Introduction

Microsoft Excel is a spreadsheet application in

the Microsoft Office suite. A spreadsheet is an
accounting program for the computer.
Spreadsheets are primarily used to work with
numbers and text. Spreadsheets can help
organize information, such as alphabetizing a
list of names or ordering records and
calculate and analyze information using
mathematical formulas.
Basic Parts of Microsoft Excel Window

Column Heading

Row Heading

Sheet tab
 Some parts of the Excel window (such as
Ribbon and scroll bars) are standard in most
other Microsoft programs. However, other
features are more specific to spreadsheets,
like the formula bar, worksheet tabs,
and name box.
The following are the basic parts of the
Microsoft Excel Window:
1. Quick Access Toolbar
2. File Tab
3. Title Bar
4. Control Buttons
5. Menu Bar
6. Ribbon/Toolbar
7. Dialog Box Launcher
8. Name Box
9. Formula Bar
10. Scroll Bars
11. Spreadsheet Area
12. Sheet tab
13. Column Heading
14. Row Heading
15. Cells
16. Status Bar
17. View Buttons
18. Zoom control
1. Quick Access Toolbar
This toolbar is located in the upper
left corner of the screen. Its objective
is to show the most frequently used
Excel commands. We can customize
this toolbar based on our preferred
commands.
2. File Tab
Excel 2007's Office button has been
replaced by the File tab. We can click
it to check the Backstage view, where
we can open or save files, create new
sheets, print sheets, and perform
other file-related operations.
3. Title Bar
The title bar of the spreadsheet is at
the top of the window. It displays
the active document's name.
4. Control Buttons
Control buttons are the symbols that
are present on the upper-right side of
the window, enabling us to change
the labels, minimize, maximize,
share, and close the sheet.
5. Menu Bar
Under the diskette or save icon or the excel
icon (this will depend on the version of the
program), labels or bars enable changing the
sheet which is shown. These are the menu bar
and contain a File, Insert, Page Layout,
Formulas, Data, Review, View, Help, and
a Search Bar with a light bulb icon. These menus
are divided into subcategories which simplify the
distribution of information and analysis of
calculations.
6. Ribbon/Toolbar
Each menu bar contains several different elements.
On the selection of the menu, a sequence of
command options/icons will show on a ribbon. For
example, if we select the "Home" tab, we will
see cut, copy, paste, bold, italic, underline,
and more commands. In the same way; we can click
on the "Insert" tab, wand e will see tables,
illustrations, additional, recommended graphics,
and graphics maps, among others. On the other
hand, if we select the "Formulas" option. Insert
functions, auto sum recently used finances, logic,
text, time, date, etc.
Ribbon/Toolbar is a set of commands
organized into three sections.
• Tabs
They are the Ribbon's top part, and they include
groups of related commands. Ribbon tabs
include Home, Insert, Page Layout, Formula, Data.
• Groups
They organize related commands; the name of each
group is displayed below the Ribbon. For example, a
set of commands related to fonts or a group of
commands related to alignment, etc.
• Commands
They appear within each group, as previously stated.
7. Dialog Box Launcher
The dialog box launcher is a very little
down arrow that is present in the lower-
right corner of a command group on the
Ribbon. By clicking on this arrow, we can
explore more options related to the
concerned group.
8. Name box
Show the location of the active cell, row,
or column. We have the option of
selecting multiple options.

9. Formula Bar
Formula bar permits us to observe, insert
or edit the information/formula entered in
the active cell.
10. Scrollbars
Scrollbars are the tools that enable us
to move the document's
vertical and horizontal views. We can
activate this by clicking on the platform's
internal bar or the arrows we have on the
sides. Additionally, we can use the mouse
wheel in order to automatically scroll up
or down: or use the directional keys.
11. Spreadsheet Area
It is the place where we enter our data. It
includes all the rows, cells, columns,
and built-in data in the spreadsheet. We
can use shortcuts to perform toolbar
activities or formulas of arithmetic
operations (add, subtract, multiply, etc.).
The insertion point is the blinking vertical
bar known as the "cursor." It specifies the
insertion location of the typing.
12. Sheet tab
The sheet tab is present at the bottom of
the spreadsheet, which says sheet1 is
shown. This sheet tab describes the
spreadsheet which is currently being
worked on. Using this, we can alternate a
number of sheets or add a new one as per
our convenience.
13. Columns Heading
Columns are a vertically ordered series of
boxes across the full sheet. This column
bar is located below the formula bar. The
letters of the alphabet are used to label
the columns. Begin with the
letter A to Z, and then after Z, it will
continue as AA, AB, and so on. The
number of columns that can be used is
limited to 16,384.

14. Rows Heading
The row bar is the left part of the sheet
where a sequence of numbers is
expressed. Begin with number one (1), and
further rows will be added as we move the
pointer down. There are a total
of 1,048,576 rows available.

15. Cells
Cells are those parallelepipeds that divide
the spreadsheet into many pieces,
separating rows and columns. A
spreadsheet's first cell is represented by
the first letter of the alphabet and the
number one (A1).
16. Status Bar
The status bar is present at the bottom of
the window that displays critical
information. It also indicates whether
something is incorrect or whether the
document is ready to be printed or
delivered.
 17. View Buttons
View buttons are a set of three buttons arranged at
the left of the Zoom control, close to the screen's
right-bottom corner. We can see three different kinds
of sheet views in Excel using this method.
• Normal View: - Normal view displays the Excel page
in normal view.
• Page Layout View: - The Page Layout view shows
the precise layout of an Excel page it will be printed.
• Page Break View: - This displays page break preview
before printing.
 18. Zoom Control
 The zoom control is present at the lower-right side of the
window. It enables us to ZOOM-IN or ZOOM-OUT a specific
area of the spreadsheet. It is represented by magnifying icons
with the symbols of maximizing (+) or minimizing (-).
 The various modern versions contain a segment with the icons
of more and less, as well as an element that separates the two
alternatives, which permits us to manipulate them by clicking
on any of these.
 On the other side, it also explains in percentage how many
times the document has been moved or approached.
Microsoft Excel 2019 enables us to zoom out up to
10% and zoom up to 400%.
Understanding Spreadsheets
What is a spreadsheet?

A program that
displays data (text
& numbers) in a
table called a
worksheet
Uses of Spreadsheet

Prepare budgets
Financial statements

Inventory management

Create charts
What is a worksheet?

A grid with columns &

rows; the term
worksheet is used
interchangeably with
spreadsheet
What is a cell?

The intersection of a
row and column
 What 3 things can you type
into a cell?

Label = words or letters

Value = numbers

Formula – statement
that performs a
calculation
What is a cell range?
A group of cells that are
closely together
What are columns?

Vertical arrangements of
cells; identified by letters
What are rows?
Horizontal arrangement of
cells; identified by
numbers
What is a worksheet tab?

A tab that identifies each

open worksheet in a
spreadsheet program,
located in the lower left
corner of the screen
 Workbooks and worksheets
A workbook automatically shows in the
workspace when you open Microsoft
Excel. Each workbook contains
three worksheets. A worksheet is a grid
of cells consisting of 65,536 rows by 256
columns. Spreadsheet information—
text, numbers, or mathematical
formulas—is entered into different cells.
 Important terms

• A workbook is made up of three

worksheets.
• The worksheets are labeled Sheet1,
Sheet2, and Sheet3.
• Each Excel worksheet is made up of
columns and rows.
 Excel 2003 vs. Excel 2007

256 Columns 16,384 Columns

65,536 Rows 1,048,576 Rows
What is a Cell Address
(Reference)?
This is a column letter &
row number
combination, such as
A1, B2
What is a name box?

Displays the name of the

active cell or range
What is a formula bar?
Displays the data or
formula stored in the
active cell
What is an active cell?

The cell in which you

are currently working
(normally the cell is
surrounded by a
black border)
What is a function?

A built-in formula that is

a shortcut for common
calculations such as
addition and average.
What are Operation
Symbols?

Instruct the computer as

to what mathematical
operations to perform
Operation Symbols

Addition (+)
Subtraction (-)

Multiplication (*)

Division (/)
How do you key a formula?
You combine numbers,
cell addresses
(references),
Operation symbols
and/or functions
Ex: =4 + 5; =B1 * B2
Order of Operations
 Completes formulas in this order:
1. Parentheses
2. Exponents
3. Multiplication
4. Division
5. Addition
6. Subtraction
Example:
Formula: 5+2*7 Result: 19

Formula: (5+2)*7 Result: 49

What is a column width
tool?

Tool that changes the

width of the columns on
a spreadsheet
What is a row height tool?
Tool that changes the
height of rows on a
spreadsheet
What is the Fill Handle
Tool?

Used to copy data &

formulas to another cell;
and create a series
What is Auto Sum Tool?

Automatically creates a
formula to add a series
of numbers in a
spreadsheet
What is a Chart?
Graphic representations
used to compare &
contrast worksheet data
What is sorting?

Organizing or rearranging
data in either ascending
or descending order
Definitions….

Sort Ascending – arranges

records from A to Z or smallest to
largest
Sort Descending – arranges
records from Z to A or largest to
smallest