Microsoft Excel

Chapter 4
 Learning out comes

• To understand what is Microsoft Excel/Spreadsheet

• How to launch Microsoft excel
• To understand the components of Microsoft Excel
• To understand the Selected Cell
• Some important Terminology about Microsoft Excel
• Practical
 Microsoft Excel
• Excel 2013 is a spreadsheet program that allows you to store,
organize, and analyze information. While you may think that Excel is
only used by certain people to process complicated data, anyone can
learn how to take advantage of Excel's powerful features. Whether
you're keeping a budget, organizing a training log, or creating an
invoice, Excel makes it easy to work with different kinds of data.*
• Microsoft Excel is the most widespread program for creating
spreadsheets on the market today.
• Spreadsheets allow you to organize information in rows and tables
(Which create cells), with the added bonus of automatic
mathematics.
• Spreadsheets have been used for many, many years in business to
keep track of expenses and other calculations
Excel…
Exploring Excel

6
 Element and their Description
• Displays the name of the workbook and the program.
Title bar:
• Minimize, Restore Down/Maximize Close buttons: Controls the program
window. Use the Minimize button to hide the window. Use the
Restore Down/Maximize button to adjust the size of the
window. Use the Close button to exit Excel.
• Quick Access: Contains frequently used commands that are
independent of the tab displayed on the Ribbon.
• Ribbon: Contains all the commands related to managing
workbooks and working with workbook content.
• Formula bar: Displays the data or formula stored in the active cell.
• It can also be used to enter or edit a formula, a function, or
data in a cell.
 Cont.….
• Name box: Displays the active cell address or the name of the
selected cell, range, or object.
• Workbook window: Displays a portion of the worksheet.
• Sheet tabs: Each tab represents a different worksheet in the
workbook. A workbook can have any number of sheets, and each
sheet has its name displayed on its sheet tab.
• Scroll bars: Used to move up and down through a worksheet.
• Status bar: Displays various messages as well as the status of the
Num Lock, Caps Lock, and Scrool Lock keys on the keyboards.
• View Shortcuts toolbar: Used to display the worksheet in a variety of
views, each suited to a specific purpose.
• Zoom Level button Zoom slider: Used to change the magnification of the
worksheet.
Note: the selected cell is called Active Cell
• Each cell has its own name, or cell address, based on its column
and row. In this example, the selected cell intersects column C and
row 5, so the cell address is C5. The cell address will also appear in
the Name box. Note that a cell's column and row headings are
highlighted when the cell is selected.
• Note:
• -Rows header show the row
number, which start with 1 and
end at 1,048,576.
• - Columns header shows the column
names, which start with alphabet
A and end at XFD.
A total of 16,384 columns.
 Some Terminology

• •Workbook–An Excel file containing several worksheets

• •Worksheet –Rectangular grid of rows & columns that labels and
values are inserted into
• •Cell‐The intersection of a row and column, identified by an
address (ex. A1, F4, Z55)
• •Value–Numerical data in a cell
• •Label–Non‐numerical data in a cell
• •Table –A logically distinct group of cells, visually distinguished
with borders and shading
• Range- is a collection of two or more cells.
• Formula– Mathematical calculation that return values.
• •When you save a workbook in MS Excel , it automatically saves
with “.xlsx”as its extension.
 Selecting Cells
• One cell: Click once in the cell
• All cells left of current cell: SHIFT + left arrow
• All cells right of current cell: SHIFT + right arrow

• Entire column: Click the column label

• Entire row: Click the row label
• Entire worksheet: Click the whole sheet button or
CTRL + A
• Cluster of cells: Drag mouse over the cells or hold
down the SHIFT key while using the arrow keys
• Non-adjacent cells: Hold down the CTRL key and use
the mouse to click on non-adjacent cells
 Cell Contents

• Each cell can contain its own text, formatting, comments, formulas, and
functions.
• Text: Cells can contain letters, numbers, and dates.
• Formatting attributes: Cells can contain formatting attributes that change
the way letters, numbers, and dates are displayed. For example, dates can be
formatted as MM/DD/YYYY or Month/D/YYYY.
• Formulas and Functions Cells can contain formulas and functions that calculate
cell values. For example, SUM(cell 1, cell 2...) is a formula that can add the values
in multiple cells.
To Insert Content:
1. Click on a cell to select it.
2. Enter content into the selected cell using your
keyboard. The content appears in the cell and in
the formula bar. You also can enter or edit cell
 Delete Content Within Cells:

• 1. Select the cells which contain content you want to

delete.
• 2. Click the Clear command on the ribbon. A dialog
box will appear.
• 3. Select Clear Contents.
Note: You can also use your keyboard's Backspace key
to delete content from a single cell or Delete key to
delete content from multiple cells.
• To Delete Cells:
• 1. Select the cells that you want to delete.
• 2. Choose the Delete command from the ribbon.
Note: There is an important difference between
deleting the content of a cell and deleting the cell itself.
If you delete the cell, by default the cells underneath it
will shift up and replace the deleted cell.
 To Copy and Paste Cell Content:

• 1. Select the cells you wish to copy.

• 2. Click the Copy command. The border
of the selected cells will change
appearance. Copying selected cells
• 3. Select the cell or cells where you
want to paste the content.
• 4. Click the Paste command. The copied
content will be entered into the
highlighted cells.
To Cut and Paste Cell Content:
• 1. Select the cells you wish to cut.
• 2. Click the Cut command.
The border of the selected cells
will change appearance. Cutting selected
cells
 To Cut and Paste Cell
Content:

1. Select the cells you wish to cut.

2. Click the Cut command.
The border of the selected cells
will change appearance. Cutting
selected cells
3. Select the cells where you want to
paste
the content.
4. Click the Paste command.
The cut content will be removed from
the original cells and entered into the
highlighted cells.
 To Access More Paste Options:

• There are more Paste options that you can access from the drop-
down menu on the Paste command. These options may be
convenient to advanced users who are working with cells that contain
formulas or formatting.
• To Access Formatting
Commands by Right-Clicking:
• 1. Select the cells you want to
format.
• 2. Right-click on the selected
cells. A dialog box will appear
where you can easily access
many commands that are on
the ribbon.
 To modify column width*:

• 1. Position your mouse over the

column line in the column heading so
the white cross becomes a double
arrow
• 2. Click and drag the column to the
right
to increase the column width or to the left
to decrease the column width.
• Release the mouse. The column width
will be changed in your spreadsheet.
 Cont.….
• If you see pound signs (#######) in a cell,
it means that the column is not wide enough to display
the cell content. Simply increase the column width
to show the cell content.
To set column width with a specific measurement:
• 1. Select the columns you want to modify.
• 2. Click the Format command on the Home tab.
The format drop-down menu appears.
• 3. Select Column Width.
• 4. The Column Width dialog box appears.
Enter a specific measurement.
• 5. Click OK. The width of each selected column
will be changed in your worksheet.
 To modify the row height:

• 1. Position the cursor over the row line so the white cross
becomes a double arrow.
• When inserting new rows, columns, or cells, you will see
the Insert Options button by the inserted cells. This
button allows you to choose how Excel formats them. By
default, Excel formats inserted rows with the same
formatting as the cells in the row above them. To access
more options, hover your mouse over the Insert Options
button and click the drop-down arrow that appears.
 To insert columns:

• 1. Select the column to the right of where

you want the new column to appear. For
example, if you want to insert a column
between A and B, select column B.
• 3. The new column appears
in your worksheet.
 Cont.…..
• When inserting rows and columns, make sure you select
the row or column by clicking on its heading so all the cells
in that row or column are selected. If you select just a cell
in the row or column, then only a new cell will be inserted.
Wrapping text and merging cells
• If a cell contains more text than can be displayed, you can
choose to wrap the text within the cell or merge the cell
with empty, adjoining cells. Wrap text to make it display on
multiple lines of the cell. Merge cells to combine adjoining
cells into one larger cell.
•
 Wrapping text and merging cells

To wrap text:
• 1. Select the cells with text that you want to
wrap.
• 2. Select the Wrap Text command on the
Home tab.
• 3. The text in the selected cells will be
wrapped in
your worksheet.
• If you change your mind, re-click the Wrap
Text
command to unwrap the text.
 To access more merge options:

• Click the drop-down arrow next to the Merge & Center command
on the Home tab. The merge drop-down menu appears.
• Merge & Center: Merges selected cells into one cell and centers
the text.
• Merge Across: Merges each row of selected cells into larger cells.
This command is useful if you are merging content across
multiple rows of cells and do not want to create one large cell.
• Merge Cells: Merges selected cells into one cell.
• Unmerge Cells: Unmerges selected cells.
Hide Columns or Rows
• To hide a column, execute the following steps.
• 1. Select a column.
• 2. Right click, and then click Hide.
Note: to hide a row, select a row, right click, and then click Hide.
 Unhide

• To unhide a column, execute the following steps.

• 1. Select the columns on either side of the hidden column.
• 2. Right click, and then click Unhide.
• Note: to unhide a row, select the rows on either side of the hidden
row, right click, and then click . Unhide.
 Excel workbook contains three worksheets.
• Select a Worksheet
• When you open Excel ,Excel
automatically selects Sheet1
for you. The name of the
worksheet appears on its
sheet tab at the bottom of
the document window.
 Cont…..

• To select one of the other two worksheets,

simply click on the sheet tab of Sheet2 or Sheet3.
• Rename a Worksheet
• By default, the worksheets are named Sheet1,
Sheet2 and Sheet3. To give a worksheet a more
specific name, execute the following steps .
• 1. Right click on the sheet tab of Sheet1.
• 2. Choose Rename.
• 3. For example, type Sales 2013
 Insert a Worksheet

• You can insert as many worksheets as you want. To

quickly insert a new worksheet ,click the Insert
Worksheet tab at the bottom of the document
window.

• Move a Worksheet
• To move a worksheet, click on the sheet tab of the
worksheet you want to move and drag it into the
new position .
• 1 . For example, click on the sheet tab of Sheet4 and
drag it before Sheet2.

Result:
 Delete a Worksheet

• To delete a worksheet, right click on a sheet tab

and choose Delete.
• 1. For example, delete Sheet4, Sheet2 and Sheet3.
 Copy a Worksheet

• Imagine, you have got the sales for 2013 ready and want
to create the exact same sheet for 2011, but with
different data. You can recreate the worksheet, but this is
time-consuming. It's a lot easier to copy the entire
worksheet and only change the numbers.
• 1. Right click on the sheet tab of Sales 2013.
• 2. Choose Move or Copy...
• The 'Move or Copy' dialog box appears.
• 3. Select (move to end) and check Create a copy.
• 4. Click OK.
 Formatting Cells
• While using the Home Ribbon, click on one cell of
highlight multiple cells to be formatted. You can use
the icons and shortcuts on the Home Ribbon to
change the Font (e.g. color of the font, fill of the
background, underline/outline of the selected cells),
Alignment or the way the data inside the cells is
displayed.
 Cont…

• To format numbers and dates:

 Sorting Data
• With more than 17 billion cells in a single worksheet, Excel
2013 gives you the ability to work with an enormous
amount of data. Arranging your data alphabetically, from
smallest to largest, or using other criteria can help you find
the information you're looking for more quickly.
Basic sorting
• Sorting is a common task that allows you to change or
customize the order of your spreadsheet data. For example,
you could organize an office birthday list by employee,
birthdate, or department, making it easier to find what
you're looking for. Custom sorting takes it a step further,
giving you the ability to sort multiple levels, such as
department first, then birthdate, to group birthdates by
department.
 To sort in alphabetical order:

• 1. Select a cell in the column

you want to sort by. In this
example, we will sort by Last
Name.
• 2. Select the Data tab, then
locate the Sort and Filter
group.
• 3. Click the ascending
command to Sort A to Z or
the descending command to
Sort Z to A.
• 4. The data in the spreadsheet
will be organized alphabetically.
 Formulas and Functions*

The Fill Handle

• Copying Information
• An alternative to using Copy and Paste when you wish to copy
information or formulas to adjacent cells is to take advantage of
the AutoFill feature.
• If you want to copy the contents of a cell to the cells below it,
position the cursor over the small black box in the lower right
corner of the cell. As the large white plus sign cursor changes to a
thin black one, click and drag it downward to fill the desired cells.
 Extending a Series

• The Fill Handle can also be used extend a recognizable

pattern such as those in a sequence of numbers, names
of days, or names of months. In most cases, if the first
couple of cells are filled and selected, this will be enough
to establish a pattern that Excel can recognize and
continue.
 Formulas and Functions

• Excel allows the use of formulas and functions in worksheets. These can contain
specific numbers or cell references. Whenever the contents of a cell will be treated as a
formula or function, the expression entered will always begin with an equals sign (=).
• By default, formulas referencing cells containing numbers will automatically update
the calculated value if the numbers in the cells are changed.
• Formulas and Functions
• Excel uses standard operators for equations, such as a plus sign for addition ,)+( minus
sign for subtraction (-,)asterisk for multiplication ,)*( forward slash for division (/), and
caret )^( for exponents.
• The key thing to remember when writing formulas for Excel is that all formulas must
begin with an equals sign .)=( This is because the cell contains, or is equal to, the
formula and its value.
• To create a simple formula in Excel:
 Creating formulas with cell
references

• When a formula contains a cell address,

it is called a cell reference .Creating a
formula with cell references is useful
because you can update data in your
worksheet without having to rewrite
the values in the formula.
• To create a formula using cell
references:
• 1. Select the cell where the answer will
appear (B3, for example .(
 Cont…..

2. Type the equals sign)=( .

3. Type the cell address that contains the first number in the equation
(B1, for example)
4. Type the operator you need for your formula. For example, type the
addition sign)+( .
5. Type the cell address that contains the second number in the equation
(B2, for example)
6. Press Enter .The formula will be calculated, and the value will be
displayed in the cell .
To create a formula using the point-and-click method
• 1. Select the cell where the answer will
appear (B4, for example .)
• 2. Type the equals sign)=( .
• 3. Click on the first cell to be included in the
formula (A3, for example .)
• 4. Type the operator you need for your
formula. For example, type the
multiplication sign)*( .
• 5. Click on the next cell in the formula (B3,
for example .)
• 6. Press Enter .The formula will be calculated,
and the value will be displayed in the cell .
 To edit a formula:

• 1. Click on the cell you want

to edit.
• 2. Insert the cursor in the
formula bar ,and edit the
formula as desired. You can
also double-click the cell to
view and edit the formula
directly from the cell.
• 3. When finished, press Enter
or select the Enter command
 Working with basic functions

• Excel has an entire library of

functions or predefined
formulas that you can take
advantage of.
• You may be familiar with
common functions like sum ,
average ,product ,or count ,but
there are hundreds of functions
in Excel, even for things like
formatting text, referencing
cells, calculating financial rates,
and analyzing statistics.
 Basic functions

• A function is a predefined formula that performs calculations using

specific values in a particular order. One of the key benefits of functions is
that they can save you time since you do not have to write the formula
yourself. Excel has hundreds of different functions to assist with your
calculations.
The parts of a function
• The order in which you insert a function is important. Each function has a
specific order, called syntax ,which must be followed for the function to
work correctly. The basic syntax to create a formula with a function is to
insert an equals sign )=( ,a function name( SUM, for example, is the
function name for addition), and an argument .Arguments contain the
information you want the formula to calculate, such as a range of cell
references.
 Working with arguments

• Arguments must be enclosed in parentheses .Individual values or

cell references inside the parentheses are separated by either colons
or commas.
• Colons create a reference to a range of cells . For example ,=
AVERAGE(E19:E23 )would calculate the average of the cell range
E19 through E23.
• Commas separate individual values, cell references, and cell ranges
in the parentheses. If there is more than one argument, you must
separate each argument by a comma .
 Chart

• A chart is a tool you can use in Excel

to communicate your data
graphically .Charts allow your
audience to see the meaning behind
the numbers ,and they make showing
comparisons and trends a lot easier.
In this lesson, you will learn how to
insert charts and modify them so
they communicate information
effectively.
 Charts

• Excel workbooks can contain a lot of data ,and that data can
often be difficult to interpret. For example, where are the
highest and lowest values? Are the numbers increasing or
decreasing?
• The answers to questions like these can become much
clearer when the data is represented as a chart .Excel has
many different types of charts, so you can choose one that
most effectively represents the data.
Types of charts
• Click the arrows in the slideshow below to view examples of
some of the types of charts available in Excel.
 column
column
chart
chart
Linechart
Line chart
Surfacechart
Surface chart

Area
Area
PieChart
Chart chart
chart
Pie

Barchart
Bar chart
Q&A