Creating Spreadsheets

with Microsoft Excel

 Creating Spreadsheets with
Microsoft Excel

LEARNING OBJECTIVES:

ü Explain the features of the Excel Interface

ü Demonstrate how to navigate in a workbook and enter text
ü Show how to change the structure of a worksheet
ü Explain how to use formatting to improve a worksheet
ü Demonstrate the use of formulas and functions
ü Show how to summarize and illustrate data with charts
ü Understand how Excel uses tables to organized structure
data
What is Microsoft Excel?

Is a spreadsheet application in the Microsoft Office suite that is

an accounting program for the computer. The primary purpose
of a spreadsheet is to work with numbers and text.
Spreadsheets can be used to organize data like alphabetizing a
list of named or sorting records, as well as to calculate and
analyze data using mathematical formulas.
CONTENT
1 Understanding the Excel Interface

2
3
4
5
6
7
1 Understanding the Excel Interface

What is Excel Interface?

The graphical user interface (GIU) of Microsoft Excel,
encompassing menus, toolbars, ribbons, tabs, and various other
elements that allow users to interact with and utilize the
software for creating and managing spreadsheets.
1 Understanding the Excel Interface
Quick Access Toolbar Title Bar

Menu Bar

Toolbar/Ribbon Formula Bar

Control Buttons
File Tab

Dialog Box
Launcher

Name Box Column Bar

Scroll Bar

Cells

Row Bar Spreadsheet Area Zoom Controls

Leaf Bar Status Bar View Buttons

1 Understanding the Excel Interface
Quick Access Toolbar Title Bar

Menu Bar

Toolbar/Ribbon
Control Buttons
File Tab

QUICK ACCESS TOOLBAR FILE TAB

This toolbar is located in the upper left We can click it to check the Backstage view,
corner of the screen. Its objective is to show where we can open or save files, create new
the most frequently used Excel commands. sheets, print sheets, and perform other file-
We can customize this toolbar based on our related operations.
preferred commands.
1 Understanding the Excel Interface
Quick Access Toolbar Title Bar

Menu Bar

Toolbar/Ribbon
Control Buttons
File Tab

TITLE BAR CONTROL BUTTONS

The title bar of the spreadsheet is at the top Control buttons are the symbols that are
of the window. It displays the active present in the upper-right side of the
document's name. window, enabling us to change the labels,
minimize, maximize, share, and close the
sheet.
1 Understanding the Excel Interface
Quick Access Toolbar Title Bar

Menu Bar

Toolbar/Ribbon
Control Buttons
File Tab

MENU BAR

Under the diskette or save icon or the excel icon (this will depend on the version of the
program), labels or bars which 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.
1 Understanding the Excel Interface
Quick Access Toolbar Title Bar

Menu Bar

Toolbar/Ribbon
Control Buttons
File Tab

RIBBON/TOOLBAR

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.
1 Understanding the Excel Interface

Dialog Box
Formula Bar Launcher

Name Box Column Bar

Scroll Bar

Cells

Row Bar

NAME BOX

Show the location of the active cell, row, or column. We have the option of selecting
multiple options.
1 Understanding the Excel Interface

Dialog Box
Formula Bar Launcher

Name Box Column Bar

Scroll Bar

Cells

Row Bar

DIALOG BOX LAUNCHER

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.
1 Understanding the Excel Interface

Dialog Box
Formula Bar Launcher

Name Box Column Bar

Scroll Bar

Cells

Row Bar

CELLS

Cells are those parallelized 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).
1 Understanding the Excel Interface

Dialog Box
Formula Bar Launcher

Name Box Column Bar

Scroll Bar

Cells

Row Bar

SCROLL BARS

Scroll bars 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.
1 Understanding the Excel Interface

Dialog Box
Formula Bar Launcher

Name Box Column Bar

Scroll Bar

Cells

Row Bar

COLUMN BAR

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.
1 Understanding the Excel Interface

Dialog Box
Formula Bar Launcher

Name Box Column Bar

Scroll Bar

Cells

Row Bar

ROW BAR

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.
1 Understanding the Excel Interface

Dialog Box
Formula Bar Launcher

Name Box Column Bar

Scroll Bar

Cells

Row Bar

FORMULA BAR

Formula bar permits us to observe, insert or edit the information/formula entered in the
active cell.
1 Understanding the Excel Interface

Row Bar Spreadsheet Area Scroll Bar Zoom Controls

Leaf Bar Status Bar View Buttons

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.
1 Understanding the Excel Interface

Row Bar Spreadsheet Area Scroll Bar Zoom Controls

Leaf Bar Status Bar View Buttons

LEAF BAR

Leaf bar is present at the bottom of the spreadsheet, which says sheet1 is shown. This
sheet bar 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.
1 Understanding the Excel Interface

Row Bar Spreadsheet Area Scroll Bar Zoom Controls

Leaf Bar Status Bar View Buttons

LEAF 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. This shows the result of the selected digits such as sum, average,
count, maximum, minimum, etc.
By right-clicking on the status bar, we can configure the status bar. Any command from
the specified list can be added or removed.
1 Understanding the Excel Interface

Row Bar Spreadsheet Area Scroll Bar Zoom Controls

Leaf Bar Status Bar View Buttons

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. This shows the result of the selected digits such as sum, average,
count, maximum, minimum, etc.
By right-clicking on the status bar, we can configure the status bar. Any command from
the specified list can be added or removed.
1 Understanding the Excel Interface

Row Bar Spreadsheet Area Scroll Bar Zoom Controls

Leaf Bar Status Bar View Buttons

VIEW BUTTONS

View buttons are a set of three buttons arranged at the left of the Zoom control, close 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.
1 Understanding the Excel Interface

Row Bar Spreadsheet Area Scroll Bar Zoom Controls

Leaf Bar Status Bar View Buttons

ZOOM CONTROLS

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 (-).
CONTENT
1 Understanding the Excel Interface

2 Moving Around in a Worksheet

3
4
5
6
7
2 Moving Around in a Worksheet

MOVE TO A SPECIFIC CELL

If you want to move to a specific cell, click that cell. Then, if you want to insert data,
begin typing.
2 Moving Around in a Worksheet

MOVE AROUND A WORKSHEET ONE CELL AT A TIME

Use the arrow keys on your keyboard to move around your Worksheet. Use the Down-
Arrow key to move down. Use the Up-Arrow key to move up. Use the Right-Arrow key
or the Tab key to move right. Use the Left-Arrow key or hold down the Shift key while
you press the Tab key to move left.
2 Moving Around in a Worksheet

GO TO

The F5 function key is the "Go To" key. When you press the F5 key, the Go To dialog box
opens and prompts you for the cell to which you want to go. Type the cell address in the
Reference field, click OK, and Excel jumps to that cell. For example, if you want to go to
cell A5, press F5, type A5 in the Reference field, and then press OK.
2 Moving Around in a Worksheet
CONTENT
1 Understanding the Excel Interface

2 Moving Around in a Worksheet

3 Changing the Structure of a Worksheet

4
5
6
7
3 Changing the Structure of a Worksheet
TO MODIFY COLUMN WIDTH

1. Position the mouse over the column line in the 2. Click and drag the mouse to increase or decrease
column heading so the cursor becomes a double the column width
arrow.

3. Release the mouse. The column width will be changed.

3 Changing the Structure of a Worksheet
TO AUTOFIT COLUMN WIDTH

Auto Fit the width for several columns at the same

time. Simply select the columns you want to Auto
Fit, then select the Auto Fit Column Width
command from the Format drop-down menu on
the Home tab. This method can also be used for
row height.
3 Changing the Structure of a Worksheet
TO MODIFY ROW HEIGHT

1. Position the cursor over the row line so the cursor 2. Click and drag the mouse to increase or decrease
becomes a double arrow. the row height.

3. Release the mouse. The height of the selected row will be changed.
3 Changing the Structure of a Worksheet
TO MODIFY ALL ROWS OR COLUMNS

1. Locate and click the Select All button just below the
name box to select every cell in the worksheet.

2. Position the mouse over a row line so the cursor

becomes a double arrow.

3. Click and drag the mouse to increase or decrease the row

height, then release the mouse when you are satisfied. The
row height will be changed for the entire worksheet.
3 Changing the Structure of a Worksheet
TO INSERT ROW

1. Select the row heading below where you want the new 2. Click the Insert command on the Home tab.
row to appear. In this example, we want to insert a row
between rows 4 and 5, so we'll select row 5.

3. The new row will appear above the selected row.

3 Changing the Structure of a Worksheet
TO INSERT COLUMN

1. Select the column heading to the right of where you want 2. Click the Insert command on the Home tab.
the new column to appear. For example, if you want to
insert a column between columns D and E, select column E.

3. The new column will appear to the left of the selected column.
3 Changing the Structure of a Worksheet
TO DELETE A ROW OR COLUMN

1. Select the row you want to delete. In our example, we'll 2. Click the Delete command on the Home tab.
select row 9.

3. The selected row will be deleted, and those around it will shift. In our example, row 10 has moved up, so it's now row 9.
 3 Changing the Structure of a Worksheet
TO HIDE OR UNHIDE A ROW OR COLUMN

1. Select the columns you want to hide, right-click the mouse, then 2. The columns will be hidden. The green column line
select Hide from the formatting menu. In our example, we'll hide indicates the location of the hidden columns.
columns C, D, and E.

3. To unhide the columns, select the columns on both sides of the hidden
4. The hidden columns will reappear.
columns. In our example, we'll select columns B and F. Then right-click the
mouse and select Unhide from the formatting menu.
3 Changing the Structure of a Worksheet
TO MERGE CELLS USING THE MERGE & CENTER COMMAND

1. Select the cells you want to wrap. In this example,

we'll select the cells in column C.

2. Click the Wrap Text command on the Home tab.

3. The text in the selected cells will be wrapped.

3 Changing the Structure of a Worksheet
TO MERGE CELLS USING THE MERGE & CENTER COMMAND

1. Select the cell range you want to merge. In our

example, we'll select A1:F1.

2. Click the Merge & Center command on the Home

tab. In our example, we'll select the cell range A1:F1.

3. The selected cells will be merged, and the text will be

centered.
CONTENT
1 Understanding the Excel Interface

2 Moving Around in a Worksheet

3 Changing the Structure of a Worksheet

4 Formatting Cells

5
6
7
4 Formatting Cells

All cell content uses the same formatting by default, which

can make it difficult to read a workbook with a lot of
information. Basic formatting can customize the look and
feel of your workbook, allowing you to draw attention to
specific sections and making your content easier to view and
understand.
4 Formatting Cells
TO CHANGE THE FONT SIZE

1. Select the cell(s) you want to modify. 2. On the Home tab, click the drop-down arrow next to the
Font Size command, then select the desired font size. In
our example, we will choose 24 to make the text larger.

3. The text will change to the selected font size.

4 Formatting Cells
TO CHANGE THE FONT

1. Select the cell(s) you want to modify. 2. On the Home tab, click the drop-down arrow next to the
Font Color command, then select the desired font color. In
our example, we'll choose Green.

3. The text will change to the selected font color.

4 Formatting Cells
TO USE BOLD, ITALIC AND UNDERLINE COMMAND

1. Select the cell(s) you want to modify. 2. Click the Bold (B), Italic (I), or Underline (U) command
on the Home tab. In our example, we'll make the selected
cells bold.

3. The selected style will be applied to the text.

4 Formatting Cells

Cell Boarders and Fill Colors

Cell borders and fill colors allow you to create clear and
defined boundaries for different sections of your
worksheet. Below, we'll add cell borders and fill color to
our header cells to help distinguish them from the rest of
the worksheet.
4 Formatting Cells
TO ADD A FILL COLOR

1. Select the cell(s) you want to modify. 2. On the Home tab, click the drop-down arrow next to the
Fill Color command, then select the fill color you want to
use. In our example, we'll choose a dark gray.

3. The selected fill color will appear in the selected cells.

We've also changed the font color to white to make it
more readable with this dark fill color.
4 Formatting Cells
TO ADD BOARDER

1. Select the cell(s) you want to modify. 2. On the Home tab, click the drop-down arrow next to the
Borders command, then select the border style you want
to use. In our example, we'll choose to display All Borders.

3. The selected border style will appear.

4 Formatting Cells

Cell Styles

Instead of formatting cells manually, you can use Excel's

predesigned cell styles. Cell styles are a quick way to
include professional formatting for different parts of your
workbook, like titles and headers.
4 Formatting Cells
TO APPLY A CELL STYLE

1. Select the cell(s) you want to modify. 2. Click the Cell Styles command on the Home tab, then
choose the desired style from the drop-down menu.

3. The selected cell style will appear.

4 Formatting Cells
TO CHANGE HORIZONTAL TEXT ALIGNMENT

1. Select the cell(s) you want to modify. 2. Select one of the three horizontal alignment commands
on the Home tab. In our example, we'll choose Center
Align.

3. The text will realign.

4 Formatting Cells
TO CHANGE VERTICAL TEXT ALIGNMENT

1. Select the cell(s) you want to modify. 2. Select one of the three vertical alignment commands on
the Home tab. In our example, we'll choose Middle Align.

3. The text will realign.

4 Formatting Cells
THE FORMAT PAINTER

If you want to copy formatting from one cell to another, you can use the Format
Painter command on the Home tab. When you click the Format Painter, it will
copy all of the formatting from the selected cell. You can then click and drag over
any cells where you want to paste the formatting.
CONTENT
1 Understanding the Excel Interface

2 Moving Around in a Worksheet

3 Changing the Structure of a Worksheet

4 Formatting Cells

5 Entering Formulas and Functions

6
7
5 Entering Formulas and Functions

Formulas and functions are essential tools in spreadsheet software

that enable efficient data analysis and manipulation.
Understanding how to create and use formulas and functions is
fundamental for anyone working with spreadsheets, making data
management and analysis more efficient and accurate. By
practicing and exploring various functions, users can harness the
power of spreadsheet software to solve complex problems and
make informed decisions.
5 Entering Formulas and Functions

Understanding Formulas
A formula in spreadsheet software is an expression that
performs calculations on values in cells. It consists of
operators, cell references, constants, and functions that
together yield a result.
5 Entering Formulas and Functions

Understanding Functions
A function in spreadsheet software is a predefined formula
that performs specific calculations or operations on a set of
values, often referred to as arguments. Functions are
categorized based on their purpose and provide a convenient
way to perform complex calculations.
 5 Entering Formulas and Functions

Demonstrating Formulas and Functions

Basic Arithmetic Formulas:

1. Addition: 3. Multiplication:
Formula: =A1 + B1 Formula: =A1 * B1
Example: If A1=10 and B1=5, the result would be 15. Example: If A1=10 and B1=5, the result would be 50.

2. Subtraction: 4. Division:
Formula: =A1 - B1 Formula: =A1 / B1
Example: If A1=10 and B1=5, the result would be 5. Example: If A1=10 and B1=5, the result would be 2.
5 Entering Formulas and Functions

Pre-defined Functions
1. SUM Function:
Formula: =SUM(A1:A5)
Example: If A1=10, A2=15, A3=20, A4=25, and A5=30, the
result would be 100 (sum of these values).

2. AVERAGE Function:
Formula: =AVERAGE(A1:A5)
Example: If A1=10, A2=15, A3=20, A4=25, and A5=30, the
result would be 20 (average of these values).
CONTENT
1 Understanding the Excel Interface

2 Moving Around in a Worksheet

3 Changing the Structure of a Worksheet

4 Formatting Cells

5 Entering Formulas and Functions

6 Creating Charts

7
6 Creating Charts

UNDERSTANDING CHARTS

Excel has several types of charts, allowing you to choose

the one that best fits your data. To use charts effectively,
you'll need to understand how different charts are used.
6 Creating Charts
6 Creating Charts
6 Creating Charts
6 Creating Charts
6 Creating Charts
6 Creating Charts
6 Creating Charts
6 Creating Charts
3 Changing the Structure of a Worksheet
TO INSERT CHART

1. Select the cells you want to chart, including the column titles and 2. From the Insert tab, click the desired Chart
row labels. These cells will be the source data for the chart. In our command. In our example, we'll select Column.
example, we'll select cells A1:F6.

3. Choose the desired chart type from the drop-down menu. 4. The hidden columns will reappear.
6 Creating Charts

Chart and Layout Style

Excel has several types of charts, allowing you to choose the
one that best fits your data. To use charts effectively, you'll
need to understand how different charts are used.
6 Creating Charts
CHART AND LAYOUT STYLE

Excel allows you to add chart

elements—including chart titles,
legends, and data labels—to
make your chart easier to read.
To add a chart element, click
the Add Chart Element
command on the Design tab,
then choose the desired
element from the drop-down
menu.
6 Creating Charts
CHART AND LAYOUT STYLE

To edit a chart element,

like a chart title, simply
double-click the
placeholder and begin
typing.
 6 Creating Charts
CHART AND LAYOUT STYLE

Excel also includes several chart styles, which allow you to quickly modify the
look and feel of your chart. To change the chart style, select the desired style from
the Chart styles group. You can also click the drop-down arrow on the right to see
more styles.
CONTENT
1 Understanding the Excel Interface

2 Moving Around in a Worksheet

3 Changing the Structure of a Worksheet

4 Formatting Cells

5 Entering Formulas and Functions

6 Creating Charts

7 Working with Data Tables

7 Working with Data Tables

Understanding Data Tables

A data table in Excel is a structured range of related data
that is organized in rows and columns. Excel treats a data
table as a single entity, making it easier to manage, sort,
filter, and perform calculations on the data within the table.
It provides a structured format for storing and processing
data efficiently.
7 Working with Data Tables

CHARACTERISTICS:

Column Headers: Data tables have unique column headers that describe the
content or category of data in each column.

Row Entries: Each row in a data table represents a record or an entry

containing related information across different categories.

Structured Format: Data tables have a consistent and structured format,

ensuring uniformity and ease of use.

Automatic Formatting: Excel applies automatic formatting to data tables,

making them visually distinct and easier to work with.
7 Working with Data Tables

Consider a simple data table representing sales data:

Product Sales Profit

Product A 1000 150

Product B 2000 300

Product C 1200 180

7 Working with Data Tables

BENEFITS OF USING DATA TABLES:

A. Enhanced Organization and Readability

Data tables provide a clear and organized structure for the data, making it
easier to read and understand the information at a glance.

B. Improved Data Management

Excel's table features allow for efficient sorting, filtering, and managing large
sets of data without affecting the integrity of the original dataset.
7 Working with Data Tables

BENEFITS OF USING DATA TABLES:

C. Simplified Data Analysis

Tables enable users to apply formulas, create charts, and perform various data
analysis operations more effectively, leveraging the structured format of the
data.

D. Dynamic Range Expansion

As you add new data to the table, it expands automatically, ensuring that all
data remains included within the structured format..
7 Working with Data Tables

How to Create and Use Data Tables

in Excel
A. Creating a Data Table

1. Select Data Range: Highlight the range of data you want to include
in the table.

2. Insert Table: Go to the "Insert" tab, click on "Table," and verify the
selected range. Choose if your table has headers or not.

3. Customize Table: Modify table properties, such as column names,

as needed.
7 Working with Data Tables

How to Create and Use Data Tables

in Excel
B. Using a Data Table

-Sort and filter data easily within the table.

-Apply formulas to calculate values based on table data.

-Create visualizations like charts directly linked to the table.

7 Working with Data Tables

FINAL THOUGHTS

Understanding how Excel utilizes data tables to organize and structure data is
fundamental for efficient data management and analysis. By using data tables,
users can enhance organization, improve data management, simplify data
analysis, and dynamically expand their data ranges, ultimately streamlining
their Excel workflow. Excel's data tables are a powerful tool for anyone
working with structured data, offering a structured and organized way to
handle and analyze information effectively.
 THANK YOU!

BERNADETTE GARCIA
CARMELA AMOR OLFINDO
JELLAINE CARMEN
23BSIS-1P