Introduction to Excel

Introducing Microsoft Excel - Start a new Exce

Visual Overview - Ribbon, Tabs,groups, button
Workbook - Saving a new workbook
Worksheet - Name/Rename, add, move and d
Entering Data - Text, Numbers, Boolean, Emp
Autofill
Wrap Text - cannot wrap numbers
Adjusting column widths and Rows
Inserting and Deleting Columns and Rows
Cell Reference
Cell Range or Range Reference
Formulas
What Excel does: Calculations, Data Analysis
Cursors - different type of cursors - Selection,
Keyboard shortcuts
Minimizing, restoring and Closing Buttons
Number Formatting
Formatting a Worksheet
Page setup and printing
l - Start a new Excel workbook
Tabs,groups, buttons, Naming a workbook, Columns headings, Rows headings, Cells, na
workbook Grade
e, add, move and delete Name Quiz 1 Quiz 2 Quiz 3 Quiz 4
Maximum Possible Points 30 30 30
bers, Boolean, Empty Cell
Faith 27 18 30
Mason 15 13 19
umbers Carmen 21 24 27
nd Rows Miles 10 20 20
Marcus 13 22 12
umns and Rows
Violet 17 18 10
Cecelia 18 24 30
RoseMary 20 15 18
Kaitlyn 28 29 21
Average Score 18.77778 20.33333 20.77778 22.888
ons, Data Analysis
cursors - Selection, moving and copying

Closing Buttons
s headings, Cells, name box, formula bar
GradeBook for Summer Quarter
z2 Quiz 3 Quiz 4 Test 1 Test 2 Test 3 Test 4 Total Score % Grade % Grade
30 30 30 100 100 100 100 520
18 30 29 70 88 50 100 412 79.23% 79.23
13 19 10 88 76 72 80 373 71.73% 71.73
24 27 30 88 98 100 95 483 92.88% 92.88
20 20 17 99 99 70 100 435 83.65% 83.65
22 12 28 60 70 93 100 398 76.54% 76.54
18 10 22 65 63 81 100 376 72.31% 72.31
24 30 27 79 98 96 99 471 90.58% 90.58
15 18 27 76 95 80 100 431 82.88% 82.88
29 21 16 73 100 100 100 467 89.81% 89.81
.33333 20.77778 22.88889 77.55556 87.44444 82.44444 97.11111
Grade % Grade

79.23% 79.23%
71.73% 71.73%
92.88% 92.88%
83.65% 83.65%
76.54% 76.54%
72.31% 72.31%
90.58% 90.58%
82.88% 82.88%
89.81% 89.81%
 Excel Layout:
Column Headers = Letters, like Column D, 16,384 columns
Row Headers = Numbers, like row 20, 1,048576 rows
Cells = Intersection of Column and Row, like cell D20 this intesects in column D and Row
20,
16,384*1,048,576 = 17,179,869,184 cells
Horizontal & Vertical Scroll Bars & Buttons = Expose more rows or columns of cells
Worksheets = Sheet = All The Cells
Sheet Tab Names = Name of Sheet, like the name of this sheet "Structure"
Active Sheet is the Worksheet that is Selected

Double-click Sheet Tab to rename. ALWAYS name a sheet so that it communicates the
purpose of the sheet. DO NOT use default names Sheet1, Sheet2
Right-click Sheet Tab, Tab Color to add color to Sheet Tab
Workbooks = All Worksheets (later we will see that a workbook
can contain other objects like a Data Model or Query)
File = Workbook, like this workbook file that is named "M365 Excel Basics Video 1.xlsx"
Ribbon Tabs = contains commands.
Keyboard to show or hide Ribbon: Ctrl + F1 (toggle)
Quick Access Toolbar = QAT = contains commands
Right-click features in Ribbon Tabs, Add To QAT
Right-click QAT to move below or above Ribbon

Navigate to new Worksheets:

1) Click Sheet Tab = Activates a Worksheet
2) Worksheet Scroll Arrow exposes more Worksheets
without moving Active Worksheet
3) … icons selects next hidden worksheet to make it the Active Worksheet
4) Activate dialog box (right-click Worksheet Scroll Arrows)
5) Keyboard to Move Active Sheet = Ctrl + PageDown (Right) or PageUp (Left)

829651287.xlsx - Structure Page 5 of 21

 Types of Cursors

829651287.xlsx - Cursors Page 6 of 21

 Keyboard and Keyboard Shortcuts
Keyboard Shortcuts are Fast! Some useful Keyboard Shortcuts:
Jump to end of current region => Ctrl + Arrow
Highlight to end of current region => Ctrl + Shift + Arrow
Sum Function => Alt + =
Open Format Cells dialog box if cell or range is selected => Ctrl + 1
Open Chart Format Task Pane if chart is selected => Ctrl + 1
Many, many more that we will learn in class …
Entering Data & Formulas into Cells:
Ctrl + Enter = Puts the content into active cell and keeps active cell selected. Use this when your goal is to put the content into
the active cell and immediately do something to the active cell, like copy or format it.
Enter = Puts the content into active cell and moves the selected cell down by one row. Use this when your goal is to put the
content into the active cell and immediately do something in the cell below, like enter more content.
Shift + Enter = Puts the content into active cell and moves the selected cell up by one row. Use this when your goal is to put the
content into the active cell and move the selected cell up by one row, like when you need to enter a formula but the worksheet
screen does not show the active cell.

Tab = Puts the content into active cell and moves the selected cell to the right by one column. Use this when your goal is to put
the content into the active cell and immediately do something in the cell to the right, like enter more content.

Shift + Tab = Puts the content into active cell and moves the selected cell to the right by one column. Use this when your goal is
to put the content into the active cell and immediately do something in the cell to the left, like enter more content.
Selection keyboards
Ctrl + Shift + Arrow = Selects a range of cell content in the direction of the arrow, stops when it bumps into the first empty cell.
Use this when you want to quickly highlight a column or row of cell content. If there is no content when you invoke this keyboard,
then this keyboard jumps all the way to the edge of the worksheet.
Ctrl + * (Number Pad) = Ctrl + Shift + 8 (Standard Keys) = Selects the current region, which means everything in all directions
from the active cell, up to the first complete row or column of empty cells, or it bumps into the worksheet row numbers or column
letters. This is the keyboard shortcut to instantly select a whole table.
Shift + Arrow = Highlights one cell at a time in the direction of the arrow, incrementing slowly on each click of the arrow. The
trick is to hold the Shift key and then tap the arrow key, once for each character that you want to select. This is useful when you
have a small selection to make within a larger block of cells.
Navigation Keys

Ctrl + Home = Jumps the active cell to cell A1. This is convenient when you want to jump to the very top of the worksheet.
Ctrl + End = Jumps the active cell to last cell used in entire worksheet. You can use this to jump to the very bottom of your work
area.
Ctrl + Arrow = Jumps the active cell to last cell with content, in the direction of the arrow, stopping when it bumps into the first
empty cell. This keyboard is great when you want to jump to the last bit of data in a row or a column.
Ctrl + . (period or Decimal key) = Jumps the active cell to next corner in a selected range. This keyboard only jumps between the
four corners of a selected range. It is useful for navigating the four corners of a large table.
Ctrl + Backspace = Jumps the screen back to the active cell. This keyboard works whether or not the active cell is in edit mode
or the cell is just selected. It is a great keyboard when the active cell is off screen, but you need to instantly jump back to the
active cell.
Other Keyboards
F2 = put cell in edit mode.
F4 = Toggles between the different types of cell references in a formula.
F7 = Spell Check.
F9 = Evaluate Formula Element.
Ctrl + C = Copy.
Ctrl + V = Paste.

829651287.xlsx - Keyboards (an) Page 7 of 21

 Alt + = (Equal Sign) = Insert SUM function into cell.
Ctrl + Backspace = Jump Back to Active Cell.
Shift + Enter = Puts the content into active cell and moves the selected cell up by one row.
Alt, N, V, T = Open Create PivotTable dialog box.
Alt, N, V = Open Create PivotTable dialog box if you do not have a Power BI Account or you are not logged in.
Alt, P, S, P = Open Page Setup dialog box.
Alt, A, M = Remove Duplicates.
Alt, A, D, M = Open Data Model.
Right-Click Key, B, V = Convert Excel Table to Range.
Alt, “Position of Item in QAT” = Invoke button from QAT based on position of button in QAT.
Ctrl + F1 = Toggles Tabs in Ribbon to Show or Hide.

Laptop Keyboards:
Fx (Fn) + F12 = Save As when keyboards require the Fx Function Key.

Fx (Fn) + Esc = Sets the option on your laptop so that you can access the F keys directly without using the Fx (Fn) key.
F Key Keyboards:
F1 = Opens Help Task Pane.
Ctrl + F1 = Toggles the Ribbon between Collapsed and Showing.
Alt + F11 = Insert new Default Chart on the Active Worksheet.
F2 = Puts Cell in Edit Mode.

829651287.xlsx - Keyboards (an) Page 8 of 21

 Ctrl + F3 = Opens Defined Name Manager dialog box.
Ctrl + Shift + F3 = Opens Create (Defined Names) From Selection dialog box.
Shift + F3 = When Cell is in Edit Mode, opens Insert Function dialog box.
Alt + F3 = selects Name Box in Formula Bar.
F4 = Repeats Last Action.
F4 = When Cell is in Edit Mode, toggles between the different types of Cell References in a formula.
F4 = When in the VBA Editor Window, opens Properties Pane.
F5 = Opens Go To dialog box.
F6 = Activates Sheet Tab so you can use the Right-Click Key.
F7 = Spell Check.
F8 = Toggles Select Range between two clicks.
Shift + F8 = Toggles Select Noncontiguous Range option.
Alt + F8 = Opens up Run Macro dialog box.
F9 = Evaluate Key = Calculates all worksheets in all open workbooks.
F9 = When Cell is in Edit Mode and a Formula Element is selected, it will evaluate the Formula Element.
Shift + F9 = Calculates the active worksheet.
Ctrl + Alt + F9 = Calculates all worksheets in all open workbooks, regardless of whether they have changed since the last
calculation.
F10 = Shows Alt Key Keyboard Screen Tips.
F11 = Insert new Default Chart as a new Worksheet.
Shift + F11 = Insert new Worksheet.
Ctrl + F11 = Insert new Excel 4.0 Macro Worksheet.
Alt + F11 = Opens VBA Editor Window.
F12 = Opens Save As dialog box.

829651287.xlsx - Keyboards (an) Page 9 of 21

What Excel Does
1) Store data 2) Make calculations
Date SalesRep Sales ($) Average Sale $3,593.30
5/10/2023 Cinderelli 1,605 Total Sale $650,386.69
4/29/2023 Cinderelli 3,677
3/29/2023 Miles 4,272 3) Perform data analysis
6/20/2023 Tiana 5,308 Converting data into useful information to gain insi
5/3/2023 Miles 6,745
4/8/2023 Tiana 4,532 Report = all the detail
1/14/2023 Tiana 3,152
1/21/2023 Miles 1,609 Sum of Sales ($)
1/13/2023 Miles 679 650,387
1/6/2023 Tiana 4,829
4/15/2023 Miles 2,981
6/5/2023 Miles 6,269
6/18/2023 Tiana 6,948
6/1/2023 Tiana 7,224
4/30/2023 Miles 1,856
4/11/2023 Miles 3,939
6/25/2023 Tiana 3,835 Report in a PivotTable
3/9/2023 Tiana 2,201
6/12/2023 Miles 6,083
2/7/2023 Miles 67 Sales Rep Sum of Sales
4/29/2023 Cinderelli 6,476 Cinderelli $217,597.00
3/27/2023 Cinderelli 2,860 Tiana $209,433.76
5/23/2023 Cinderelli 6,305 Miles $223,355.93
5/3/2023 Cinderelli 3,621 Total Sales $650,386.69
6/12/2023 Miles 6,344
2/3/2023 Miles 1,797 Report in a Table
1/25/2023 Miles 2,385
4/9/2023 Miles 2,322
3/2/2023 Miles 1,778
5/9/2023 Miles 3,161
4/3/2023 Miles 1,617
5/18/2023 Tiana 4,894
5/22/2023 Cinderelli 4,069
4/4/2023 Tiana 2,321
6/20/2023 Miles 5,535
5/27/2023 Cinderelli 3,184
1/22/2023 Miles 99
4/25/2023 Tiana 3,066
 6/8/2023 Miles 5,210
3/12/2023 Cinderelli 4,411
1/25/2023 Cinderelli 4,326
2/15/2023 Cinderelli 4,298
4/16/2023 Cinderelli 3,062
3/12/2023 Miles 4,752
4/7/2023 Miles 3,545
1/5/2023 Tiana 1,645
1/22/2023 Miles 1,616
3/5/2023 Cinderelli 4,294
2/5/2023 Cinderelli 1,776
2/2/2023 Cinderelli 1,970
2/22/2023 Cinderelli 554
3/15/2023 Miles 2,026
6/9/2023 Cinderelli 3,831
4/18/2023 Miles 2,907
5/28/2023 Miles 4,128
1/25/2023 Tiana 555
1/26/2023 Tiana 1,905
6/7/2023 Tiana 5,528
6/2/2023 Cinderelli 4,695
1/15/2023 Miles 3,361
5/24/2023 Miles 6,196
4/30/2023 Tiana 4,677
1/15/2023 Cinderelli 458
2/7/2023 Cinderelli 1,363
1/30/2023 Cinderelli 788
6/8/2023 Cinderelli 7,012
4/1/2023 Miles 4,151
2/8/2023 Cinderelli 1,451
1/14/2023 Cinderelli 3,554
4/19/2023 Tiana 5,813
6/7/2023 Miles 4,519
4/29/2023 Cinderelli 6,206
2/7/2023 Tiana 1,855
5/10/2023 Cinderelli 3,642
6/17/2023 Miles 7,737
5/4/2023 Cinderelli 6,701
1/11/2023 Miles 2,713
5/17/2023 Cinderelli 4,971
6/23/2023 Tiana 6,855
2/3/2023 Cinderelli 1,635
2/8/2023 Tiana 1,818
6/9/2023 Cinderelli 4,556
3/26/2023 Cinderelli 3,263
2/14/2023 Cinderelli 4,510
2/25/2023 Miles 2,938
5/3/2023 Miles 2,483
6/8/2023 Miles 6,647
6/4/2023 Miles 4,431
1/29/2023 Miles 3,839
6/20/2023 Cinderelli 5,736
4/25/2023 Tiana 2,926
6/23/2023 Miles 5,276
1/27/2023 Cinderelli 883
3/8/2023 Miles 3,710
3/28/2023 Miles 2,220
6/14/2023 Tiana 4,217
5/26/2023 Tiana 6,436
1/30/2023 Cinderelli 3,354
2/1/2023 Cinderelli 4,467
2/13/2023 Cinderelli 1,562
6/9/2023 Cinderelli 4,665
2/14/2023 Miles 1,576
1/17/2023 Tiana 3,882
4/20/2023 Tiana 2,249
2/8/2023 Tiana 4,546
2/23/2023 Cinderelli 4,064
6/3/2023 Tiana 5,522
1/26/2023 Miles 156
4/20/2023 Tiana 4,344
1/8/2023 Miles 3,635
4/17/2023 Miles 6,239
5/13/2023 Miles 4,230
5/11/2023 Tiana 2,728
5/31/2023 Tiana 1,318
1/15/2023 Miles 2,140
3/16/2023 Cinderelli 3,367
2/12/2023 Cinderelli 1,483
1/23/2023 Cinderelli 2,907
1/21/2023 Cinderelli 3,223
4/28/2023 Cinderelli 3,361
6/16/2023 Tiana 4,198
6/16/2023 Cinderelli 7,645
5/25/2023 Tiana 3,860
2/16/2023 Miles 43
2/1/2023 Miles 4,434
3/1/2023 Tiana 4,690
2/25/2023 Tiana 2,739
5/10/2023 Tiana 6,774
4/20/2023 Miles 6,139
4/29/2023 Miles 1,382
1/14/2023 Tiana 3,410
5/28/2023 Tiana 1,336
6/2/2023 Cinderelli 7,674
2/24/2023 Tiana 698
3/19/2023 Tiana 4,499
2/12/2023 Miles 2,322
3/13/2023 Miles 3,171
3/16/2023 Cinderelli 494
6/16/2023 Tiana 7,362
4/22/2023 Miles 4,982
3/14/2023 Cinderelli 2,540
4/6/2023 Cinderelli 3,164
2/9/2023 Miles 4,711
4/1/2023 Miles 5,229
6/25/2023 Miles 4,064
5/29/2023 Tiana 6,973
3/29/2023 Miles 2,574
5/9/2023 Cinderelli 5,295
4/2/2023 Tiana 4,214
1/13/2023 Miles 1,527
5/30/2023 Cinderelli 2,386
4/6/2023 Cinderelli 4,672
2/16/2023 Cinderelli 740
3/24/2023 Tiana 1,724
6/5/2023 Cinderelli 6,099
6/26/2023 Tiana 4,164
6/5/2023 Tiana 6,523
2/2/2023 Miles 2,066
6/10/2023 Tiana 5,006
5/26/2023 Tiana 2,175
2/22/2023 Tiana 3,195
2/3/2023 Cinderelli 3,389
5/23/2023 Miles 1,535
5/12/2023 Miles 5,204
5/13/2023 Cinderelli 4,711
6/16/23 Tiana 2,662
4/22/23 Miles 3,566
3/14/23 Cinderelli 3,134
4/6/23 Cinderelli 2,749
2/9/23 Tiana 2,584
4/1/23 Tiana 2,336
6/25/23 Tiana 2,665
5/29/23 Tiana 3,552
3/29/23 Cinderelli 3,103
5/9/23 Cinderelli 3,598
4/2/23 Tiana 2,543
1/13/23 Miles 3,933
5/30/23 Tiana 2,426
4/6/23 Cinderelli 2,007
2/16/23 Miles 2,324
2/17/23 Miles 2,229
alysis
ormation to gain insight and make decisions
Visualization = quick visual impression

Monthly Sales ($) Trends

186,719

112,048

68,069 111,955
62,630 58,847

Jan Feb Mar Apr May Jun

Chart for visualizing data

Entering Data in Excel
Types of Data you can have in Excel
Data Types in Excel Default Alignment Example1
Text Values Left Excel
Number Values Right 3.45
Logical Values (Boolean) CENTRED AND CAPITALIZED 12/31/1899
Formula Errors CENTRED AND CAPITALIZED #VALUE!
Empty Cells

Why is Default Alignment important:

Answer: It helps to track down errors.

Example 1: Numbers that have the Excel Default Alignment:

Sales
171.25 <<== Excel sees these as Numbe
40.97
151.29
141.05
98.99
603.55

Important Rule for entering data: 1) Don't use Alignment. Always keep Default Alignment.

Common mistake made in the working world: *The numbers are NOT aligned righ

Date Units Purchased Cost

Balance Forward:
10/30/2022
11/30/2022 299 $11.55
12/30/2022
1/31/2023 79
2/27/2023 250
3/31/2023 300

SUM:
379
 Example2 Example3
13/01/23 3:45pm
1/13/2023 03:45:00 PM <<== In Excel Dates and Times are Numbers
0 TRUE
#DIV/0!
<<== Not really a Data Type, but it is a "thing" in Excel
that can sometimes cause problems.
**Refer to Empty Cells as "Empty Cells", not blanks.

Example 2: Numbers aligned as Text

Sales
xcel sees these as Numbers 171.25
40.97
151.29
141.05
98.99
Total 0

*The immediate visual cue is that the numbers are NOT aligned right

eep Default Alignment.

mbers are NOT aligned right

Units Sold Price Running Balance

159
48 $25.50 111
410
190 $24.35 220
24 $27.00 275
525
825
el Dates and Times are Numbers

lly a Data Type, but it is a "thing" in Excel

n sometimes cause problems.
pty Cells as "Empty Cells", not blanks.

<<== Excel sees these as Text

NOT aligned right

 GradeBook for Summ
Name Quiz 1 Quiz 2 Quiz 3 Quiz 4
Maximum Possible Points 30 30 30 30
Faith 27 18 30 29
Mason 15 13 19 10
Carmen 21 24 27 30
Miles 10 20 20 17
Marcus 13 22 12 28
Violet 17 18 10 22
Cecelia 18 24 30 27
RoseMary 20 15 18 27
Kaitlyn 28 29 21 16
Average Score 18.77777778 20.33333333 20.77777778 22.88888889
 Traditional
Formula
radeBook for Summer Quarter
Test 1 Test 2 Test 3 Test 4 Total Score % Grade
100 100 100 100 520
70 88 50 100 412 79.23%
88 76 72 80 373 71.73%
88 98 100 95 483 92.88%
99 99 70 100 435 83.65%
60 70 93 100 398 76.54%
65 63 81 100 376 72.31%
79 98 96 99 471 90.58%
76 95 80 100 431 82.88%
73 100 100 100 467 89.81%
77.55555556 87.44444444 82.44444444 97.11111111
Spill Formula

% Grade

79.23%
71.73%
92.88%
83.65%
76.54%
72.31%
90.58%
82.88%
89.81%