Ministry of Higher Education and Scientific Research

University of Algiers 3

Faculty of Economic Sciences, Commercial Sciences and Management

Sciences
First Year L1

Module : Computer Science 1

Chapter 2 :
Getting started with Excel Software.
Course 1: Introduction to Excel
From the achievements of the professors: Lalouche Ghania , Yala Adel

Under the supervision of the Pedagogical Team for Computer Science 1

Azzi Sihem Kaddour Daouia
Baouni Lila Lalouche Ghania
Belaribi Fatma zohra Mahfoud Sami
Brahim Bounab Mohammed Amine Mahri Soumaya
Diab Mansour Riache Lakhdar
Djebrouni Nadia Sadouki Akila
Djeddou Djamel Yala Adel
Gueham Assia Zirem Djamila
Iabbassen Dalila

Academic Year : 2023 – 2024

Chapter 2 : course 1 - Introduction to Excel

Introduction :

Microsoft Excel, a spreadsheet application developed by Microsoft, is designed for use on

Windows, macOS, Android, and iOS platforms. It encompasses features such as calculation tools,
graphing capabilities, pivot tables, and a macro programming language known as Visual Basic for
Applications (VBA). Since its version 5 release in 1993, Excel has become a widely utilized
spreadsheet application, supplanting Lotus 1-2-3 as the industry standard.

A component of the Microsoft Office suite, Excel serves as a versatile tool for creating
electronic spreadsheets. Users can efficiently organize data, generate charts, and conduct
calculations within the program. Its convenience lies in its ability to handle large datasets, facilitate
information referencing, and provide efficient data storage. Operating similarly to other Microsoft
Office programs, Excel shares common functions and shortcuts with its counterparts.

Primarily used as a business tool for accounting and managing extensive datasets, Excel
simplifies graphing and data analysis for various applications, including laboratory data. The
instructions provided here offer guidance on graphing lab data using Excel, aimed at those unfamiliar
with the program. It's important to note that, as with any computer program, there are multiple
ways to achieve tasks, and these instructions serve as a straightforward introduction to Excel use.
While the screen captures are from Microsoft Excel 2000, the methods outlined are applicable to
Excel 98 and 2000, as well as Microsoft Office 98 for the Macintosh.

1.Microsoft Excel Application

Microsoft Excel stands out as the most widely utilized spreadsheet program among various
alternatives. With a history spanning 30 years, Excel has evolved over the years, continually
incorporating new features and functionalities.

One of the key strengths of Excel is its versatility across a spectrum of business tasks. It proves
invaluable in areas such as statistics, finance, data management, forecasting, analysis, inventory
management, billing, and business intelligence.

Here are some of the notable capabilities that Excel brings to the table:

1. Number Crunching: Excel excels in performing complex numerical calculations efficiently.

2. Charts and Graphs: Users can effortlessly create visually appealing charts and graphs for data
representation.
3. Store and Import Data:Excel serves as a robust platform for storing and importing diverse
datasets.
4. Manipulating Text:Beyond numbers, Excel allows for the effective manipulation of text data.
5. Templates/Dashboards: Utilize pre-designed templates and dashboards for streamlined
reporting and analysis.
6. Automation of Tasks:Excel facilitates task automation through the use of formulas and
macros.

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The fundamental components of Excel that one needs to comprehend include:

1. Cell: The smallest yet most potent element of a spreadsheet. Cells can contain various data
types, and customization options include changing size, font color, background color, and
borders. Each cell is uniquely identified by its cell address, comprising column and row
numbers.
2. Worksheet: Composed of individual cells, a worksheet can store values, formulas, or text. It
also incorporates an invisible draw layer for charts, images, and diagrams. Worksheets within
a workbook are accessible via tabs at the workbook's bottom.
3. Workbook: A standalone file, similar to other applications. Workbooks house one or more
worksheets, forming a collection of data. Users can add or delete worksheets, hide them
without deletion, and rearrange the worksheet order within the workbook. The workbook
may also contain chart sheets dedicated to displaying individual charts.

2.Opening Excel

Open Microsoft Excel from the Start Menu

1 .From the desktop click on the Start button
2 .Then select Microsoft Office Excel from list.
3 .However if you don’t see Microsoft Office
Excel on list, writeExcel in the Search programs
and files box

Or

Open Microsoft Excel from the Desktop

Double click (or right click and select open) on the Excel icon

Microsoft Excel Window Components

Before you start using Microsoft Excel, it's important to know what's where in its window.
Here are the main parts you need to understand:

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1. Active Cell:
This is the cell you're currently working on. Click on a cell to select it. To edit,
double-click or press F2.
2. Columns:
These are the vertical sets of cells. Each column has a letter, like A, B, C. Click on
the letter to select the whole column.
3. Rows:
These are the horizontal sets of cells, numbered from 1, 2, 3. Click on the number
to select the whole row.
4. Fill Handle:
It's a small dot in the corner of the active cell. It helps you fill in numbers, create
lists, and more.
5. Address Bar:
It shows the address of the active cell. If you select multiple cells, it shows the
address of the first one.
6. Formula Bar:
This is below the ribbon. It shows what's in the active cell and lets you enter
formulas.
7. Title Bar:
It shows the name of your workbook and "Microsoft Excel."
8. File Menu:
It's a simple menu with options like Save, Save As, Open, and Print.
9. Quick Access Toolbar:
It's a toolbar with your favorite options for quick access.
10. Ribbon Tab:
Introduced in Excel 2007, it replaces the old menus. It groups similar options
together.
11. Worksheet Tab:
It shows all your worksheets. A new workbook has sheets named Sheet1, Sheet2,
and Sheet3.
12. Status Bar:
It's at the bottom of the window and gives you instant help while working.

3.Ribbon

In Excel, the ribbon is the toolbar at the top of the program window that contains various
commands and tools organized into tabs, groups, and buttons. It is designed to make it easier for
users to find and use the features they need while working with spreadsheets. The ribbon consists of
different tabs, each representing a specific set of tasks or functions, and within each tab, there are
groups that organize related commands. This visual interface replaces traditional menus and
toolbars, providing a more user-friendly and efficient way to access Excel's features.

In the context of the ribbon in Microsoft Excel, a "tab" refers to one of the main sections or
categories of commands and tools displayed along the top of the Excel window. Each tab is designed

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Chapter 2 : course 1 - Introduction to Excel

to organize a specific set of related functions and features. Here's a breakdown of the definition of a
tab in the ribbon:
1. Purpose and Organization:
A tab serves as a container for a group of related tasks or commands, making it
easier for users to locate and access the functions they need.
Tabs are organized based on the common activities or functionalities they
represent.
2. Visual Presentation:
Tabs are visually represented as clickable labels or tabs at the top of theribbon,
each with a unique name indicating its primary focus.
3. Switching Between Tabs:
Users can switch between tabs by clicking on the desired tab. When a tab is
selected, the corresponding set of commands and tools associated with that tab
becomes visible on the ribbon.
4. Tabs in Excel:
In Microsoft Excel, common tabs include "Home," "Insert," "Page Layout,"
"Formulas," "Data," "Review," and "View," among others.Each tab is tailored to a
specific aspect of spreadsheet creation, formatting, data analysis, or reviewing.
5. Groups Within Tabs:
Tabs are further subdivided into groups, which are clusters of related commands.
Groups help users locate specific features within a broader category.
In summary, a tab in the ribbon of Microsoft Excel is a labeled section that organizes a specific set of
related commands and tools, contributing to a streamlined and organized user interface for working
with spreadsheets.
1. Home Tab:

Purpose: The "Home" tab is the default tab in Excel and contains frequently used
commands for basic tasks. It is where you can find tools for formatting, styling,
and editing your spreadsheet.

Key Features:

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 Clipboard Group: Cut, copy, paste, and format painter.

 Font Group: Text formatting options like font type, size, and color.
 Alignment Group: Text and cell alignment settings.
 Number Group: Number formatting options.
 Styles Group: Cell formatting styles.
 Editing Group: Commands for editing cells, sorting, and finding data.

2. Insert Tab:

Purpose: The "Insert" tab is used to add various elements to your Excel workbook,
such as charts, tables, images, and other objects.
Key Features:
 Tables Group: Insert tables and pivot tables.
 Illustrations Group: Add images, shapes, and SmartArt.
 Charts Group: Insert different types of charts.
 Sparklines Group: Add small charts to a cell.
 Filter Group: Apply filters to data.
3. Page Layout Tab:

Purpose: The "Page Layout" tab is focused on the overall appearance of your
worksheet when printed. It includes tools for setting up margins, page
orientation, and themes.

Key Features:

 Themes Group: Apply visual themes to the entire workbook.

 Page Setup Group: Set page margins, orientation, and size.
 Scale to Fit Group: Adjust print settings to fit on a specified number of pages.
4. Formulas Tab:

Purpose: The "Formulas" tab is dedicated to functions and formulas. It provides

access to a wide range of mathematical and logical functions.

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Key Features:
 Function Library: Quick access to various functions.
 Defined Names Group: Create and manage named ranges.
 Formula Auditing Group: Tools for evaluating and auditing formulas.
 Calculation Group: Options for controlling when formulas are recalculated.

5. Data Tab:
Purpose: The "Data" tab focuses on managing and analyzing data. It includes tools for sorting,
filtering, and importing external data.
Key Features:
 Get External Data Group: Import data from external sources.
 Sort and Filter Group: Sort and filter data in the worksheet.
 Data Tools Group: Tools for data validation and consolidation.
6. Review Tab:

Purpose: The "Review" tab is used for proofing, reviewing, and collaborating on a
workbook. It includes tools for spell-checking, adding comments, and protecting
sheets.
Key Features:
 Proofing Group: Spelling, research, and language options.
 Comments Group: Add, delete, and navigate comments.
 Changes Group: Track changes, protect sheets, and share workbooks.
7. View Tab:

Purpose: The "View" tab provides options for changing the way you view your
workbook, including different layout options, zoom settings, and window
arrangements.
Key Features:

 Workbook Views Group: Switch between different views like Normal, Page
Layout, and Page Break Preview.
 Show/Hide Group: Display or hide elements like gridlines, formula bar, and
headings.
 Zoom Group: Adjust the zoom level and view multiple workbooks.

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These tabs collectively offer a comprehensive set of tools and features for creating, formatting,
analyzing, and reviewing data in Microsoft Excel.

4. Merge and Centre a Heading

To Merge cells, click and drag on the required cells, then click on the Merge andCentre icon
Merge and Centre icon on the Home tab

Add a Column

1 .Highlight the column to the right of where the new column is to be inserted .

2 .In the Home tab, click on Insert on the Cells section

Or

Right Click on the selected column and select Insert

Delete a Column

1 .Highlight column to be deleted ,

2 .In the Home tab Click on Delete in the Cells section

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Or

Right Click on the selected column and select Delete

Add a Row

1 .Highlight the row beneath where you want the new row to be inserted

2 .In the Home tab Click on Insert in the Cells section

Or

Right Click on the selected Row and Click on Insert

Delete a Row

1 .Highlight the row to be deleted

2 .In the Home tab Click Delete

or

Right click on the selected Row and Click on Delete.

Resize Rows and Columns

Columns

Position your mouse to the right of the Column letter you want to resize and double click
toAutofit to the column data or Click and drag to required size .

Rows

Position your mouse below the row number you want to resize and click and drag to required
size

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Freeze Rows and Columns

Why Freeze Rows and Columns

By freezing rows and columns, you can keep titles visible on the screen at all times. For
example ,in the spreadsheet below, column A and row 2 will remain on screen when you scroll
through thespreadsheet.

This is useful if you have a large spreadsheet, which you have to scroll through to see all
thedetails. No matter which area of the spreadsheet you are working on, you will always be able to

see the titles for the sheet.

Freeze Rows

1 .Select the row below where you want the split to appear

2 .Click the View tab

3. Click Freeze Panes

Freeze Columns

1 .Select the column to the right of where you want the split to appear

2 .Click the View tab

3 .Click Freeze Panes

Freeze Rows and Columns

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1.Click the cell that is below and to the right of where you want the split toappear.(The picture
is showing that row 8 and column A will freeze )

2.Click the View tab

3.Click Freeze Panes

Unfreeze Rows and/or Columns

1 .Click the View tab

2. Click Unfreeze Panes

Hide Column(s) or Row(s)

1 .Select the Column(s) or Row(s) you want to hide .

2 .Click on the Home tab

3 .Click on the Format icon

4 .Click on Hide & Unhide

5. Click on Hide Column (Row if you have selected row(s))

Unhide Column(s) or Row(s)

1 .Click on the Home tab

2. Click on the Format icon

3 .Click on Hide & Unhide

4. Click on Unhide

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Percentages

It is important to make the cell(s) a

percentage before entering data
.1Click in thecell(s)
.2Click on the Home tab
.3Click on the percentage icon

Clearing formatted cells

It is just as important to clear the percentage format from the cells if they are to be used for
otherdata

1. Click in the cells to be formattedIn the Home tab

2. Click on the Clear arrow in the Editing group
3. Click on Clear Formats

Insert a New Worksheet

1. In the Home tab

2. Click on Insert pointer
3. Click on Insert sheet

Your new Worksheet will be inserted to the left of your active worksheet.

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Rename a Worksheet

Double click on the appropriate tab and type name as appropriate.

Moving a Worksheet

Click on the appropriate tab and whilst holding the left mouse button down drag the
worksheet tothe desired position. (The cursor will appear to be holding a piece of paper and a small
blackarrowhead will indicate each insertion point)

Delete a Worksheet

Right click on the appropriate sheet and select Delete

or

In the Home tab Click on Delete

Click on Delete Sheet

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