OPERATE A SPREADSHEET APPLICATION

Microsoft Excel

Microsoft Excel is an application program also known as spreadsheet. It consists of rows and columns that make it
easier for the user to enter data for tabulation. It’s a powerful application program that is deigned to compute or
tabulate data such as payroll, grade, loans, monitoring of data and etc. Reports that are generated in this application
is 100% accurate comparing it to the manual process of computation. Advantages such as fast, accurate, user
friendly are few of the characteristic that make this application powerful. Let us first be acquainted with the part of
our Microsoft Excel Window.

How to Run MS Excel

1. Click Start  Programs  Microsoft Office  Microsoft Office Excel 2003

or
2. Click the MS Excel Icon located on your desktop

Microsoft Excel Window

1 3
16
2
15
4
5
6 14

10
9
13
8
12

11

A. Parts and Function

1. Title Bar – show the program and also the workbook name
2. Application Icon - this is the icon for MS Excel. This will signify the application were the document was
created.
3. Menu Bar – Show the Menu lists, each menu has its own list of command menus
4. Standard toolbar - this toolbar serves as a shortcut key to the menu bar.
5. Formatting Toolbar - this toolbar is used in format text such as changing the text style, text size, alignment
and etc...
6. Name Box – this is where the cell address of the active cell can be seen.
7. Active Cell – highlighted cell. The box that is colored black is called active cell
8. Row Heading – represented by numbers
9. Select All – click this box it will highlight the entire worksheet.

1
 10. Column Heading – represented by the letters of the alphabet.
11. Tab Sheets – shows the worksheet that you are currently using. These tab sheets are Name sheet 1, sheet 2,
and sheet 3. We can change these names later as we go along with our discussion
12. Scroll Bar - this will allow the user to move up and down in the document window.
13. Cell – individual boxes is called cell. This is the intersection of rows and columns.
14. Formula – formula is displayed at the formula bar. You can also enter formula on this bar.
15. Workbook control Button – these are the buttons use to control the window of your workbook
16. Application Control Button – these are the buttons use to control the window of your application. It will
minimize, maximize and close the window.

Toolbars

A. Standard Toolbars

1. = Create new workbook

2. = will display the open dialog box that will allow you to open previous documents created in different
drives.

3. = save your current or active workbook in your hard drive and floppy drive

4. = this will print active workbook

5. = this will allow you to preview your workbook before printing.

6. = Check the spelling

7. = this will allow you to move text to another location

8. = this will allow you to copy the content of the cell to another cell or workbook

9. = this will paste the copy and cut action

10. = reverses the last action you have made.

11. = this will allow you to repeat the previous action

12. = this will add numbers in specific rows and columns

13. = sort selected data and arrange it a ascending and descending order.

14. = this will allow you to create charts

15. = this will display the drawing toolbar.

16. = this will magnify the workbook.

17. = will display the assistance office if you encounter problems in Microsoft Excel.

2
B. Formatting Toolbar

1. = change the font style.

2. = change the font size

3. = allows you to make text bold

4. = allows you to make text italic

5. = allows you to make text underlined.

6. = allow you to align character left of the cell

7. = allow you to align character center of the cell

8. = allow you to align character right of the cell

9. = allows you to combined or merge two or more cell and place the contents center of
the cell

10. = allows you to apply currency style.

11. = allows you to put percent style to the selected text or cell.

12. = allows you to comma to the cell or text

13. = allows you to increase and decrease decimal place to a number.

14. = allows you to increase and decrease indentation of the character.

15. = allows you to add borders to selected cells.

16. = allows you to add fill color to your cell.

17 = allows to add color to your text.

Navigating the Spreadsheet:

You can use the arrow key to move "Up," "Down," "Left," "Right," (one cell at a time) throughout the
spreadsheet. The "tab" button will move one cell to the right. The "Enter" button will confirm the entered
information and move one cell down.
If you enter text or numbers that span further than the
column allows, simply place your cursor on the line dividing
two columns next to their respective letters, and drag to the
right or left until the desired width is achieved. You can also
double-click this dividing line to have Excel automatically choose the best width.

3
Different Mouse Pointer

In Microsoft Excel you will encounter several form of mouse pointer, each pointer function differently to
guide the user while working their data in MS Excel. Let us now examine the use of different mouse pointer.
1. Normal Arrow this mouse pointer allows you to select a command from the menu bar.
2. White Cross – this mouse pointer allows you to move form one cell to another.
3. Letter I ( I) – this will allows the user to enter data.
4. Black Cross () – this pointer allows you to copy the content of the cell to another cell.
5. Vertical line w/ double arrow - this pointer allows you to resize the column width
6. Horizontal line w/ double arrow - this pointer allows you to resize the row height.

Keyboard Shortcuts

In this lesson we will familiarize keyboard shortcuts. It’s a big help to know some of the keyboard
shortcuts to manipulate commands. These are the keyboard shortcuts equivalent to a mouse manipulation.
A. Display and Use of Windows
ALT+TAB = Switch to the next program.
CTRL+ESC = Display the Windows Start menu.
CTRL+W or CTRL+F4 = Close the selected workbook window.
CTRL+F5 = Restore the window size of the selected workbook window.
CTRL+F9 = Minimize a workbook window to an icon.
CTRL+F10 = Maximize or restore the selected workbook window.
B. Access and use of Menus and Toolbar
F10 or ALT = Select items on the menu bar.
SHIFT+F10 = equivalent to a mouse right click that display special command
ALT+SPACEBAR = Display the Control menu for the Excel window.
HOME or END = Select the first or last command on the menu or submenu.
ESC = Close an open menu.
CTRL+DOWN/UP ARROW = jumps from first to last row.
CTRL+RIGHT/LEFT ARROW = jumps from first to last columns
CTRL+7 = Show or hide the Standard toolbar.
C. Use Dialog Boxes
TAB = Move to the next option or option group.
SHIFT+TAB = Move to the previous option or option group.
CTRL+TAB or CTRL+PAGE DOWN = Switch to the next tab in a dialog box.
CTRL+SHIFT+TAB or CTRL+PAGE UP = Switch to the previous tab in a dialog box.
ALT+ the underlined letter in an option = Select an option, or select or clear a check box.
ALT+DOWN ARROW = Open the selected drop-down list.
D. Work with worksheets
SHIFT+F11 or ALT+SHIFT+F1 = Insert a new worksheet.
CTRL+PAGE DOWN = Move to the next sheet in the workbook.
CTRL+PAGE UP = Move to the previous sheet in the workbook.
SHIFT+CTRL+PAGE DOWN = Select the current and next sheet.
CTRL+PAGE DOWN = to cancel selection of multiple sheets.
CTRL+PAGE UP = to select a different sheet
SHIFT+CTRL+PAGE UP = Select the current and previous sheet.

4
 ALT+O H R = Rename the current sheet (Format menu, Sheet submenu, Rename
command).
ALT+E M = Move or copy the current sheet (Edit menu, Move or Copy Sheet
command).
ALT+E L = Delete the current sheet (Edit menu, Delete Sheet command).
E. Move and Scroll within Worksheet
Arrow keys = Move one cell up, down, left, or right.
HOME Move = to the beginning of the row.
CTRL+HOME = Move to the beginning of the worksheet.
CTRL+END = Move to the last cell on the worksheet
PAGE DOWN = Move down one screen.
PAGE UP = Move up one screen.
ALT+PAGE DOWN = Move one screen to the right.
ALT+PAGE UP = Move one screen to the left.
F6 = Switch to the next pane in a worksheet that has been
SHIFT+F6 = Switch to the previous pane in a worksheet that has been split.
SHIFT+F5 = Display the Find dialog box.
SHIFT+F4 = Repeat the last Find action (same as Find Next).
TAB = Move between unlocked cells on a protected worksheet.
F. Format Data
ALT+' (apostrophe) = Display the Style dialog box.
CTRL+1 = Display the Format Cells dialog box.
CTRL+SHIFT+~ = Apply the General number format.
CTRL+SHIFT+$ = Apply the Currency format with two decimal places (negative numbers in parentheses).
CTRL+SHIFT+% = Apply the Percentage format with no decimal places.
CTRL+SHIFT+^ = Apply the Exponential number format with two decimal places.
CTRL+SHIFT+# = Apply the Date format with the day, month, and year.
CTRL+SHIFT+@ = Apply the Time format with the hour and minute, and AM or PM.
CTRL+SHIFT+! = Apply the Number format with two decimal places, thousands
separator, and minus sign (–) for negative values.
CTRL+5 = Apply or remove strikethrough.
CTRL+9 = Hide the selected rows.
CTRL+SHIFT+ ((opening parenthesis) = Unhide any hidden rows within the selection.
CTRL+0 (zero) = Hide the selected columns.
CTRL+SHIFT+) (closing parenthesis) = Unhide any hidden columns within the selection.
CTRL+SHIFT+& = Apply the outline border to the selected cells.
CTRL+SHIFT+_ = Remove the outline border from the selected Note:
To learn more about the
cells.
keyboard shortcuts use the help
menu and type “keyboard
Automatic Filling of Data Shortcuts”.

In Microsoft Excel entering series of numbers is quite easy rather than typing numbers individually. In this
situation we can use the fill handle that allows copying the content of the cells to its adjacent cell without entering
the number manually. So how to use the auto fill.
1. Enter any consecutive numbers
2. Highlight the numbers
3. Position your mouse inside the fill handle until the pointer changes to double
arrow.
5
4. Click Drag the fill handle until you reach the desired number.
5. And you will notice that every time you move the fill handle number indicator appears next to the fill
handle just like this
6. Release the mouse once you have reached the desired number

You can also enter not just number but also text. Example you want to enter months form January to December.
Just follow the steps above and automatic it will display the months.

Printing Worksheets

Printing a document in Excel is different from Microsoft Word. You have options to select if you want to
print a document. Since Microsoft Excel it consists of rows and columns of cells by default it will print the whole
document. However there are instances wherein you will only print specific portion of your spreadsheet. What will
you do so that it will not print the entire worksheet? Assuming in this table we will only print the number located in
Rows 3 to 5. We will exclude the numbers located in Rows 1, 2, 7-9 in our printing.

1. Highlight the area where you want to print

2. Click File  Print Area
3. Once the Print area is set, a broken line
will appear on your worksheet.
4. When you print this document only the
area where you set the printing will be
printed.
5. To clear the print area Click File  Print
Area  Clear print area.

Another way to print selected area

1. Highlight the area where you want to print
2. Click Print. Print dialog box will appear
3. In this dialog box select the option “Print what” select the option “selection”. This means that whatever text
or numbers that area highlighted that the only part that will be printed.

6
 4. click ok

C. How to Print a Document Heading(s) without entering them?

In printing document in Microsoft Excel heading(s) appear only in the first page, soon after the first page
heading(s) are no longer visible. Is their a way wherein headings are printed not only in the first page but also in the
succeeding pages?
Assuming there are three pages in this
worksheet and you want that the heading “Leyte
Normal University, Tacloban City” will appear
in every pages. Here are the Steps.

1. Click File  Page Setup

2. Select the sheet tab

3. Click the Data range area. See above circle
4. another window will

7
5. Click on the row(s) that you want to repeat
6. Click again the data range
7. click ok