CMPRG

Computer Programming

BASICS OF MICROSOFT EXCEL

 Learning Objectives
At the end of the session, students should
be able to:
• Create Microsoft Excel spreadsheets
• Perform basic functions and operations on
the spreadsheet
• Create graphs or charts
• Utilize Microsoft spreadsheet as a tool in
performing data storage and manipulation
 Microsoft Excel

Microsoft Excel is a
spreadsheet program.
We use it to create
reports that need
calculations and charts.
Important terms in Microsoft
Excel

1. An Excel file is called a Workbook.

- Default title is Book1
2. Ribbon broken into Tabs (Home, Insert, Page
Layout…)
- Tabs broken into groups (Clipboard, Font,
Alignment)
3. Name box (left) and formula bar (right)
- Name box shows address of current cell
- Formula bar shows contents of current cel
Important terms in Microsoft
Excel

4. Columns Headings are Lettered, Rows

Headings are Numbered
- ex. Columns of a building, rows of chairs
5. Worksheet navigation buttons, Worksheet tabs
example is
- Sheet1
6. Status bar
- Excel behaves differently depending on the
current "mode"
 Parts of Microsoft Excel
Workbook

Ribbon
Column and Rows
Heading

Name Box Formula Bar

Worksheet Navigation
Status Bar and Tab
 Status Bar Modes

1.Ready mode. This means nothing is being entered or

edited on the spreadsheet.
2.Enter mode. This mode is when you are doing data
entry, just typing in the contents.
3.Edit mode. Edit the contents of the current cell.
Double‐click on a cell with data in it, or click inside the
formula bar for this mode.
4.Point mode. Used when linking to cell addresses
within a formula or from an Excel dialog window.
Keyboard Navigation
 Working with Cells

Cells
• an important part of any project being
used in Microsoft Excel
• hold all of the data that is being used to
create the spreadsheet or workbook.
 Working with Cells

To enter data into a cell

you simply click once
inside of the desired
cell, the cell border will
be highlighter as shown
in the figure. This
border indicates that it
is a selected cell. You
may then begin typing
in the data for that cell.
Changing an Entry Within a Cell

You may change an entry within a cell two

different ways:
Click the cell one time and begin typing. The new
information will replace any information that was
previously entered.
Double click the cell and a cursor will appear
inside. This allows you to edit certain pieces of
information within the cells instead of replacing all
of the data.
Cut, Copy, and Paste

Uses in Excel
• to change the data within your
spreadsheet
• to move data from other spreadsheets into
new spreadsheets
• to save yourself the time of re-entering
information in a spreadsheet.
Cut, Copy, and Paste

• Cut will actually remove the selection from

the original location and allow it to be
placed somewhere else.
• Copy allows you to leave the original
selection where it is and insert a copy
elsewhere
• Paste is used to insert data that has been
cut or copied.
 Cut and Copy

To Cut or Copy:
Highlight the data or text by selecting the
cells that they are held within.
 From your keyboard press CTRL+C to copy or
CTRL+X to cut
 Click the location where the information should
be placed.
 From your keyboard press CTRL+V
 Formatting Cells

When changing the format

within cells you must select the
cells that you wish to format.

To get to the Format Cells

dialog box select the cells you
wish to change then click on
the down arrow at the General
> Number option at the ribbon.
 Formatting Cells

A box will appear on the

screen with six different
tab options.

Explanations of the
basic options in the
format dialog box are
bulleted below.
 Formatting Cells

1.Number: Allows you to change the

measurement in which your data is used. (If your
data is concerned with money the number that you
would use is currency)
2.Alignment: This allows you to change the
horizontal and vertical alignment of your text within
each cell. You can also change the orientation of
the text within the cells and the control of the text
within the cells as well.
 Formatting Cells

3.Font: Gives the option to change the size,

style, color, and effects.

4.Border: Gives the option to change the

design of the border around or through the
cells.
 Formatting Cells

Most formatting options are found on the Home

Tab.

All the options can be found in the Format Cells

window.

This contains several tabs to help us format the

contents of our spreadsheet. This window can be
opened by using the icon.
 Formatting Cells

More Options button can be found at the

end of the Format, Alignment and Number
groups.

You can also use the Keyboard Shortcut –

Ctrl+1 or choose Format Cell from the
rightclick shortcut menu.
 Formatting Font

1.Font – Sets the font of the

selected cell(s). Fonts are
different ways to show the
same letters.

2.Font Size – Sets the size

of the letters (the font).
Larger numbers give larger
fonts.
 Formatting Font
3.Increase Font – Increases the
font size
4.Decrease Font – Decreases
the font size
5.Bold – Makes the selected
cell(s) Bold
6.Italic – Makes the selected
cell(s) Italicized
7.Underline – Makes the selected
cell(s) Underlined. The drop down
has a double underline.
 Formatting Font
8.Borders – Adds and removes
borders for the selected cell(s).
The drop down has More Borders
9.Fill Color – Changes the
background color of the selected
cell(s).
10.Font Color – Changes the
color of the font of the selected
cell(s).
11.More Options – This button
will open the Format Cells dialog
window.
 Setting Alignment

1.Top Align – Vertically aligns

to the top of the cell.
2.Middle Align – Vertically
aligns to middle of the cell.
3.Bottom Align – Vertically
aligns to the bottom of the cell.
4.Orientation – Rotates the
contents of the cell to the
currently displayed option.
 Setting Alignment

5.Wrap Text – Displays

contents on multiple lines
within the cell's column width.
6.Align Text Left –
Horizontally aligns the
contents to the left side of the
column.
7.Center – Horizontally aligns
the contents to the center of
the cell.
 Setting Alignment

8.Align Text Right –

Horizontally aligns the contents
to the right side of the cell.
9.Decrease Indent –
Decreases the space between
the text and the cell border
10.Increase Indent –
Increases the space between
the text and the cell border
 Setting Alignment

11.Merge and Center – Joins

selected (adjacent) cells into
one cell and centers the result.
If there is data in more than
one cell, Excel will only keep
the information from the upper
left cell.
12.More Options – This button
will open the Format Cells
dialog window to the Alignment
Tab.
 Number Formatting

1.Number Format – Allows

you to change the way
numeric values are displayed
on the spreadsheet.

The drop down arrow gives

you a list of the most common
formats, including a More
Number Formats option.
 Number Formatting

2.Currency Style – Sets the

selected cell(s) to the Currency
Style, this style keeps the dollar
signs on the left side of the cell,
and the number on the right side.

The drop down arrow gives you a

list of other currency formats, such
as the Euro (€).
 Number Formatting

3.Percent Style – Sets the

selected cell(s) to the Percent
Style, this style has zero decimal
places. Keyboard shortcut ‐ Ctrl‐
Shift‐%.

This button can be reset through

Cell Styles on the Home Tab.
 Number Formatting

4.Comma Style – Sets the

selected cell(s) to the Comma
Style, this style has a comma for
every thousand and two decimal
places.

This button can be reset through

 Number Formatting

5.Increase Decimal – Increases

the number of decimal places
showing to the right of the
decimal.
6.Decrease Decimal – Decreases
the number of decimal places
showing to the right of the
decimal.
7.More Options – This button will
open the Format Cells dialog
window to the Number Tab.
Formatting Rows and Columns

When formatting rows and

columns you can change the height,
choose for your information to
autofit to the cells, hide information
within a row or column, un-hide the
information.
To format a row or column go to
Format > Row (or Column), then
choose which option you are going
to use). The cell or cells that are
going to be formatted need to be
selected before doing this.
Adding Rows and Columns
When adding a row or column you
are inserting a blank row or column
next to your already entered data.
1. Select/Click the row that your wish
for your new row to be placed in its
place.
2. Go to Insert > Row.
The row will automatically be placed on
the spreadsheet and any data that was
selected in the original row will be moved
down below the new row
Adding Rows and Columns

Do the same process in inserting columns

except that you need to choose the column
where to insert this time instead of choosing
the row.
 The Fill Handle

The Fill Handle is in the bottom

right corner of the selected cell.
When you place your mouse
over this handle, it changes from a
thick white cross, to a thin black
cross.
Once you see the thin cross (no
arrows) you can click and drag the
cell to fill its contents in a single
direction (up, down, left or right).
 The Fill Handle

Fill Handle to pull down a single number or plain

text, it will copy the data.

Fill Handle to pull down a text with numbers, a

date, a month or a weekday it will fill in a series.
 The Fill Handle

When you select two or more numbers

(including dates) and then use the Fill Handle,
Excel will fill in the series, following the original
pattern of the selected cells. It can only follow
simple addition and subtraction patterns.
Functions and Formula

1. Building an Equation
2. Type in the exact cell address
3. Use the mouse to point to the cell
address
4. Using Functions
5. AutoSum
6. Average
 Building an Equation

You can directly type in values, but that

data stays constant. If you want to have the
answers to your equations update as you
change your data, you should use the cell
addresses. You will see the cell addresses
change colors so you can tell which ones
are used in your equation.
Type in the exact cell address

Cells are labeled by their row and column

headings.

Rows are numbered and go horizontally

across (rows of chairs)

Columns are lettered and go vertically top

to bottom (columns of a building).
Type in the exact cell address

When we refer to the address of a cell, we use

the column letter then the row number such as
A1.
-Click in the cell where the answer will appear
-Press the Equal sign (=)
-Type in the cell address you want to use in your equation
-Accept the answer or press the next math operator (+, ‐, *, /, ^)
Use the mouse to point to the
cell address
The mouse and arrow keys are both "pointers". If you
press the equal sign and then use the mouse to click on
another cell, Excel will put you into a "POINT" mode, and
place the address of the cell you clicked on in your
equation.
-Click in the cell where the answer will appear
-Press the Equal sign (=)
-Use the mouse to click on the cell you want to use in your
equation
-Accept the answer or press the next math operator (+, ‐, *, /,
^)
 Using Functions

We can build equations to do math on a

large number of cells, but there are functions
built into Excel that can help us automate
the most common ones: Sum, Average,
Count, Maximum, Minimum.
 AutoSum
On the far right of the Home tab you'll find the
sigma ( Σ ).

1. Select the cell where you want the sum to be

displayed.
2. Click on the word AutoSum then you'll get a
sum function.
 AutoSum
3. There is a dropdown list at the
end of the button that will show
more function options.
4. The AutoSum button looks for
numbers above or to the left of the
cell to choose the range (the set)
of numbers.
5. Press enter or click the check to
accept as soon as the function
shows up.
6. If you click outside the cell while
you see the function, you may
break the equation.
 Average

On the same tab as the Autosum, the

Average function can be found.

To take an average using this function

• position the pointer at the cell where you
want to display the result
• click on the Average option.
• Press enter to get the answer.
 Average

You may select your own range when

using either AutoSum or Average instead
of letting the function assume the range it
will compute for the sum or average.

After clicking in the chosen function,

simply select the range using your
mouse pointer then press enter.
 Example

Given that there are two quizzes and two assignments

where the average for quizzes, assignment, and overall
average shall be computed.

1. Compute for the average of the quizzes first:

There is no problem here since the Average function will

simple take the average of the two numbers to the left.
 Example

2. Compute for the average of the assignments. This time,

you will notice that the function automatically chooses all
the numbers to the left.

Using the mouse pointer, limit your range by dragging

between cells D2 and E2 only then press enter.
 Example

3. Compute the overall average. Again, selecting cell G2

and clicking on the Average function will automatically
select all numbers to the left. To limit your range to C2 and
F2 only, click on C2 then hold the CTRL key from your
keyboard before clicking on F2. Press enter to get your
overall average.
VLOOKUP and COUNT

VLOOKUP Function
- searches vertically (top to bottom) the leftmost column of a table until
a value that matches or exceeds the one you are looking up is found.

The elements being looked up must be unique and must be arranged or

sorted in ascending order; that is, alphabetical order for text entries, and
lowest-to-highest order for numeric entries.

The syntax is
=VLOOKUP(lookup_value,table_array,col_index_num,[range_lookup]).
 Example:

Assume that you will be identifying the letter grade

for a student’s average of four exams.
1. Compute for the average:
 Example:
Average Letter
2. Set your grading range on a separate Range Grade
cells. In setting the grading range, put the 99 and above A
95 to 98 B
lowest score where a letter grade shall 90 to 94 C
be assigned. So that if the range is 80 to 89 D
70 to 79 E
0 to 69 F

Set your table in excel such that :

 Example:
3. Use the VLOOKUP function

The VLOOKUP function

 Example:

4. The final answer

 COUNT Functions
The COUNT function counts the number of cells that
contain numbers and counts numbers within the list of
arguments.

The syntax is COUNT( value1, value2, …)

Continuing on with our SUM formula from above, let’s not

only add up the values of the range A1:A3, but let’s count
how many numbers are included within the range, i.e. how
many cells within the range has a value in it. The formula is
=COUNT(A1:A3). The English translation is count how
many cells within the range has a value in it and display the
result.
 COUNT Functions

Upon pressing enter, this will give the answer 3

since there are 3 numbers that had been added.

Note: If you are trying to count text, use the

COUNTA formula which counts the non-blank cells.
 COUNTIF

The COUNT function counts the number of cells

in a range, that meets single criteria.
 COUNTIFS.

The COUNT function counts the number of cells in

a range that meets multiple criteria
 Freezing Panes

When the data contained in the spreadsheet is

already too much, it is sometime difficult to keep
tract of which data belongs to which group. In this
case, freezing pains will be most helpful.
 Freezing Panes

To freeze panes:
Select the cell where you want to freeze the upper
row and the left column. In the example shown in
the figure, the spreadsheet shall be freezed to
make the student name and the header steady on
the left and the top row. To do this
 Freezing Panes
1.Select cell C3

2. From the menu bar, select View>Freeze Panes. There are three options
for this selection, Freeze Panes to freeze both row and column, Freeze
Top Row, and Freeze First Column. Select Freeze Panes by clicking on it.
 Freezing Panes

3.After doing this, you would notice that all

columns to the left and rows to the top are freezed.

4.To unfreeze the freezed sections, select

View>Freeze Panes>Unfreeze Panes
 Filters

Quick Filtering

The secret to filtering is not to have a space

between your titles and your data. In fact, Excel
is so smart, that you do not even have your data
selected, but may if you prefer.
 Example:
Given the spreadsheet, make a filter that will only
show the students with a grade of 3.
 Example:
1.Click on the row where you
want to set the filter on. In this
case, cell M1.

2.Select filter from the ribbon

This will create a filter selection for all columns on the

selected row
 Example:

3. Click on the down

arrow symbol to specify
the filter condition. By
default, Select All is
ticked.
 Example:

4. Untick all other

selections and just
leave the 3.00 selected
(ticked)
 Example:

5. Click OK to show the result

 Working with Charts
Charts
• an important part to being able to create a visual
for spreadsheet data.
Create a chart within Excel
• enter the data that is going to be used into the
spreadsheet document
• highlight the cells that are going to be used for
the chart so that the software knows what to
include.
• Click on the Charts Tab located right above the
spreadsheet; all of the various charts within
Excel will appear.
 Charts

You may choose the chart that is desired by clicking

the icons that are displayed. Once the icon is
chosen the chart will appear as a small graphic
within the spreadsheet you are working on.
 Chart Design
There are various different features that you can change to
make your chart more appealing. To be able to make these
changes you will need to have the chart selected or view
the chart page that is within your workbook. Once you have
done that, the Formatting Palette will change to show
features that were not there before (Figure 16). These
features include:
 Chart Design
Chart Options:

1.Titles: Here you can change the Chart Title, Vertical Axis
Title, and Horizontal Axis Title by clicking the drop down
menu and selecting which one you will change and entering
the name into the empty box below.

2.Axes: You may change which axes are shown on the charts graph
and which are not.

3.Gridlines: This feature allows you to change which

gridlines (major and minor) are shown on the charts graph
and which are not.
 Chart Design
Example:
Create a chart for the given data in order to
graphically display the distribution of students for
the Computer Fundamentals class by section.

1. Select the data under #Students

 Chart

2. Click on Insert Menu at the Menu Bar then

select Pie>3D Pie
 Chart
3. The Pie Graph will be created that needs further formatting.

As you can see from the figure, there are three Chart tools that can be used;
Design, Layout, Format.

From the Design Tab, you may change the Chart Type, Switch Row/Column,
Reselect data range, format Chart Layouts, or change the Chart Styles.
 Chart
4. Select a layout that best represent the information that
you require

In this case, I chose Layout 1 and at the same time I

updated the chart title.
Activity 2: Basics of Microsoft
Excel
1. Create a spreadsheet that will contain student records and compute
grades based on learning activity scores.

a.Populate the spreadsheet with at least 20 students

b.Enter data for the following learning activity scores. Use percentage
scores on your data entry.

Note: Do not enter data on the red highlighted columns for these shall
be computed later using functions and self define formula
Activity 2: Basics of Microsoft
Excel
c.When all data had been entered, compute for the LA average by taking
the average of the learning activities. Use the average function.

d.Compute for the Mid Avg using the formula

35% LA Avg + 25% Prelim + 40% Midterm

e.Do the same computations for the second half of the grading period.
That is, Average of Learning Activities 4 to 6 using average function, and
Final average with the formula
35% LA Avg + 25% Semi+ 40% Finals

f.Compute for the OverAll Score using the formula

40% MidAvg + 60%FinalAvg
Activity 2: Basics of Microsoft
Excel
g.Using VLOOKUP, put grades in the Midterm Grade
(column I) and Grade (column R) Columns. Use the
following criteria in grading
Score Grade
99-100 1.00
96-98 1.25
93-95 1.50
90-92 1.75
87-89 2.00
84-86 2.25
81-83 2.5
78-80 2.75
75-77 3.00
Below 75 5.00
h.Create a summary of grades by counting the number of students
for each grade category. How many got the grade of 1.00, how
many got 1.25, how many got 1.50 and so on
Activity 2: Basics of Microsoft
Excel
i.Create a bar graph for the summary of grades to show which
grade rank has the highest number of students and which one
has the lowest.

j.Interpret your data based on the bar graph.

k.As an additional option, you may create additional

graph/charts which you think maybe helpful in interpreting the
data

l.Insert a filter at the Grades column to show only the students

with grades higher than 2.00