspace, with each one being divided into groups. These groups make up the
ribbon. You can think of the groups and tabs as a well-organised filing system. Just below the ribbon you will find the
formula bar; and right at the bottom of the workspace is called the status bar
9

The status bar is great for high-level snapshots of data without needing to use a formula. Just by highlighting
a range of numbers, you will be able to see the Average, Count and Sum of the range without needing to use a
calculator.

NOTES
10

Navigating the worksheet

Unsurprisingly, there are options for navigating a worksheet. You can make use of the scroll bars in conjunction with a
mouse, or the keyboard shortcuts or even a combination. There is a vertical scroll bar to assist you in moving up and
down as well as a horizontal scroll bar for navigating left or right.

Shortcut key:

Ctrl + Ctrl + Ctrl + Ctrl +

Tip: Shortcuts increase your efficiency when working across multiple worksheets or multiple workbooks.

Did you know?

Ctrl + home takes you to cell A1. Navigation shortcuts help you to manoeuvre within large tables as well.

NOTES
11

Cursors
There is another tool to help you understand Excel better and that is the much-overlooked cursor also known as the
mouse pointer. The role of the cursor is key as it is an indicator of where your mouse is on the screen. It forms an
important part of being able to navigate Excel. As you move the cursor, depending on the data in Excel, it changes
shape and provides you with a clue as to the function or command available to you at that point.

Using your cursor, you can select any cell in Excel. The selected cell will be indicated by a thick border, this is known
as the active cell.

Just as you have a home address, so do cells. The cell address, found in the name box at the top left of the workspace,
will also indicate to you, which cell is currently active in the workbook.

NOTES

Selecting and highlighting

The general pointer that becomes available when hovering

over a cell you want to select. You can highlight a group or
range of cells by hovering over the first cell in the range,
holding the left-click button and dragging your mouse
over the entire range. You can highlight rows or columns
or both.

Fill handle

If you select one cell and hover your mouse over the
bottom right corner of the active cell, the cursor changes to
a thin black cross. By holding down on the left-click button
you can extend data. This is a quick way to copy and fill in
information efficiently.
12

I - beam

The insertion cursor appears by double-clicking in a cell. It mimics the capital letter “I” and creates a flashing vertical
line in the active cell.

Menu selector

The white triangular cursor appears when working with menus and appears if you hover your mouse anywhere above
the formula bar.

Row and column selector

This black arrow is unique to excel and that allows you to select an entire row or entire column or several as is needed.

Used for selecting cells.

The I-beam which indicates the cursor position when editing a cell entry.

The fill handle. Used for copying formula or extending a data series.

To select cells on the worksheet. Selects whole row/column when positioned

on the number/letter heading label.

Pointer for menus or moving a selection. When Copying a section

a small cross appears.

NOTES
13

Formatting
In the Home tab, you will find your formatting toolkit.
NOTES

You can choose from an array of different font styles and

change the size of the font by selecting the size from the
drop-down list or using the increase and decrease font size
buttons.
14

You can choose from an array of different font styles and change the size of the font by selecting the size from the drop-
down list or using the increase and decrease font size buttons.

Shortcut key:

Bold: Ctrl + B

Italics: Ctrl + I

Underline: Ctrl + U

Did you know?

The ALT key on your keyboard is an abbreviation for alternate. It provides an alternative method of accessing certain
commands within the tabs and ribbons. For example instead of using Ctrl + B to bold your text you can use Alt + H + 1.

You can also create borders around the cells to group data together or make the data easier to read.

Shortcut key:

Bold: Alt + H + 1

Italics: Alt + H + 2

Underline: Alt + H + 3
15

The final option in the Font group is the

ability to change the background colour of
the cell and the colour of the font. This adds
a nice touch to your spreadsheet and aids
presentation.

If you have experienced typing in a cell and your

numbers or words do not fit, you can highlight
the column and adjust the width. You follow the
same process for adjusting the row height and
in doing these adjustments you will encounter
another cursor, the two-headed arrow to allow
you to resize. When you see the two headed
arrow you have the option to click and drag the
column or row to the correct height and width
or you can simply double click.

NOTES
16

Data Entry
Data types

There are three main types of data that can be used in Excel. (Koers, 2020) These are:
• Text
• Numbers
• Formulas

Function vs formula

The terms ‘function’ and ‘formula’ are used interchangeably, however, there is a difference. Functions are predefined
pieces of code that require the user to add specific types of values in a specific order. Formulas are instructions that
the user gives to Excel to perform a calculation like adding two numbers together. It is worthwhile noting that formulas
can contain functions.

Basic functions

When you use a function in Excel it requires you to enter the information in a set structure called syntax. The basic
syntax for all functions is made up of three elements:
• Equals sign
• Function name
• Brackets (or parentheses)
17

SUM

Syntax: =SUM(number1, [number2],…)

This is used when you need to calculate the total of a range of numbers. This is an alternative method for using the
plus (+) sign. The benefit of the SUM function is that it allows you to quickly add together multiple ranges of numbers.

MIN and MAX

Syntax: =MIN(number1, [number2],…)

Syntax: =MAX(number1, [number2],…)

These can be used in order to determine the smallest and the largest number in a range.

COUNT

Syntax: =COUNT(number1, [number2],…)

This function is used to count the number of items in a range. The limitation of this function is that it cannot count
items of a text type.

AUTO functions
Even more efficient than manually typing the
functions is using AUTO functions. You can
select AUTOSUM, AUTOMIN, AUTOMAX and
AUTOCOUNT numbers from the drop-down
list.

COPY and PASTE

These commands can be found in the clipboard
group of the Home tab. If you find yourself
needing to retype data or requiring a copy of
a range of data, you can utilise the copy and
paste commands. If you need to move data or a
range of data, you can utilise the cut and paste
commands.
18

Examples of lists in Excel

Figure B: (Treacy, 2017)

Figure C: (Harkins, 2017)

19

Additional Resources

• https://www.mngfoa.org/vertical/sites/%7B7D7FB9FD-FE29-48B0-B202-110F84183CE0%7D/uploads/Excel_
Navigation_Selection.pdf
• https://edu.gcfglobal.org/en/excel2010/working-with-basic-functions/1/

References
Half, R., 2018. Roberthalf.com. [Online]
Available at: https://www.roberthalf.com/blog/salaries-and-skills/excel-for-finance-professionals-still-king-of-the-
spreadsheets [Accessed 21 May 2020].
Harkins, S., 2017. How to create two advanced dynamic lists in Excel. [Online]
Available at: https://www.techrepublic.com/blog/microsoft-office/two-advanced-uses-for-lists-in-excel/ [Accessed 21
May 2020].
Koers, D., 2020. Dummies - A Wiley Brand. [Online]
Available at: https://www.dummies.com/software/microsoft-office/excel/excel-2010s-three-data-types-and-their-
default-formats/ [Accessed 20 May 2020].
Microsoft 2020, 2020. Collaborate on Excel workbooks at the same time with co-authoring. [Online]
Available at: https://support.office.com/en-us/article/collaborate-on-excel-workbooks-at-the-same-time-with-co-
authoring-7152aa8b-b791-414c-a3bb-3024e46fb104 [Accessed 20 May 2020].
Oxford, 2020. lexico.com. [Online]
Available at: https://www.lexico.com/en/definition/excel [Accessed 25 May 2020].
Quora, 2018. Quora.com. [Online]
Available at: https://www.quora.com/Why-does-the-mouse-pointer-changes-from-an-arrow-to-a-white-cross-in-MS-
Excel [Accessed 21 May 2020].
The Washington Post, 2020. The Washington Post. [Online]
Available at: https://www.washingtonpost.com/local/obituaries/larry-tesler-inventor-of-copy-and-paste-computer-
functions-dies-at-74/2020/02/20/e5699f6e-541c-11ea-9e47-59804be1dcfb_story.html [Accessed 21 May 2020].
Treacy, M., 2017. Excel Conditional Formatting Highlight matches in list. [Online]
Available at: https://www.myonlinetraininghub.com/excel-conditional-formatting-highlight-matches-in-list [Accessed
21 May 2020].