CEP211L: Computer Fundamentals and Programming 2 (Laboratory)

MODULE 1: Introduction to Construction Estimates

(Microsoft Excel Organization)

▪ What is Microsoft Office?

The term “Microsoft Office” refers Microsoft’s entire suite of office productivity applications. Microsoft
Excel is one of the many applications that are grouped under of the “Microsoft Office” umbrella such as
MS Word, Ms Powerpoint, Ms Outlook, Ms Teams, MS OneNote, MS Sharepoint, MS Sway, Ms Forms,
etc., and is supported in Windows and Mac Operating System.

▪ What is Office 365?

“Office 365” is a service where you pay a monthly subscription fee (around $10 a month) to use
Microsoft Office programs (as opposed to paying $100 or more up front, as was traditionally done). One
benefit to using Office 365 is that software updates are free (for example, if a new version of Microsoft
Excel comes out, you can upgrade to that new version for free).

▪ What is Microsoft Excel?

Microsoft Excel is an electronic application and spreadsheet program developed by Microsoft. In
Excel, it helps user to organize his data into rows and columns and to perform mathematical
calculations.

Microsoft Excel consists of different features of tabs, groups of commands and workbooks. It contains
and stores data in tabular form and allows the user to manipulate commands, operations and more on
it. With that, it is one of the most suitable spreadsheet programs that enables and helps us to manage
our data in tabular form and create logical analysis from it.

In MS Excel 2010, row numbers range from 1 to 1048576. There are a total of 1048576 rows, and
columns range from A to XFD and there are a total of 16384 columns.

Figure 1. Image above is an example of 2016 Version of MS Excel.

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 CEP211L: Computer Fundamentals and Programming 2 (Laboratory)
EXPLORING THE MICROSOFT EXCEL 2016 ENVIRONMENT

The screenshot figures in this module are based on Excel 2016 running on
Windows 10 with the Windows 10 Basic theme. Figures herewith shows the
typical layout for Excel 2016.
Excel Icon

▪ WORKBOOK

An Excel file is known as workbook which is a collection of worksheets (also known as

spreadsheetsx). Whenever a new Excel workbook is created, it is named as Book1 and the sheet
is named as Sheet1 by default. You may add, delete, rename and change the order of the
worksheets to your workbook by clicking the “+” symbol near to the sheet. In this workbook, only
one worksheet can be active at a time.

▪ CREATING A WORKBOOK

A new workbook is created by clicking on the Excel icon in your computer and selecting Blank
workbook (see Figure 2). A new workbook can also be created while working in an existing
Excel workbook by typing Ctrl + N (done by clicking the Ctrl key and N key simultaneously) to
bring up a blank workbook or by selecting the File tab from the ribbon, clicking on New in the left
pane to emerge the New Workbook, and double clicking on Blank Workbook (see Figure 3).

Figure 2. Creating a new workbook.

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Figure 3. Creating a new workbook using the File tab.

▪ OPENING A WORKBOOK

Existing workbooks can be opened by double clicking on the file name where the workbook was
saved. Workbooks can also be opened from Excel by typing Ctrl + O (done by clicking the Ctrl key
and O key simultaneously). Recently used files may be opened by selecting the File tab, Open
button, selecting Recent to bring up the Recent Files (see figure 4) and clicking on the file name in
the list of recently used documents in the right pane.

Figure 4. Opening an existing workbook using the File tab.

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 CEP211L: Computer Fundamentals and Programming 2 (Laboratory)
▪ SAVING WORKBOOKS

Workbooks are saved by (option 1) clicking on the Save button on the Quick Access toolbar (QAT),
by (option 2) typing Ctrl + S (done by clicking the Ctrl key and S key simultaneously), or by (option
3) selecting the File tab and clicking Save in the left pane.

The first time a file is saved, any one of these actions will bring up the Save As dialogue box. From
the Save As dialogue box, the user selects the folder where the file is to be stored on the left side
(see figure 5), types the file name in the File name: bar, choose the type of file you want your
workbook to be saved (see figure 6) and clicks on the Save button.

An existing workbook can be saved under a different file name and different location/folder by
selecting the File tab and clicking on Save As in the left pane to bring up the Save As dialogue box.
The workbook is saved with a different file name and folder in the same manner that the user
saved a workbook the first time.

Figure 5. Saving a new workbook.

Figure 6. Saving a workbook in any type listed on the Save As dialogue box.

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 CEP211L: Computer Fundamentals and Programming 2 (Laboratory)
▪ WORKSHEET

A worksheet is made from the intersections of rows and columns which form what we call “cell”
where data is entered and interpreted (see figure 7). A worksheet can do multiple tasks like
calculations, data analysis, etc. In an Excel worksheet, columns are represented by alphabets while
rows are represented by numbers.

Columns

Selected Cell

Rows Worksheet

Sheets

Figure 7. Image above is example of Excel 2016 Layout.

▪ ADDING WORKSHEETS

Option 1: You may add, delete, rename, and change the order of the worksheets to your workbook
by clicking the “+” symbol near to the sheet (see figure 8). In this workbook, only one worksheet can
be active at a time.

Figure 8. Image above shows where is “+” to add new worksheet by option (1).

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Option 2: A blank worksheet may be added by clicking the right click of the mouse, selecting
Insert... from the popup menu (see figure 9) to bring up the Insert dialogue box (see figure 10).
From the Insert dialogue box the user selects Worksheet and clicks the OK button to insert the
worksheet.

Figure 9. Image above shows where add new worksheet by option (2).

Figure 10. Image above shows where add new worksheet by option (2).

▪ COPYING WORKSHEETS

A worksheet can be copied by 2 options.

Option 1: A worksheet is copied by right clicking on the worksheet tab and selecting Move or
Copy... from the popup menu (see figure 11). The Move or Copy Dialogue box will emerge. The
user will choose and click the worksheet to be copied and checks the “Create a copy” check box
(see figure 12).
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Figure 11. Copy a worksheet by (option 2) right clicking on that chosen worksheet to emerge pop up box.

Figure 12. Move or Copy Dialogue Box.

Option 2: You can also copy worksheet by selecting the Home Menu Tab, click the downward
arrow beside the Format button in the Cell group, the Format Popup Menu will bring up, select
Move or Copy Sheet... from the popup menu (see figure 13). The same Move or Copy Dialogue
box will bring up (see figure 12) and the same manner and procedure in option (1) is to follow to
copy a worksheet.

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Figure 13. Home: Format Popup menu.

▪ DELETING WORKSHEETS

Option 1: Worksheets can be deleted by right clicking the tabs of the unneeded worksheets and
selecting Delete from the popup menu (see figure 14)

Figure 14. Delete a worksheet by (option 1) right clicking on that chosen worksheet to emerge pop up box.

Option 2: The alternate option is by selecting the Home menu tab, selecting the downward arrow
beside the Delete button in the Delete button in the Cell group, the Delete Popup Menu will bring
up, select Delete Sheet from the popup menu (see figure 15).

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Figure 15. Home: Delete Popup menu. Delete a worksheet by (option 2).

If the worksheet contains data, a warning dialogue box (see figure 16) will appear warning you
that data exists and giving you the opportunity to cancel the delete. If you still want to delete the
worksheet, click on the Delete button. To cancel the delete, click on the Cancel button.

Figure 16. Warning Dialogue Box.

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 CEP211L: Computer Fundamentals and Programming 2 (Laboratory)
▪ EXCEL INTERFACE
It is the main interface of an Excel worksheet where we work, store and manipulate our data that
contains various components.
Workbook

Formula Box Vertical Scroll Bar

Ribbon
Cell Quick Access
Toolbar

Name Box Horizontal Scroll Bar

Zoom Control

View Options
Figure 17. Excel Interface.

▪ QUICK ACCESS TOOLBAR

The Quick Access Toolbar (QAT) composes of different commands of Excel that is customizable to
provide fast access to the user by adding any command in it, whichever is quite needed the most. By
default, Save, Undo, and Repeat commands are added in the quick access toolbar commonly found
at the upper left of the application. You can add many commands as possible but not all can be
displaced.

Figure 18. Quick Access Toolbar and customization.

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 CEP211L: Computer Fundamentals and Programming 2 (Laboratory)
▪ EXCEL RIBBON

The Ribbon includes multiple tabs, each with several groups of commands.

▪ FEATURES OF THE TABS

There are many tabs available in Microsoft Excel: Home, Insert, Draw, Page Layout,
Formulas, Data, Review, View and Help. Each tab has its own distinct features.

Tabs

Each tab is subdivided into groups.

Figure 19. Quick Access Toolbar and customization.

Each tab of Excel Ribbon contains its related operations list. For example, the Page Layout tab
contains all related to aesthetic aspect of the file. Consequently, the formula tab contains all the
mathematical, logical, finance, date, time functions and others related to numerical.

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Figure 20. Excel Ribbon

▪ NAME BOX

The Name box gives the location or "name" of a selected cell in the worksheet.

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▪ FORMULA BAR

It allows the user to write or edit data, formula, or a function that will take place in a specific cell.

In the image shown below, cell C23 is selected. Please see how the data is gathered from another set
of cells given by the formula inside formula bar.

Figure 21. Example of formula inside the formula bar which resulted to the value in cell C23.

▪ VIEW OPTIONS

We have few options to view any workbook in the Excel. These are the Normal view, Page Layout
view, or Page Break view found at the lower right of the application.

Page Layout
View
Page Break
View
Normal View

View Options
Figure 22. View Options.

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 CEP211L: Computer Fundamentals and Programming 2 (Laboratory)
▪ FILE MENU (BACKSTAGE VIEW)

Whenever the File Tab is clicked, the file menu also known as Backstage view will arise which contains
the information of the file and its options.

Open: You can open recent workbooks, as well Return to Excel

as other workbooks saved to your computer or
OneDrive.
Home: Shows you the file menu.
Info: Info contains information about the current
workbook or inspect the workbook and set its New: You can create a new blank workbook or
protection controls. choose from options of templates.

Print: You can see a preview of your workbook, Save and Save as: Allows you to store your workbook
change the print setting and print your in your computer or other location.
workbook.

Share: You can invite people to view and collaborate

on your workbook or by sharing it through email as an
Export: You can choose to export your attachment.
workbook in another format such as PDF/XPS
or Excel 1997-2003.
Publish: You can publish in Power BI to create and
share rich visual reports and dashboards from your
Close: Close the current workbook. workbook.

Feedback: Consist of your mood while working

and reaction towards the performance of the
Account: From the account pane, you can application
access, modify and sign-out your Microsoft
account.
Options: You can control options of the file like,
Office Language Preferences, Settings, etc.

Figure 23. File Menu Pane

▪ ZOOM CONTROL

The Zoom control allows the user to view the worksheet on desired scale through clicking and
dragging the slider on either to the left or right. The user may zoom in and out by sliding the control
knob or by clicking on the Plus or Minus buttons located to the right and left of the slider.

Zoom Control

Figure 24. Zoom Control.

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▪ STATUS BAR MODES

Microsoft Excel performs differently depending on the existing mode.

i. Ready Mode – In this mode, nothing is being written or edited on the spreadsheet.
ii. Enter Mode - This is when you are doing data entry in your workbook.
iii. Edit Mode – This means that the user is presently editing the contents of the current cell. To
edit the content of a cell, double‐click the selected cell with data in it or click the inside of the
formula bar.
iv. Point Mode – This is once the worksheet is used when linking to cell addresses within a formula
or from an Excel dialog window.

Status Bar Modes

Figure 25. Status Bar Modes

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