THE MICROSOFT EXCEL 2016

Microsoft Excel is a spreadsheet program used to record and analyze numerical and
statistical data. Microsoft Excel provides multiple features to perform various operations like
calculations, pivot tables, graph tools, macro programming, etc.
An Excel spreadsheet can be understood as a collection of columns and rows that form a table.
Alphabetical letters are usually assigned to columns, and numbers are usually assigned to rows. The
point where a column and a row meet is called a cell. The address of a cell is given by the letter
representing the column and the number representing a row.
Quick Access Toolbar Tell Me The Ribbon

Expand Formula Bar Button

Formula Bar
File Menu

Vertical Scroll

Worksheet Navigation Tabs

Horizontal Scroll Bar Zoom

Insert Worksheet Button

Normal Page Page

View Layout Break
View Preview

MS EXCEL – THE WORKBOOK

The Ribbon

The Ribbon is designed to help you quickly find the commands that you need to complete a task.
Commands are organized in logical groups, which are collected together under Tabs. Each Tab relates
to a type of activity, such as formatting or laying out a page. To reduce clutter, some Tabs are shown
only when needed. For example, the Picture Tools tab is shown only when a picture is selected.

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File Menu

Here you will find the basic commands such as open, save, print, etc.

Quick Access Toolbar

The place to keep the items that you not only need to access quickly, but want to be immediately
available regardless of which of the Ribbon's tabs you're working on. If you put so many items on the
Quick Access Toolbar that it becomes too big to fit on the title bar, you can move it onto its own line.

Tell Me

This is a text field where you can enter words and phrases about what you want to do next and
quickly get to features you want to use or actions you want to perform. You can also use Tell Me to find
help about what you're looking for, or to use Smart Lookup to research or define the term you entered.

Formula Bar

A place where you can enter or view formulas or text.

Expand Formula Bar Button

This button allows you to expand the formula bar. This is helpful when you have either a long
formula or large piece of text in a cell.

Worksheet Navigation Tabs

By default, every workbook starts with 1 sheet.

Insert Worksheet Button

Click the Insert New Worksheet button to insert a new worksheet in your workbook.

Horizontal/Vertical Scroll

Allows you to scroll vertically/horizontally in the worksheet.

Normal View

This is the “normal view” for working on a spreadsheet in Excel.

Page Layout View

View the document as it will appear on the printed page.

Page Break Preview

View a preview of where pages will break when the document is printed.

Zoom Level
Allows you to quickly zoom in or zoom out of the worksheet.

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 MS EXCEL - TABS

Tabs are nothing but various options available on the Ribbon. These can be used for easy
navigation of commands that you desire to use.

Home Tab

1. Clipboard – This Clipboard Group is primarily used for Cut copy and paste. This means that if
you want to transfer data from one place to another, you have two choices, either COPY
(preserves the data in the original location) or CUT (deletes the data from the original
location). Also, there are options of Paste Special, which implies copy in the desired format. We
will discuss the details of these later in the Excel tutorials. There is also Format Painter Excel,
which is used to copy the format from the original cell location to the destination cell location.
2. Fonts – This font group within the Home tab is used for choosing the desired Font and size.
There are hundreds of fonts available in the dropdown which we can use for. In addition, you
can change the font size from small to large, depending on your requirements. Also helpful is
the feature of Bold (B), Italics (I), and Underline (U) of the fonts.
3. Alignment – As the name suggests, this group is used for alignment of tabs – Top, Middle, or
Bottom alignment of text within the cell. Also, there are other standard alignment options like
Left, middle, and right alignment. There is also an orientation option that can be used to place
the text vertically or diagonally. Merge and Center can be used to combine more than one cell
and place its content in the middle. This is a great feature to use for table formatting etc. Wrap
text can be used when there is a lot of content in the cell, and we want to make all the text visible.
4. Number – This group provides options for displaying number format. There are various formats
available – General, accounting, percentage, comma style in excel, etc. You can also increase
and decrease the decimals using this group.
5. Styles – This is an interesting addition to Excel. You can have various styles for cells – Good,
Bad, and Neutral. There are other sets of styles available for Data and Models like Calculation,
Check, Warning, etc. In addition, you can make use of different Titles and Heading options
available within Styles. The format Table allows you to quickly convert the mundane data into
the aesthetically pleasing data table. Conditional formatting is used to format cells based on
certain predefined conditions. These are very helpful in spotting the patters across an excel
sheet.

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 6. Cells – This group is used to modify the cell – its height and width etc. Also, you can hide and
protect the cell using Format Feature. You can also insert and delete new cells and rows from
this group.
7. Editing – This group within the Home Tab is useful for Editing the data on an excel sheet. The
most prominent of the commands here is the Find and Replace in Excel Command. Also, you
can use the sort feature to analyze your data – sort from A to Z or Z to A, or you can do a custom
sort here.

Insert Tab

1. Tables – This group provides a superior way to organize the data. You can use Table to sort,
filter, and format the data within the sheet. In addition, you can also use Pivot Tables to analyze
complex data very easily. We will be using Pivot Tables in our later tutorials.
2. Illustrations – This group provides a way to insert pictures, shapes, or artwork into excel. You
can insert the pictures either directly from the computer, or you can also use Online Picture
Option to search for relevant pictures. In addition, shapes provide additional ready-made square,
circle, arrow kind of shapes that can be used in excel. SmartArt provides an awesome graphical
representation to visually communicate data in the form of List, organizational charts, Venn
diagram to process diagrams. Screenshot can be used to quickly insert a screenshot of any
program that is open on the computer.
3. Apps – You can use this group to insert an existing App into excel. You can also purchase an
App from the Store section. Bing Maps app allows you to use the location data from a given
column and plot it on Bing Maps. Also, there is a new feature called People Data, which allows
you to transform boring data into an exciting one.
4. Charts – This is one of the most useful features in Excel. It helps you visualize the data in a
graphical format. Recommended charts allow Excel to come up with the best possible graphical
combination. In addition, you can make graphs on your own, and excel provides various options
like Pie-chart, Line Chart, Column Chart in Excel, Bubble Chart k in Excel, combo chart in
excel, Radar Chart in Excel, and Pivot Charts in Excel.
5. Sparklines – Sparklines are mini charts that are made on the number of data and can be
displayed with these cells. There are different options available for sparklines like Line Sparkline,
Column Sparkline, and Win/Loss Sparkline. We will discuss this in detail in later posts.
6. Filters – There are two types of filters available – Slicer allows you to filter the data visually and
can be used to filter tables, pivot tables data, etc. The Timeline filter allows you to filter the dates
interactively.
7. Hyperlink – This is a great tool to provide hyperlinks from the excel sheet to an external URL or
files. Hyperlinks can also be used to create a navigation structure with the excel sheet that is
easy to use.

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 8. Text – This group is used to text in the desired format. For example, if you want to have the
header and footer, you can use this group. In addition, WordArt allows you to use different styling
for text. You can also create your signature using the Signature line feature.
9. Symbols – This primarily consists of two parts – a) Equation – this allows you to write
mathematical equations that we cannot ordinarily write in an Excel sheet. 2) Symbols are special
character or symbols that we may want to insert in the excel sheet for better representation.

Page Layout Tab

1. Themes – Themes allow you to change the style and visual look of excel. You can choose
various styles available from the menu. You can also customize the colors, fonts, and effects in
the excel workbook.
2. Page Setup – This is an important group primarily used along with printing an excel sheet. You
can choose margins for the print. In addition, you can choose your printing orientation from
Portrait to Landscape. Also, you can choose the size of paper like A3, A4, Letterhead, etc. The
print area allows you to see the print area within the excel sheet and is helpful in making the
necessary adjustments. We can also add a break where we want the next page to begin in the
printed copy. Also, you can add a background to the worksheet to create a style. Print Titles is
like a header and footer in excel that we want them to be repeated on each printed copy of the
excel sheet.
3. Scale to Fit – This option is used to stretch or shrink the printout of the page to a percentage of
the original size. You can also shrink the width as well as height to fit in a certain number of
pages.
4. Sheet Options – Sheet options is another useful feature for printing. If we want to print the grid,
then we can check the print gridlines option. If we want to print the Row and column numbers in
the excel sheet, we can also do the same using this feature.
5. Arrange – Here, we have different options for objects inserted in Excel like Bringforward, Send
Backward, Selection Pane, Align, Group Objects, and Rotate.

Formulas Tab

1. Function Library – This is a very useful group contain all the formulas that one uses in excel.
This group is subdivided into important functions like Financial Functions, Logical Functions,

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 Date & Timing, Lookup & References, Math’s and Trigonometry, and other functions. One can
also make use of Insert Function capabilities to insert the function in a cell.
2. Defined Names – This feature is a fairly advanced but useful feature. It can be used to name
the cell, and these named cells can be called from any part of the worksheet without working
about its exact locations.
3. Formula Auditing – This feature is used for auditing the flow of formulas and its linkages. It can
trace the precedents (origin of data set) and can also show which dataset is dependent on this.
Show formula can also be used to debug errors in the formula. The Watch window in excel is
also a useful function to keep a tab on their values as you update other formulas and datasets
in the excel sheet.
4. Calculations – By default, the option selected for calculation is automatic. However, one can
also change this option to manual.

Data Tab

1. Get External Data – This option is used to import external data from various sources like
Access, Web, Text, SQL Server, XML, etc.
2. Power Query – This is an advanced feature and is used to combine data from multiple sources
and present it in the desired format.
3. Connections – This feature is used to refresh the excel sheet when the data in the current excel
sheet is coming from outside sources. You can also display the external links as well as edit
those links from this feature.
4. Sort & Filter – This feature can be used to sort the data from A to Z or Z to Z, and also you can
filter the data using the drop-down menus. Also, one can choose advanced features to filter
using complex criteria.
5. Data Tools – This is another group that is very useful for advanced excel users. One can create
various scenario analyses using Whatif analysis – Data Tables, Goal Seek in Excel, and
Scenario Manager. Also, one can convert Text to Column, remove duplicate and consolidate
from this group.
6. Forecast – This Forecast function can be used to predict the values-based on historical values.
7. Outline – One can easily present the data in an intuitive format using the Group and Ungroup
options from this.

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Review Tab

1. Proofing – Proofing is an interesting feature in Excel that allows you to run spell checks in the
excel. In addition to spell checks, one can also make use of thesaurus if you find the right word.
There is also a research button that helps you navigate the encyclopedia, dictionaries, etc. to
perform tasks better.
2. Language – If you need to translate your excel sheet from English to any other language, then
you can use this feature.
3. Comments – Comments are very helpful when you want to write an additional note for important
cells. This helps the user understand clearly the reasons behind your calculations etc.
4. Changes – If you want to keep track of the changes that are made, then one can use the Track
Changes option here. Also, you can protect the worksheet or the workbook using a password
from this option.

View Tab

1. Workbook Views – You can choose the viewing option of the excel sheet from this group. You
can view the excel sheet in the default normal view, or you can choose Page Break view, Page
Layout view, or any other custom view of your choice.
2. Show – This feature can be used to show or not show Formula bars, grid lines, or Heading in
the excel sheet.
3. Zoom – Sometimes, an excel sheet may contain a lot of data, and you may want to change
zoom in or zoom out desired areas of the excel sheet.
4. Window – The new window is a helpful feature that allows the user to open the second window
and work on both at the same time. Also, freeze panes are another useful feature that allows
freezing of particular rows and columns such that they are always visible even when one scrolls
to the extreme positions. You can also split the worksheet into two parts for separate navigation.
5. Macros – This is again a fairly advanced feature, and you can use this feature to automate
certain tasks in Excel Sheet. Macros are nothing but a recorder of actions taken in excel, and it
has the capability to execute the same actions again if required.

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