Excel Lesson 1

Microsoft Excel Basics

Adopted by Dr. T. A. Olowookere

1 Pasewark & Pasewark

 Objectives

 Define the terms spreadsheet and

worksheet.
 Identify the parts of a worksheet.
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 Start Excel, open an existing workbook, and

save a workbook.
 Move the active cell in a worksheet.

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 Objectives (continued)

 Select cells and enter data in a worksheet.

 Edit and replace data in cells.
 Zoom, preview, and print a worksheet.
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 Close a workbook and exit Excel.

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 Vocabulary

 active cell  Formula Bar

 active worksheet  landscape orientation
 adjacent range  Microsoft Excel (Excel)
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 cell  Name Box

 cell reference  nonadjacent range
 column  portrait orientation
 formula

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 Vocabulary (continued)

 range
 range reference
 row
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 sheet tab
 spreadsheet
 workbook
 worksheet

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 Introduction to Spreadsheets

 Microsoft Excel 2010 or 2016 is the

spreadsheet program in Microsoft Office
2010 or 2016.
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 A spreadsheet is a grid of rows and columns

in which you enter text, numbers, and the
results of calculations.
 In Excel, a computerized spreadsheet is
called a worksheet. The file used to store
worksheets is called a workbook.
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 Starting Excel

 You start Excel from the Start menu in

Windows. Click the Start button, click All
Programs, click Microsoft Office, and then
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click Microsoft Excel 2016.

 The Excel program window has the same
basic parts as all Office programs: the title
bar, the Quick Access Toolbar, the Ribbon,
Backstage view, and the status bar.

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 Starting Excel (continued)

 Excel program window

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 Exploring the Parts of the
Workbook

 Each workbook contains three worksheets by

default. The worksheet displayed in the work
area is the active worksheet.
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 Columns appear vertically and are identified

by letters. Rows appear horizontally and are
identified by numbers.
 A cell is the intersection of a row and a
column. Each cell is identified by a unique
cell reference.
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 Exploring the Parts of the
Workbook (continued)

 The cell in the worksheet in which you can type

data is called the active cell.
 The Name Box, or cell reference area, displays
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the cell reference of the active cell.

 The Formula Bar displays a formula when a
worksheet cell contains a calculated value.
 A formula is an equation that calculates a new
value from values currently in a worksheet.

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 Opening an Existing Workbook

 Opening a workbook means loading an

existing workbook file from a drive into the
program window.
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 To open an existing workbook, you click the

File tab on the Ribbon to display Backstage
view, and then click Open in the navigation
bar. The Open dialog box appears.

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 Saving a Workbook

 The Save command saves an existing

workbook, using its current name and save
location.
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 The Save As command lets you save a

workbook with a new name or to a new
location.

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 Moving the Active Cell in a
Worksheet

 The easiest way to change the active cell in a

worksheet is to move the pointer to the cell
you want to make active and click.
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 You can display different parts of the

worksheet by using the mouse to drag the
scroll box in the scroll bar to another position.
 You can also move the active cell to different
parts of the worksheet using the keyboard or
the Go To command.
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 Moving the Active Cell in a
Worksheet (continued)

 Keys for moving the active cell in a worksheet

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 Selecting a Group of Cells

 A group of selected cells is called a range.

The range is identified by its range reference,
for example, A3:C5.
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 In an adjacent range, all cells touch each

other and form a rectangle.
– To select an adjacent range, click the cell in a
corner of the range, drag the pointer to the cell in
the opposite corner of the range, and release the
mouse button.
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 Selecting a Group of Cells
(continued)

 A nonadjacent range includes two or more

adjacent ranges and selected cells.
– To select a nonadjacent range, select the first
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adjacent range or cell, press the Ctrl key as you

select the other cells or ranges you want to
include, and then release the Ctrl key and the
mouse button.

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 Entering Data in a Cell

 Worksheet cells can contain text, numbers,

or formulas.
– Text is any combination of letters and numbers
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and symbols.
– Numbers are values, dates, or times.
– Formulas are equations that calculate a value.
 You enter data in the active cell.

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 Changing Data in a Cell

 You can edit, replace, or clear data.

 You can edit cell data in the Formula Bar or
in the cell. The contents of the active cell
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always appear in the Formula Bar.

 To replace cell data, select the cell, type new
data, and press the Enter button on the
Formula Bar or the Enter key or the Tab key.
 To clear the active cell, you can use the
Ribbon, the keyboard, or the mouse.
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 Searching for Data

 The Find command locates data in a

worksheet, which is particularly helpful when
a worksheet contains a large amount of data.
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You can use the Find command to locate

words or parts of words.
 The Replace command is an extension of the
Find command. Replacing data substitutes
new data for the data that the Find command
locates.
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 Searching for Data (continued)

 Find and Replace options

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 Zooming a Worksheet

 You can change the magnification of a

worksheet using the Zoom controls on the
status bar.
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 The default magnification for a workbook is

100%.
 For a closer view of a worksheet, click the
Zoom In button or drag the Zoom slider to
the right to increase the zoom percentage.
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 Zooming a Worksheet (continued)

 Zoom dialog box and controls

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 Previewing and Printing a
Worksheet

 You can print a worksheet by clicking the File

tab on the Ribbon, and then clicking Print in
the navigation bar to display the Print tab.
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 The Print tab enables you to choose print

settings.
 The Print tab also allows you to preview your
pages before printing.

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 Closing a Workbook and Exiting
Excel

 You can close a workbook by clicking the File

tab on the Ribbon, and then clicking Close in
the navigation bar. Excel remains open.
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 To exit the workbook, click the Exit command

in the navigation bar.

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 Excel Lesson 2
Changing the Appearance
of a Worksheet

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 Objectives

 Change column widths and row heights.

 Position data within a cell by aligning,
wrapping, rotating, and indenting.
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 Change the appearance of cells using fonts,

font sizes, font styles, colors, and borders.
 Designate the number format used for data
stored in a cell.

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 Objectives (continued)

 Use the Format Painter to copy formatting

from one cell to another.
 Apply and clear cell styles.
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 Find and replace cell formats.

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 Vocabulary

 align  font
 AutoFit  font size
 border  font style
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 cell style  Format Painter

 clear  indent
 column heading  merge
 fill  number format

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 Vocabulary (continued)

 orientation
 row heading
 style
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 theme
 truncate
 wrap text

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 Resizing Columns and Rows

 Resize a column by placing the pointer on

the right edge of the column heading and
dragging. For a precise column width, enter
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the value in the Column Width dialog box.

 To change the row height, drag the border of
the row heading or enter a height in the Row
Height dialog box.

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 Resizing Columns and Rows
(continued)

 AutoFit determines the best width for a

column or the best height for a row.
 Place the pointer on the right edge of the
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column heading (or below the row heading)

until the pointer changes to a double-headed
arrow. Then, double-click to resize the
column or row to the best fit.

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 Positioning Data Within a Cell

 By default, text you enter in a cell is lined up

along the bottom-left side of the cell, and
numbers you enter in a cell are lined up
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along the bottom-right.

 However, you can position data within a cell
in a variety of ways using the buttons on the
Home tab of the Ribbon.

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 Positioning Data Within a Cell
(continued)

 Positioning data within a cell

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 Positioning Data Within a Cell
(continued)

 You can align the contents of a cell

horizontally and vertically within the cell. To
change the alignment of a cell, select the
cell and then click an alignment button on the
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Home tab.
 You can also merge cells which combines
them into one cell.
 Indent data within cells by using the Increase
Indent and Decrease Indent buttons on the
Home tab.
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 Positioning Data Within a Cell
(continued)

 You can change a cell’s text orientation.

 Text that doesn’t fit in a cell is displayed in
the next cell, if empty. If the next cell contains
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data, any text that does not fit is truncated,

or hidden from view.
 To see all the text stored in a cell you can
wrap text. The row height increases to
display additional lines.
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 Changing the Appearance of Cells

 A theme is a preset collection of design

elements, including fonts, colors, and effects.
 As you format cells, Live Preview shows the
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results of the different formatting options.

 A font is the design of text. The default font
for cells is Calibri.
 Font size determines the height of
characters in points (default size for cells is
11 points).
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 Changing the Appearance of Cells
(continued)

 Font gallery
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 Changing the Appearance of Cells
(continued)

 Bold, italic, and underlining can add emphasis to

the contents of a cell. These features are
referred to as font styles.
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 You can use color to emphasize cells. The

default font color is black and the default fill
(background) color is white. Both colors can be
changed.
 You can add emphasis to a cell by applying a
border (or line) around its edges.
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 Changing the Appearance of Cells
(continued)

 Number formats change the way data looks

in a cell. The actual content you entered is
not changed.
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 The default number format is General, which

displays numbers the way you enter them.

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 Changing the Appearance of Cells
(continued)

 Number formats
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 Changing the Appearance of Cells
(continued)

 The Format Painter enables you to copy

formatting from one cell and paste it to other cells
without pasting the first cell’s contents.
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 The format cells dialog box provides access

to all the formatting options available on the
ribbon, as well as some additional options.

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 Using Styles to Format Cells

 A style is a combination of formatting

characteristics.
 A cell style is a collection of formatting
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characteristics you apply to a cell or range of

data.
 To remove, or clear, all the formatting
applied to a cell or range of cells, use the
Clear button on the Home tab.
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 Using Styles to Format Cells
(continued)

 Cell styles gallery

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 Excel Lesson 3
Organizing the Worksheet

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 Objectives

 Copy and move data in a worksheet.

 Use the drag-and-drop method and Auto Fill
options to add data to cells.
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 Insert and delete rows, columns, and cells.

 Freeze panes in a worksheet.
 Split a worksheet window.

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 Objectives (continued)

 Check spelling in a worksheet.

 Prepare a worksheet for printing.
 Insert headers and footers in a worksheet.
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 Vocabulary

 automatic page break  header

 copy  manual page break
 cut  margin
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 fill handle  Normal view

 filling  Office Clipboard
 footer (Clipboard)
 freeze panes  Page Break Preview

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 Vocabulary (continued)

 Page Layout view

 paste
 print area
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 print titles
 scale
 split

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 Copying and Moving Cells

 Copying duplicates the cell or range in

another location, while also leaving the cell in
its original location.
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 Cutting removes a cell or range from its

original location in the worksheet.
 Pasting places the cell or range in another
location.

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 Copying and Moving Cells
(continued)

 To copy a cell or range, use buttons in the

Clipboard group on the Home tab.
 The copied data is placed on the Office
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Clipboard. The Office Clipboard (or

Clipboard) is a temporary storage area for
up to 24 selections you copy or cut.
 To move a cell or range, you use the Cut
button, followed by the Paste button.
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 Copying and Moving Cells
(continued)

 Range copied to the Clipboard

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 Copying and Moving Cells
(continued)

 You can quickly move or copy data using the

drag-and-drop method. First, select the cell
or range, then drag them to a new location.
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 To copy cells, press and hold the Ctrl key.

 Filling copies a cell’s contents and/or
formatting into an adjacent cell or range.
 You can use the fill handle to help with
copying cells and also to continue a series of
text items, numbers, or dates.
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 Inserting and Deleting Rows,
Columns, and Cells

 To insert a row, click the row heading to

select the row where you want the new row
to appear. Then, click the Insert button on the
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Home tab.
 To insert a column, click the column heading
to select the column where you want the new
column to appear. Then, click the Insert
button.

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 Inserting and Deleting Rows,
Columns, and Cells (continued)

 To delete a row or column, click the appropriate

row or column heading and then click the Delete
button on the Home tab.
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 Use the buttons in the Cells group on the Home

tab to insert and delete cells.

Insert dialog box

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 Freezing Panes in a Worksheet

 You can view two parts of a worksheet at

once by freezing panes.
 When you freeze panes, you select which
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rows and/or columns of the worksheet

remain visible on the screen as the rest of
the worksheet scrolls.

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 Splitting a Worksheet Window

 Splitting divides the worksheet window into

two or four panes that you can scroll
independently.
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 This enables you to see different parts of a

worksheet at the same time.

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 Splitting a Worksheet Window
(continued)

 Worksheet window split into horizontal panes

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 Checking Spelling in a Worksheet

 To find and correct spelling errors, use the

Spelling command on the Review tab.
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 Preparing a Worksheet for Printing

 So far, you have worked in Normal view,

which is the best view for entering and
formatting data in a worksheet.
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 Page Layout view shows how the worksheet

will appear on paper, which is helpful when
you prepare a worksheet for printing.
 The margin is the blank space around the
top, bottom, left, and right sides of a page.
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 Preparing a Worksheet for Printing
(continued)

 Margins menu
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 Preparing a Worksheet for Printing
(continued)

 By default, Excel is set to print pages in

portrait orientation. Worksheets printed in
portrait orientation are longer than they are
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wide. In contrast, worksheets printed in

landscape orientation are wider than they are
long.
 The print area consists of the cells and
ranges designated for printing.

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 Preparing a Worksheet for Printing
(continued)

 Excel inserts an automatic page break

whenever it runs out of room on a page. You
can also insert a manual page break to start
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a new page.
 The simplest way to adjust page breaks is in
Page Break Preview. On the status bar,
click the Page Break Preview button to
switch to this view.

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 Preparing a Worksheet for Printing
(continued)

 Scaling resizes a worksheet to print on a

specific number of pages. The Scale to Fit
group contains the three options shown below.
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Scale to Fit group on the Page Layout tab

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 Preparing a Worksheet for Printing
(continued)

 By default, gridlines, row numbers, and

column letters appear in the worksheet but
not on the printed page. You can choose to
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show or hide gridlines and headings in a

worksheet or on the printed page.
 Print titles are designated rows and/or
columns in a worksheet that are printed on
each page.

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 Inserting Headers and Footers

 A header is text that is printed in the top

margin of each page. A footer is text that is
printed in the bottom margin of each page.
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Completed Header section

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 Excel Lesson 4
Entering Worksheet Formulas

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 What Are Formulas?

 The equation used to calculate values based

on numbers entered in cells is called a
formula.
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 Each formula begins with an equal sign (=).

 The results of the calculation appear in the
cell in which the formula is entered.

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 What Are Formulas? (continued)

 Formula and formula reset

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 Entering a Formula

 Worksheet formulas consist of two components:

– operands
– operators
An operand is a constant (text or number) or cell
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
reference used in a formula.
 An operator is a symbol that indicates the type of
calculation to perform on the operands, such as a
plus sign (+) for addition.

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 Entering a Formula (continued)

 Mathematical operators
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 Entering a Formula (continued)

 A formula with multiple operators is calculated

using the order of evaluation.
– Contents within parentheses (beginning with
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innermost) are evaluated first.

– Mathematical operators are evaluated in a specific
order. (Shown in table on next slide).
– If operators have the same order of evaluation, the
equation is evaluated from left to right.

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 Entering a Formula (continued)

 Order of evaluation
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 Editing Formulas

 If you enter a formula with an incorrect

structure in a cell, Excel opens a dialog box
that explains the error and provides a
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possible correction.

Formula error message

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 Editing Formulas (continued)

 If you discover that you need to make a

correction, you can edit the formula.
 Click the cell with the formula you want to
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edit. Press the F2 key or double-click the cell

to enter editing mode or click in the Formula
Bar.

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 Excel Lesson 5
Using Functions

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 Objectives

 Identify the parts of a function.

 Enter formulas with functions.
 Use functions to solve mathematical
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problems.
 Use functions to solve statistical problems.
 Use functions to solve financial problems.

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 Objectives (continued)

 Use logical functions to make decisions with

worksheet data.
 Use functions to insert times and dates in a
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worksheet.
 Use text functions to format and display cell
contents.

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 Vocabulary

 argument  logical functions

 date and time functions  mathematical functions
 financial functions  statistical functions
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 Formula AutoComplete  text functions

 function  trigonometric functions

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 What Are Functions?

 A function is a shorthand way to write an

equation that performs a calculation.
 A formula with a function has three parts:
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– The equal sign identifies the cell contents as a

formula.
– The function name identifies the operation to be
performed.
– The argument is the value the function uses to
perform a calculation.
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 What Are Functions? (continued)

 Parts of a function (Syntax)

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 What Are Functions? (continued)

 Arguments can refer to both individual cells and

cell ranges and must be enclosed within
parentheses.
You can include one argument or multiple
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
arguments, depending on the syntax required for the
function.
 For example, the function =AVERAGE(B1:B9)
would calculate the average of the values in the cell
range B1:B9. This function contains only one
argument.
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 What Are Functions? (continued)

 Multiple arguments must be separated by a

comma. For example, the function =SUM(A1:A3,
C1:C2, E1) will add the values of all the cells in the
three arguments.
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 Entering Formulas with Functions

 To enter a formula with a function, you need

to do the following.
– Start the formula with an equal sign.
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– Select or enter the function you want to use.

– Select or enter the arguments in parentheses.
– Enter the completed formula.
 To open the Insert Function dialog box, click
the Insert Function button on the Formula
Bar.
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 Entering Formulas with Functions
(continued)

 Insert Function dialog box

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 Entering Formulas with Functions
(continued)

 You can also enter a formula with a function

directly in a cell by typing an equal sign, the
function name, and the argument.
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 Formula AutoComplete helps you enter a

formula with a valid function name and
arguments.
– As you begin to type the function name, a list of
function names appears below the active cell.

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 Types of Functions

 Mathematical functions and trigonometric

functions manipulate quantitative data in a
worksheet.
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 Some mathematical operations, such as

addition and subtraction, do not require
functions.
 Mathematical and trigonometric functions are
particularly useful when you need to
determine values such as logarithms,
factorials, and sines.
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 Types of Functions (continued)

 Commonly used mathematical and trigonometric

functions
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 Types of Functions (continued)

 Statistical functions are used to describe

quantities of data.
 For example, statistical functions can
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determine:
– the average, standard deviation, or variance of a
range of data.
– the number of values in a range, the largest value
in a range, and the smallest value in a range.

88 Pasewark & Pasewark Microsoft Office 2010 Introductory

 Types of Functions (continued)

 Commonly used statistical functions

Excel Lesson 5

89 Pasewark & Pasewark Microsoft Office 2010 Introductory

 Types of Functions (continued)

 Financial functions are used to analyze

loans and investments.
 Some commonly used financial functions are
Excel Lesson 5

future value, present value, and payment.

90 Pasewark & Pasewark Microsoft Office 2010 Introductory

 Types of Functions (continued)

 Commonly used financial functions

Excel Lesson 5

91 Pasewark & Pasewark Microsoft Office 2010 Introductory

 Types of Functions (continued)

 Logical functions, such as the IF function,

display text or values if certain conditions exist.
– The first argument sets a condition for comparison,
called a logical test. The second argument determines
Excel Lesson 5

the value if the logical test is true. The third argument

determines the value if the logical test is false.
 For example, the formula
=IF(C4>60,“PASS”,“FAIL”) returns PASS if the
value in cell C4 is greater than 60; otherwise the
formula returns FAIL.
92 Pasewark & Pasewark Microsoft Office 2010 Introductory
 Types of Functions (continued)

 Commonly used logical functions

Excel Lesson 5

93 Pasewark & Pasewark Microsoft Office 2010 Introductory

 Types of Functions (continued)

 Date and Time functions can also be used

to insert dates and times in a worksheet.
Excel Lesson 5

94 Pasewark & Pasewark Microsoft Office 2010 Introductory

 Types of Functions (continued)

 Text functions are used to format and

display cell contents.
Excel Lesson 5

95 Pasewark & Pasewark Microsoft Office 2010 Introductory