MS Excel
Basic to Advanced
- by Nikhil
Meet the trainer
Nikhil Rachur
Trainer
Introduction:
Session 1
In today’s session, we’re going to dive into the fundamentals of Microsoft Excel, a powerful tool that goes
far beyond simple spreadsheets. Whether you're new to Excel or looking to build on your skills, this
training is designed to help you unlock its full potential.
Throughout this course, we’ll cover everything from understanding the basics of the Excel interface to
learning essential formulas, data management techniques, and creating charts for data visualization. Our
goal is to give you hands-on experience and practical tools that you can apply immediately in your work.
Excel can transform how you manage, analyze, and visualize data, so let’s get started and see what it
can do!
1.Introduction to
Excel
Objectives:
•Get familiar with the Excel interface and
basic navigation.
•Understand the structure of workbooks,
worksheets, and cells.
•Learn about data types in Excel and their
uses.
Workbooks, Worksheets, and
Cells
Excel’s Structure: Cell Content Types
•Workbook: The main Excel •Text: Labels or descriptions
file, which can contain (e.g., names, categories).
multiple sheets (or tabs). •Numbers: Values used in
•Worksheet: A single tab or calculations.
“page” within the workbook. •Formulas: Start with = to
•Cells: The basic unit in perform calculations.
Excel where data is entered,
identified by column and
row (e.g., A1).
Basic Navigation and
Shortcuts
Navigation Tips: Essential Shortcuts:
•Moving between cells: Use •Ctrl + C / Ctrl + V:
arrow keys or click directly Copy/Paste
on a cell. •Ctrl + Z / Ctrl + Y:
•Quick Cell Selection: Click Undo/Redo
and drag to select multiple •Ctrl + Home: Go to the
cells or use Ctrl + Shift + start of the worksheet (A1)
Arrow to select a range. •Ctrl + End: Jump to the last
•Navigating sheets: Use the cell in use
sheet tabs at the bottom.
Introduction to
Data Types
Text Numbers Boolean
• Entered as words or • Used for calculations Dates • Logical data type
• Recognized by Excel
labels, and aligns to and aligns to the right. (TRUE or FALSE) used
and can be formatted
the left by default. in certain functions.
(e.g., DD/MM/YYYY).
Formatting Data
Text Formating
Types • Change color, font, style
• Change Alignment
Numbers
• Use currency, percentage, or decimal formats.
Dates
• Customize format from Date options (short date,
long date).
2.Basic Functions and
Formulas
Objectives:
By the end of this module, you will
understand the fundamentals of Excel
formulas and functions, enabling them to
perform basic calculations, summarize data,
and utilize essential tools like AutoSum. They
will also gain a foundational knowledge of
cell references, including relative and
absolute references, to create more efficient
and adaptable spreadsheets.
Introduction to Formulas and
Functions
Formulas:
• Equations that perform calculations or operations on data.
• Ex: Addition, Subtraction, Division
Functions:
• Predefined formulas in Excel for specific tasks (e.g., summing
numbers).
• Sum, Average, MIN, MAX
Importance:
• Streamline calculations, automate data analysis, and improve
accuracy.
Basic Math Operations
Key Functions:
• SUM: Adds up selected cells.
• AVERAGE: Finds the mean of selected cells.
• MIN: Identifies the smallest value in a range.
• MAX: Identifies the largest value in a range.
Category January February March April
Rent 1200 1200 1200 1200
Utilities 150 140 160 155
Groceries 300 320 310 305
Transportation 100 120 110 115
Entertainment 200 180 220 210
Miscellaneous 50 60 55 45
Total Monthly Expenses (SUM): Use =SUM(B2:B6) for January’s total and drag across to calculate for
other months.
Average Monthly Expense (AVERAGE): Calculate =AVERAGE(B2:B6) to find the average for each month.
Highest Expense Category (MAX): =MAX(B2:B6) to find the maximum expense in January and repeat for
other months.
Lowest Expense Category (MIN): =MIN(B2:B6) for minimum expense
Using the AutoSum Feature
How to Use:
1. Select the cell below or beside your data.
2. Click "AutoSum" in the toolbar.
3. AutoSum suggests a range; adjust if needed,
then press Enter.
Salesperson JanuarySales FebruarySales MarchSales April Sales
Alex 3000 3200 3100 3300
Jamie 4500 4700 4800 4600
Taylor 2800 2900 2700 3000
Jordan 5000 5100 5200 5050
Casey 3400 3500 3600 3450
Understanding Cell
References
• Relative References: Adjust automatically when copied (e.g.,
A1 becomes B1).
• Absolute References: Remain constant with a $ symbol (e.g.,
$A$1).
• Mixed References: Partly relative, partly absolute (e.g., $A1 or
A$1).
• Why It Matters: Enables flexible calculations and efficient use of
formulas across different cells.
Practice
Exercise:
•Create a new workbook and label worksheets.
•Enter various data types into cells (text, numbers, dates).
•Use basic navigation to move through the worksheet and apply
some shortcuts.
•Use SUM, AVERAGE, MIN, MAX on a sample dataset.
•Experiment with relative and absolute references.
Summary & Key
Takeaways
• Recap of Excel interface, workbooks, worksheets, navigation shortcuts,
and data types
• Quick recap of SUM, AVERAGE, MIN, MAX, AutoSum, and cell references
• Practice with provided exercises to build confidence in using functions.
Thank
you
