MICROSOFT EXCEL

DEFINITION OF TERMS:
MICROSOFT EXCEL – Is a spreadsheet program that can help you create worksheets and
invoices and do simple and sophisticated number crunching. It is designed to help you calculate
the results of formulas and help you organize and analyze numerical data.
SPREADSHEET - is the computer equivalent of a paper ledger sheet. It consists of a grid made
from columns and rows. It is an environment that can make number manipulation easy and
somewhat painless.
WORKBOOK- An excel file is called a workbook. Each workbook consists of several
worksheets made up of rows and columns of information.
WORKSHEET- One sheet in an excel workbook. In Office 2007, 2010, 2013 each workbook
consists of 16,384 columns and 1,048,576 rows.

ENVIRONMENT OF MICROSOFT EXCEL

Workbook Name - Also known as the file name of the workbook you are currently working.

CELL- The intersection of the rows and columns. Each cell has an address that consists of the
column letter and row number (A1, B3, C4 and so on). It is a place where you enter data to
create worksheets.

Formula Bar- It is the place where all the information enters in a cell appears. It is also use to
edit the data later and the cells location also appears in it.

Column Headings- The letters across the top of the worksheet, which identify the columns in
the worksheet.

Row Headings - The number down the side of the worksheet, which identify the rows in the
worksheet.

Cell Selector - The dark outline that indicates the active cell (It highlights the cell you are
currently working in).

Worksheet tabs - These tabs help you move from worksheet to worksheet within the workbook

STARTING A NEW WORKBOOK

1. Click File Tab, and then New.

2. Click the Blank Workbook or click the New button on the Quick Access Toolbar.

SAVING A WORKBOOK

1. Click the save button on the File Tab.

2. Type a file name and then select a file type (Ex. Activity #)
3. Choose a location for your file by clicking the Save In drop-down arrow.
4. Click save.

CLOSING A WORKBOOK

1. Click File Tab and then close

2. Click the Close (X) button on the right side of the document window.
OPENING A WORKBOOK

1. Click File Tab and then click Open. Or click the Open button on the quick access
toolbar.
2. Locate your workbook by clicking the Look In drop-down list box and select the correct
drive and folder.
3. Click the name of your workbook.
4. Click Open.
B. TOPICS COVERED:

● Entering different types of data into an Excel Workbook ●

ENTERING TEXT

1. Use your mouse or the keyboard arrows to select the cell in which you want to enter text.
2. Type the text. As you type, your text appears in the cell and in the formula bar.
3. Press enter or the Tab key.

ADDING COMMENTS TO CELLS

1. Click the cell in which you want to place the comment

2. Select Review Tab, then click New Comment. A comment box appears next to the cell.
3. Type your information into the comment box.
4. Click anywhere else on the worksheet to close the comment box.

DELETING COMMENTS

1. Select the Cell, and then select Review Tab.

2. Click Delete button.

COPYING DATA TO OTHER CELLS

1. Click the fill handle of the cell (the small block in the lower-right corner of the cell) that
holds the data you want to copy.
2. Drag the fill handle down or right to copy the data to adjacent cells.
3. Release the mouse button. The data is “filled” into the selected cells.

ENTERING A SERIES

1. Enter the first value in the series into a cell.

2. Enter the second value in the series into the next cell.
3. Highlight the two cells.
4. Drag the fill handle of the second cell to the other cells that will be part of the series.
ENTERING A CUSTOM SERIES

1. Enter the first value in the series into a cell.

2. Select the cell you want included in the series.
3. Select Home Tab, point at fill at the Editing group, and then select series.
4. Customize the series according to your need.
5. Click Ok to create the series.

TOPICS COVERED:

● Correcting/Editing data ● Deleting data ● Aligning of text ●

CORRECTING/EDITING DATA

1. Select the cell in which you want to edit the data.

2. To begin editing, click in the formula bar to place the insertion point into the cell entry. To
edit within the cell itself, press F2 or double-click the cell.
3. Press the right- or left-arrow key to move the insertion point within the entry. Press the
backspace/delete key and type any characters you want to add.
4. Press Enter key when you have finished making your changes.
5. If you change your mind and you no longer want to edit your entry, click cancel button on
the formula bar or press esc.

COPYING DATA

1. Select the cells that you want to copy.

2. Then click the copy button on the Home Tab.
3. Select the first cell in the area where you would like to place the copy.
4. Then click the paste button on the standard toolbar.

MOVING DATA

1. Select the cells you want to move.

2. Click the cut button.
3. Select the first cell in the area where you want to place the data.
4. Click paste.

DELETING DATA

1. Select the cells you want to clear.

2. Then press delete.
 TOPICS COVERED:
● Adding borders and shadings ●

ADDING BORDERS TO CELL

1. Select the cells around to which you want a border to appear.

2. Open the Home Tab and choose border button.
3. Select the desired position, style (thickness), and color for the border. The position of the
border is selected using the buttons along the left of the border box. You can also click
inside the Border box itself to place the border.

ALIGNING TEXT IN CELL

1. Select the cell or range you want to align.

2. Select the Home Tab, and then on the Cells group command, click format cells.
3. Click the Alignment tab.
4. Choose from the following options to set the alignment:
 HORIZONTAL – Lets you specify a left/right alignment in the cells. (The Center
Across selection centers a title or other text within a range of cells).
 VERTICAL – Lets you specify how you want your text align in relation to the top
and bottom of the cells.
 ORIENTATION – Lets you flip the text sideways or print it from top to bottom
instead of left to right.
 WRAP TEXT – Tells Excel to wrap long lines of text within a cell without changing
the width of the cell.
 SHRINK TO FIT – Shrink the text to fit within the cells current width. If the cells
width is adjusted, the text increases or decreases in size accordingly.
 MERGE CELLS – Combines several cells into a single cell. All data is overlaid,
except for the cell in the upper-left corner of the selected cells.
5. Click Ok when you have finished making your selection.

ADDING SHADING TO CELLS

1. Select the cells you want to shade.

2. Open the Home Tab and choose Fill Color.
3. Click the pattern drop-down arrow to see a grid that contains colors and patterns.
4. Select the shading color and pattern. The color options let you choose a color for the
overall shading. The pattern options let you select a black or colored pattern that is
placed on top of the cell-shading color you selected.
TOPICS COVERED:
● Inserting and Removing Cells, Rows, and Columns ●

INSERTING ROWS AND COLUMNS

1. To insert a single row or column, select a cell to the right of where you want to insert a
column or below where you want to insert a row. To insert multiple columns or rows,
select the number of rows or columns you want to insert. To insert columns, drag over
the column letters at the top of the worksheet. To insert rows, drag over the row
numbers.
2. Click Home Tab
3. Select the Insert on the cells group command then click insert sheet rows or sheet
columns.

REMOVING ROWS AND COLUMNS

1. Click the row number or column letter of the row or column you want to delete. You can
select more than one row or column by dragging over the row numbers or column letters.
2. Click Home Tab
3. And then select Delete sheet rows or delete sheet columns.

INSERTING CELLS

1. Select the area where you want the new cells inserted. Excel inserts the same number of
cells as you select.
2. Select the Home Tab, then in the Cells group ribbon, click insert
3. And then click insert cells
4. Select Shift Cells Right or Shift Cells Down ( or you can choose to have an entire row or
column inserted ).
5. Click Ok.

REMOVING CELLS

1. Select the cells or range of cells you want to remove.

2. Open the Home Tab and choose Delete in the Cells group command
3. And then click Delete cells
4. Select Shift Cells Left or Shift Cells Up to specify how the remaining cells in the
worksheet should move to fill the gap left by the deleted cells.
5. Click Ok.
ADJUSTING COLUMN WIDTH

1. Place the mouse pointer on the right border of the column. A sizing tool appears.
2. Drag the border column to desire width.

ADJUSTING COLUMN WIDTH USING THE HOME TAB

If you want to precisely specify the width of a column or columns or the height of a row or
rows, you can enter specific sizes using a dialogue box.

1. Select the column you want to change.

2. Select the Home Tab, click Format arrow down key, and then select Column Width.
3. Type the column width into the dialogue box.
4. Click Ok.

TOPICS COVERED:
● Managing Worksheets ●

INSERTING WORKSHEETS

1. Select that worksheet you want to insert

2. On the Home tab, in the Cells group, click Insert,
3. And then click Insert Sheet.

DELETING WORKSHEETS

1. Select the worksheet(s) you want to delete.

2. On the Home tab, in the Cells group
3. And then select Delete Sheet.

MOVING AND COPYING WORKSHEETS

1. Select the worksheet(s) you want to move or copy. If you want to move or copy
worksheets from one workbook to another, be sure the target workbook is open.
2. On the Home tab, in the Cells group
3. Click Format, and then under Organize Sheets, click Move or Copy Sheet.

CHANGING WORKSHEET TAB NAME

1. Double-click the tab of the worksheets you want to rename. The current name is
highlighted.
 2. Type a new name for the worksheet and press Enter.

TOPICS COVERED:

● Using formulas to calculate results in your worksheets ●

FORMULAS- Used to perform calculation such as addition, subtraction, multiplication and

division. In excel, it is consists of mathematical operators and cell addresses preceded by an
equal sign.

ORDER OF OPERATIONS

The natural order of math operators follows:

1. Exponent (^) and calculations within parentheses
2. Multiplication (*) and division (/)
3. Addition (+) and subtraction ().

ENTERING FORMULAS

By typing the entire formula:

1. Select the cell where you will place the formula

2. Type an equal sign into the cell to begin the formula.
3. Enter the appropriate cell references and operators for the formula.
4. Press Enter.

By selecting the cell addresses:

1. Select the cell where you will place the formula.

2. Type the equal sign (=) to begin the formula.
3. Click the cell whose address you want to appear first in the formula.
4. Type the mathematical operator after the value to indicate the next operation you want to
perform.
5. Continue clicking cells and typing the operators until the formula is complete.
6. Press Enter.

EDITING FORMULAS

1. Select the cells you want to edit.

2. Click on the formula bar to place the insertion point in the formula, or press F2 to enter
edit mode.
 3. Press the left arrow key or the right arrow key to move the insertion point within the
formula. Edit the formula according to your needs.
4. Click the Enter button on the formula bar or press Enter to accept changes.

TOPICS COVERED:

● Printing your workbook ●

PRINTING COLUMN AND ROW LABELS ON EVERY PAGE

SCALING A WORKSHEET TO FIT ON A PAGE

1. Click the Print Preview in the quick access toolbar

2. Click Page Set-up
3. Click the Page tab to display the Page Options.
4. In the fit to XX Page(s) Wide by XX Tall text boxes, enter the number of pages into which
you want Excel to fit your data.
5. Click Ok to close the Page Setup dialog box and return to your worksheet or click Print
button in the Page Setup dialog box to display the Print Dialog Box and then click Ok to
print your worksheet.

PRINTING WORKBOOKS

1. If you want to print a portion of the worksheet, select the range of cells you want to print.
To print only a chart, click it. If you want to print one or more worksheets within the
workbook, select the worksheet tabs. To print the entire workbook without letting you
make any selections, click print button on the standard toolbar.
2. Select the File Tab and then select print (or press Ctrl+P).
3. Select the options you would like to use.
4. Click Ok.

SETTING PRINT AREA

1. Click the upper-left cell of the range you want to print.

2. Drag downward and to the right until the range you want is selected.
3. Select the Page Layout Tab, click print area, and then select Set Print Area.

TOPICS COVERED:

● Create graphical representations (charts) of workbook data ●

CREATING AND SAVING A CHART

 1. Select the data you want to chart. If you typed column labels or row labels that you want
included in the chart, be sure you select it too.
2. On the Insert tab, in the Charts group, do one of the following:
a. Click the chart type, and then click a chart subtype that you want to use.
b. To see all available
3. Choose a chart that you want

DIFFERENT CHART TYPES

 PIE – Use this chart type to show the relationship among the parts of a whole
 BAR – Use this chart to compare values at any given point in time.
 COLUMN – Similar to the bar chart; Use this chart type to emphasize the difference
between items.
 LINE – Use this chart type to emphasize trends and the change of values over time.
 SCATTER – Similar to a line chart; use this chart type to emphasize the difference
between two sets of values.
 AREA – Similar to the line chart; use this chart type to emphasize the amount of change
in values over time.

MOVING AND RESIZING A CHART

To move an embedded chart, click anywhere in the chart area and drag it to the new
location. To change the size of the chart, select the chart and then drag one of its handles (the
black square that borders the chart). Drag a corner handle to change the height and width, or
drag a side handle to change only one dimension.

PRINTING A CHART

If a chart is an embedded chart, it will print when you print the worksheet that contains
the chart. If you want to print just the embedded chart, click it to select it, and then open the
Microsoft Word Office button and select Print. Be sure the Selected Chart option is turned on.
Then, click Ok to print the chart.

ICONS IN MICROSOFT EXCEL :

(1) (2) (3) (4) (5) (6) (7) (8) (9) (10) (11) (12) (13) (14)(15) (16)(17) (18) (19) (20)
(21)(22)

1. New 7. Spelling 13. Redo 19. Drawing

2. Open 8. Cut 14. Insert Hyperlink 20. Zoom
3. Save 9. Copy 15. AutoSum 21.MS EXCEL Hel
4. Search 10. Paste 16. Sort Ascending 22.Toolbar
Options
5. Print 11. Format Painter 17. Sort Descending
6. Print Preview 12. Undo 18. Chart Wizard

ICONS IN MICROSOFT EXCEL :

(1) (2) (3) (4) (5) (6) (7) (8) (9) (10)(11)(12)(13)(14) (15)(16) (17) (18)
(19) (20)

1. Font 7. Center 13. Increase Decimal 19. Font Color

2. Font Size 8. Align Right 14. Decrease Decimal 20. Toolbar
Options
3. Bold 9. Merge and Center 15. Decrease Indent
4. Italic 10. Currency Style 16. Increase Indent
5. Underline 11. Percent Style 17. Borders
6. Align Left 12. Comma Style 18. Fill Color