INTRODUCTION TO EXCEL

Excel is a powerful spreadsheet applica3on developed by Microso9, used for data organiza3on, analysis, and
visualiza3on. It is part of the Microso9 Office suite and is widely used in business, educa3on, and personal
produc3vity. Here's a basic introduc3on to Excel, covering its key components and common tasks.
What is Excel?
Excel is a program designed to create spreadsheets, which are collec3ons of data organized in rows and
columns. It allows users to perform calcula3ons, create charts, analyze data, and more. Its versa3lity makes
it a popular tool for a variety of applica3ons, from simple budge3ng to complex data analysis.
Key Components of Excel
• Workbook: An Excel file containing one or more worksheets. Each workbook can store different sets
of data.
• Worksheet: A single "sheet" within a workbook where you enter and organize data. Worksheets are
o9en called "spreadsheets."
• Cells: The individual boxes where data is entered. Each cell has a unique reference based on its column
leMer and row number (e.g., A1, B2, C3).
• Columns and Rows: Columns are ver3cal and iden3fied by leMers, while rows are horizontal and
iden3fied by numbers.
• Formulas and Func>ons: Formulas perform calcula3ons based on cell values, while func3ons are
predefined opera3ons (e.g., SUM, AVERAGE, VLOOKUP).
• Ribbon: The toolbar at the top of Excel that contains various commands and tools. It is organized into
tabs (like "Home," "Insert," and "Data").
Basic Excel Tasks
• Entering Data: Click on a cell and type to enter data. Press Enter to move to the next row, or Tab to
move to the next column.
• FormaCng: You can change the font, color, alignment, and other forma`ng op3ons to improve
readability.
• Basic Formulas: You can create formulas to perform arithme3c opera3ons (like =A1 + B1) or use built-
in func3ons to summarize data.
• Sor>ng and Filtering: You can sort data to arrange it in a specific order or use filters to display only
specific rows that meet certain condi3ons.
• Crea>ng Charts: Excel allows you to create different types of charts (like bar charts, pie charts, or line
graphs) to visualize data.
Advanced Excel Features
• Pivot Tables: These help summarize large datasets and create complex reports.
• Data Valida>on: This feature allows you to set rules for data entry, helping ensure data consistency.
• Condi>onal FormaCng: You can apply forma`ng based on certain condi3ons, like highligh3ng values
above a threshold.
• Macros: Macros automate repe33ve tasks by recording a series of ac3ons that can be replayed later.
GeCng Started
To start using Excel, open the applica3on and create a new workbook. Begin by entering data into the cells,
then explore the Ribbon to see the available tools and commands. As you become more familiar with Excel,
you can experiment with more advanced features like formulas, charts, and pivot tables.

Opening Excel 2013

• Click the Start buMon.
• Scroll down the list of apps un3l you find "Microso9 Office 2013."
• Click the folder to expand it, then click "Excel 2013."
Using the Run Command to Open Excel 2013
1. Open the Run Dialog Box:
o Press Windows + R on your keyboard to open the Run dialog box.
2. Enter the Excel Command:
 o In the Run dialog box, type excel and press Enter. This should open Excel 2013 if it's installed
and properly configured.
File Menu
In Microso9 Excel 2013, the "File" menu, also known as the "Backstage View," provides access to various
op3ons related to file management and Excel se`ngs. When you click on the "File" tab, you're taken to this
Backstage View, which replaces the usual Excel workspace with a set of menu op3ons. Here's an overview of
the key sec3ons and features within the Excel 2013 File menu:
Info
• Workbook Informa>on: Displays basic informa3on about the workbook, such as its size, last modified
date, and author.
• Permissions: Set file permissions to control who can view or edit the workbook.
• Protect Workbook: Op3ons to protect the workbook with a password or prevent structural changes.
• Inspect Workbook: Check for hidden data or personal informa3on that might need removal.
• Check for Issues: Inspect the workbook for poten3al compa3bility issues with earlier Excel versions.
• Manage Versions: View and restore previous versions of the workbook.
New
• Create a New Workbook: Start a new, blank workbook or choose from templates.
• Templates: Access a variety of templates for specific tasks (like budge3ng, project management, or
calendars).
Open
• Open Exis>ng Workbooks: Access recently opened workbooks or browse for files on your computer.
• Loca>ons: Navigate to specific loca3ons, such as OneDrive, SharePoint, or local folders, to open a
workbook.
Save
• Save the Current Workbook: Save the workbook with its current name and loca3on.
• Save As: Save the workbook with a new name, format, or loca3on. This is also where you can choose
different file formats (like .xlsx, .xls, .csv).
Print
• Print Op>ons: Access printer se`ngs, choose the printer, and set print parameters (like page
orienta3on, scaling, and number of copies).
• Print Preview: See how the workbook will look when printed.
• Page Setup: Configure page layout, margins, and header/footer se`ngs.
Share
• Sharing Op>ons: Share the workbook via email or save to online storage (like OneDrive) for
collabora3on.
• Send as AWachment: Send the workbook as an email aMachment.
• Invite People to Collaborate: Share a link to the workbook with others for collabora3ve edi3ng.
• Export to PDF/XPS: Export the workbook as a PDF or XPS file.
Export
• Export Op>ons: Save the workbook in different formats (like PDF, XPS, or Excel Template).
• Change File Type: Change the workbook's file type, like saving as an older Excel version or CSV.
Close
• Close Workbook: Close the current workbook without exi3ng Excel.
Account
• Account Informa>on: View your Microso9 account details and update your Office subscrip3on.
• Update Office: Check for Office updates and manage update se`ngs.
• Change Office Theme and Background: Personalize your Excel interface.
Op>ons
• Excel Op>ons: Access se`ngs for customizing Excel, including general se`ngs, formulas, proofing,
and advanced op3ons.
• Add-Ins: Manage Excel add-ins to extend func3onality.
 Home Menu
The Home menu (or tab) in Microso9 Excel provides quick access to a wide range of commonly used tools
and features for forma`ng, edi3ng, and managing your Excel worksheets. It's one of the primary tabs in the
Ribbon, which is the toolbar at the top of the Excel window. Here's an overview of the key sec3ons in the
Home menu and their func3ons:
Clipboard
• Cut, Copy, and Paste: These basic clipboard func3ons allow you to cut, copy, and paste data within
Excel.
• Paste Special: Provides addi3onal paste op3ons, like pas3ng only values, formats, or formulas.
• Format Painter: Copies forma`ng from one part of the worksheet to another.
Font
• Font Style and Size: Change the font style (e.g., Arial, Calibri) and size.
• Bold, Italic, Underline: Apply text styles to selected cells.
• Text Color: Change the color of the text in selected cells.
• Fill Color: Change the background color of selected cells.
• Borders: Add or remove borders around selected cells.
Alignment
• Text Alignment: Align text horizontally (le9, center, right) or ver3cally (top, middle, boMom).
• Orienta>on: Change the text orienta3on or rotate text.
• Wrap Text: Enable text wrapping within a cell.
• Merge & Center: Merge selected cells into one and center the text.
Number
• Number Format: Change how numbers are displayed (e.g., General, Currency, Percentage, Date,
Time).
• Increase/Decrease Decimal: Adjust the number of decimal places displayed in selected cells.
• Comma Style: Format numbers with commas (for thousands, millions, etc.).
• Accoun>ng Format: Formats numbers with a dollar sign and other accoun3ng conven3ons.
Styles
• Condi>onal FormaCng: Apply forma`ng based on specific condi3ons (like highligh3ng cells above a
certain value).
• Format as Table: Quickly apply a table style to a range of data, with addi3onal table features.
• Cell Styles: Apply predefined styles to cells, such as headings or warnings.
Cells
• Insert: Insert rows, columns, or cells into the worksheet.
• Delete: Delete rows, columns, or cells.
• Format: Access cell forma`ng op3ons, including row height, column width, and hiding/showing rows
or columns.
Edi>ng
• AutoSum: Quickly calculate a sum for a range of cells.
• Fill: Fill data across cells based on paMerns or sequences.
• Clear: Clear content, forma`ng, or comments from selected cells.
• Sort & Filter: Apply sor3ng or filtering to a range of data.
• Find & Select: Find specific text or data in the worksheet, or select cells based on specific criteria.
Insert Menu
The "Insert" menu (or tab) in Microso9 Excel 2013 is where you can find tools and op3ons for adding
various elements to your worksheets, such as charts, tables, graphics, and more. This menu is organized
into sec3ons based on the type of content you can insert. Here's an overview of the key sec3ons and
features within the Insert menu in Excel 2013:
Tables
• Table: Convert a selected range of data into a table with addi3onal features like sor3ng, filtering,
and styling.
 • PivotTable: Create a PivotTable to summarize, analyze, and display complex data in a more
diges3ble format.
• Recommended PivotTables: Excel suggests possible PivotTables based on your data.
Illustra>ons
• Pictures: Insert images or pictures from your computer.
• Online Pictures: Search for and insert images from online sources (like Bing).
• Shapes: Add shapes such as circles, rectangles, arrows, or other geometric figures.
• SmartArt: Create SmartArt graphics to represent informa3on visually, like organiza3onal charts or
process flows.
• Charts: Insert different types of charts, including bar, line, pie, and more.
• Screenshot: Insert a screenshot of another window or a por3on of your screen.
Charts
• Recommended Charts: Get sugges3ons for the best chart type based on your data.
• Chart Types: Create specific chart types, like column, bar, line, pie, area, scaMer, and others.
• Combo Chart: Combine two different chart types into one (e.g., a bar chart with a line chart
overlay).
Sparklines
• Line, Column, Win/Loss Sparklines: Insert sparklines into individual cells. Sparklines are miniature
charts used to show trends within a cell.
Filters
• Slicer: Insert slicers to create visual filters for your tables or PivotTables.
Links
• Hyperlink: Add hyperlinks to text or objects, allowing users to click and open a webpage, email, or
another loca3on in the workbook.
• Bookmark: Add bookmarks within the workbook to create naviga3onal points.
Text
• Text Box: Insert a text box for flexible text placement and styling.
• Header & Footer: Add headers and footers to your worksheet. This is especially useful for printed
documents.
• WordArt: Apply ar3s3c text styles to your text.
• Signature Line: Insert a signature line for electronic signatures.
• Object: Insert an embedded object (like a Word document or PowerPoint presenta3on) into the
Excel worksheet.
Symbols
• Equa>on: Insert mathema3cal equa3ons using pre-built templates or by crea3ng custom equa3ons.
• Symbol: Insert special symbols or characters not available on the keyboard.

Page Layout 2013

The "Page Layout" menu (or tab) in Microso9 Excel 2013 is where you manage various se`ngs related to the
overall appearance, prin3ng, and layout of your Excel worksheets. This menu is useful for configuring how
your worksheets will look when printed or displayed. Here's an overview of the key sec3ons and features
within the Page Layout menu in Excel 2013:
Themes
• Themes: Apply a consistent set of colors, fonts, and effects to your en3re workbook. This is useful
for crea3ng a unified look.
• Colors: Customize the color paleMe used within the workbook.
• Fonts: Choose different font sets for headings and body text.
• Effects: Change visual effects, such as shadows or reflec3ons, used in charts and shapes.
Page Setup
• Margins: Adjust the margins for the printed page (e.g., normal, narrow, wide).
• Orienta>on: Change the page orienta3on to either portrait or landscape.
• Size: Choose the paper size for prin3ng (e.g., A4, LeMer).
 • Print Area: Define a specific area of the worksheet to print.
• Breaks: Add or remove page breaks to control where pages begin and end when prin3ng.
• Background: Set a background image for the worksheet (note that this doesn't print).
• Print Titles: Define rows or columns to repeat on every printed page for consistent headings.
Scale to Fit
• Width and Height: Choose the number of pages wide and tall for the printed output.
• Scale: Adjust the scaling of the worksheet for prin3ng, either by percentage or by specific page
constraints.
Sheet Op>ons
• Gridlines:
o View: Toggle the visibility of gridlines in the worksheet view.
o Print: Include gridlines in the printed output.
• Headings:
o View: Toggle the visibility of row and column headings (e.g., A, B, C for columns and 1, 2, 3
for rows).
o Print: Include row and column headings in the printed output.
Arrange
• Bring to Front / Send to Back: Adjust the layering of objects (like shapes or images) to bring them
forward or backward.
• Selec>on Pane: Opens a pane to manage the visibility and arrangement of objects on the
worksheet.
• Align: Align objects to specific edges or centers.
• Group: Group selected objects together so they can be moved or formaMed as a single unit.
• Rotate: Rotate objects at different angles.

Formulas Menu
The "Formulas" menu (or tab) in Microso9 Excel 2013 is where you find tools and op3ons for crea3ng and
managing formulas, func3ons, and named ranges in your worksheets. This menu contains various sec3ons
that help you work with mathema3cal calcula3ons, text manipula3on, date and 3me opera3ons, logical
opera3ons, and more. Here's an overview of the key sec3ons and features within the Formulas menu in Excel
2013:
Func>on Library
This sec3on provides access to a wide range of built-in Excel func3ons organized by category. You can use
these func3ons to create formulas and perform various calcula3ons.
• Insert Func>on: Opens the "Insert Func3on" dialog box, allowing you to search for and insert
func3ons.
• AutoSum: Automa3cally creates a sum formula for a selected range of cells. You can also use this to
quickly calculate averages, counts, maximums, and minimums.
• Recently Used: Shows the func3ons you've recently used.
• Financial: Func3ons related to financial calcula3ons, such as PV, FV, PMT, IRR, etc.
• Logical: Logical func3ons like IF, AND, OR, NOT, etc.
• Text: Func3ons for text manipula3on, such as LEFT, RIGHT, MID, CONCATENATE, etc.
• Date & Time: Func3ons for working with dates and 3mes, including TODAY, NOW, DATE, TIME, etc.
• Lookup & Reference: Func3ons for referencing and looking up data, like VLOOKUP, HLOOKUP,
INDEX, MATCH, etc.
• Math & Trig: Mathema3cal and trigonometric func3ons, such as SIN, COS, TAN, SUM, PRODUCT,
etc.
• More Func>ons: Other specialized func3ons in categories like sta3s3cal, engineering, and
informa3on func3ons.
Defined Names
This sec3on allows you to create and manage named ranges, which can make it easier to reference specific
cells or ranges in formulas.
 • Define Name: Define a named range to reference a specific cell or range of cells by a user-defined
name.
• Name Manager: Manage all the defined names in your workbook. You can edit, delete, or create
new named ranges.
• Use in Formula: Insert a defined name into a formula.
• Create from Selec>on: Automa3cally create named ranges based on selected cells, using headers or
labels.
Formula Audi>ng
This sec3on contains tools for audi3ng formulas, helping you iden3fy errors and understand formula
dependencies.
• Trace Precedents: Shows the cells that affect the current cell's value.
• Trace Dependents: Shows the cells that are affected by the current cell's value.
• Remove Arrows: Removes all tracing arrows.
• Show Formulas: Toggles the display of formulas instead of their results.
• Error Checking: Checks the workbook for formula errors and provides sugges3ons for fixing them.
• Evaluate Formula: Step through a formula to see how it is calculated.
• Watch Window: Opens a window to monitor specific cells for changes.
Calcula>on
This sec3on allows you to control when and how Excel recalculates formulas in the workbook.
• Calcula>on Op>ons: Choose whether Excel should automa3cally recalculate formulas or if you
prefer to manually trigger recalcula3ons.
• Calculate Now/Calculate Sheet: Recalculates all formulas in the workbook or just the ac3ve sheet.

Data Menu
The "Data" menu (or tab) in Microso9 Excel 2013 is where you find tools for managing, manipula3ng, and
analyzing data. This menu is especially useful for data import, transforma3on, filtering, and advanced data
analysis features like PivotTables and data valida3on. Here's an overview of the key sec3ons and features
within the Data menu in Excel 2013:
Get External Data
• From Access: Import data from a Microso9 Access database into Excel.
• From Web: Import data from a webpage by specifying a URL.
• From Text: Import data from a text file or CSV (comma-separated values) file.
• From Other Sources: Import data from addi3onal sources like SQL Server, OLE DB, and XML.
Connec>ons
• Connec>ons: Manage data connec3ons to external sources. You can view, edit, or remove
connec3ons from your workbook.
• Refresh All: Refresh data from all connec3ons, upda3ng the workbook with the latest data.
• Proper>es: Set proper3es for data connec3ons, like refresh intervals or connec3on behaviors.
Sort & Filter
• Sort Ascending/Descending: Sort data in selected cells or columns in ascending or descending
order.
• Custom Sort: Apply custom sor3ng criteria, allowing you to sort by mul3ple columns or specific
rules.
• Filter: Apply filters to a selected range, enabling you to show or hide rows based on specific criteria.
• Clear: Clear all filters from a range or the en3re worksheet.
• Reapply: Reapply the last applied filter.
Data Tools
• Text to Columns: Split data in a single column into mul3ple columns based on a delimiter or fixed
width.
• Remove Duplicates: Iden3fy and remove duplicate rows from a selected range.
• Data Valida>on: Define rules for data entry, like specific ranges, lists, or custom formulas.
• Consolidate: Combine data from different ranges or worksheets into a single summary range.
 • Goal Seek: Find a value needed to achieve a specific goal, useful for "what-if" analysis.
• What-If Analysis: Perform scenario-based analysis, including Scenario Manager and Data Tables.
Forecast
• Forecast Sheet: Create a forecast based on historical data to predict future trends.
• Forecast Func>ons: Use built-in func3ons like FORECAST.ETS to create forecasts.
Outline
• Group: Group rows or columns together for easier organiza3on.
• Ungroup: Remove grouping from rows or columns.
• Subtotal: Insert subtotals at specified breaks within the data.
• Show Detail/Hide Detail: Expand or collapse groups to show or hide detailed data.

Review Menu
The "Review" menu (or tab) in Microso9 Excel 2013 contains tools for reviewing and collabora3ng on
worksheets. This menu is helpful for tasks like proofreading, commen3ng, protec3ng worksheets, and
tracking changes. Here's an overview of the key sec3ons and features within the Review menu in Excel 2013:
Proofing
• Spelling: Checks the spelling in your worksheet and provides sugges3ons for correc3ons.
• Research: Opens the Research pane, allowing you to look up terms and find defini3ons or related
informa3on.
• Thesaurus: Opens a thesaurus for finding synonyms and antonyms.
• Translate: Translates selected text into a different language.
• Smart Lookup: Looks up informa3on on the selected term or text.
Comments
• New Comment: Adds a comment to a selected cell.
• Edit Comment: Edits an exis3ng comment in a cell.
• Delete Comment: Removes a comment from a cell.
• Next/Previous Comment: Navigate to the next or previous comment in the worksheet.
• Show All Comments: Displays all comments in the worksheet.
• Show/Hide Comment: Toggles the visibility of comments in the selected cell.
Changes
• Protect Sheet: Protects the worksheet from unauthorized changes. You can set a password and
specify which ac3ons are allowed.
• Protect Workbook: Protects the en3re workbook, restric3ng structural changes like adding or
removing sheets.
• Share Workbook: Allows mul3ple users to work on the same workbook simultaneously. This feature
includes op3ons to track changes and resolve conflicts.
• Track Changes: Tracks changes made to the workbook, allowing you to review and accept or reject
changes.
• Accept/Reject Changes: Accepts or rejects tracked changes in the workbook.
• Compare and Merge Workbooks: Compares and merges changes from mul3ple workbooks, useful
for collabora3ve work.

View Menu
The "View" menu (or tab) in Microso9 Excel 2013 contains tools and op3ons for customizing how you view
your worksheets and manage the workspace. It includes features to control gridlines, headings, zoom, and
more. Here's an overview of the key sec3ons and features within the View menu in Excel 2013:
Workbook Views
• Normal: The default view for working with Excel worksheets.
• Page Layout: Shows how the worksheet will look when printed, including margins, headers, and
footers.
• Page Break Preview: Displays page breaks and allows you to adjust them for prin3ng.
 • Custom Views: Create and save custom views with specific se`ngs (like filters, hidden rows, or
columns).
• Full Screen: Hides the Ribbon and other interface elements for a full-screen view of your worksheet.
Show
• Ruler: Displays rulers along the top and le9 side of the worksheet to help with alignment and
layout.
• Gridlines: Toggles the display of gridlines in the worksheet view.
• Headings: Shows or hides row numbers and column leMers.
• Formula Bar: Shows or hides the formula bar at the top of the worksheet, where you can enter or
edit formulas.
• Naviga>on Pane: Displays the naviga3on pane to help find specific elements in your workbook.
Zoom
• Zoom In/Out: Adjusts the zoom level for the worksheet view.
• 100%: Resets the zoom level to 100%.
• Zoom to Selec>on: Zooms in on the currently selected cells.
• Zoom SeCngs: Opens a dialog box to set a custom zoom level or choose from predefined op3ons.
Window
• New Window: Opens a new window for the same workbook, allowing you to view different parts of
the workbook simultaneously.
• Arrange All: Arranges all open Excel windows in a specific layout (like 3led, horizontal, or ver3cal).
• Freeze Panes: Freezes specific rows or columns to keep them visible while scrolling.
o Freeze Top Row: Freezes the top row.
o Freeze First Column: Freezes the first column.
o Unfreeze Panes: Removes all frozen rows or columns.
• Split: Splits the worksheet into mul3ple panes, allowing you to view different sec3ons
simultaneously.
• Hide/Unhide Window: Hides or unhides Excel windows.
Macros
• Record Macro: Starts recording a macro, allowing you to automate tasks.
• Use Rela>ve References: Determines whether the macro records rela3ve or absolute references.
• View Macros: Opens a dialog box to manage, run, or edit macros.

MS- Excel Basic Shortcut Keys

Naviga>on Shortcuts
• Arrow Keys: Move one cell in the direc3on of the arrow.
• Ctrl + Arrow Key: Move to the edge of the data region in the direc3on of the arrow.
• Home: Move to the beginning of the row.
• Ctrl + Home: Move to the beginning of the worksheet (cell A1).
• Ctrl + End: Move to the last cell with data in the worksheet.
Data Entry Shortcuts
• Enter: Move down one cell or confirm entry.
• Shig + Enter: Move up one cell.
• Tab: Move right one cell.
• Shig + Tab: Move le9 one cell.
• Alt + Enter: Start a new line within the same cell.
• Ctrl + D: Fill down from the cell above.
• Ctrl + R: Fill right from the cell to the le9.
• Ctrl + ; (semicolon): Insert the current date.
• Ctrl + Shig + ; (semicolon): Insert the current 3me.
• Ctrl + K: Insert a hyperlink.
FormaCng Shortcuts
• Ctrl + 1: Open the "Format Cells" dialog box.
 • Ctrl + B: Toggle bold forma`ng.
• Ctrl + I: Toggle italic forma`ng.
• Ctrl + U: Toggle underline forma`ng.
• Ctrl + Shig + $: Apply currency format.
• Ctrl + Shig + %: Apply percentage format.
• Ctrl + Shig + #: Apply date format.
• Ctrl + Shig + @: Apply 3me format.
• Ctrl + Shig + !: Apply number format with two decimal places.
Worksheet Management Shortcuts
• Ctrl + N: Create a new workbook.
• Ctrl + S: Save the workbook.
• Ctrl + O: Open an exis3ng workbook.
• Ctrl + P: Open the print dialog box.
• Ctrl + W: Close the current workbook.
• Ctrl + F4: Close Excel.
• Ctrl + F11: Insert a new worksheet.
• Ctrl + Page Up/Page Down: Move to the previous/next worksheet.
Formula and Data Tools Shortcuts
• Ctrl + ` (back>ck): Toggle between displaying formulas and formula results.
• Ctrl + Shig + L: Apply or remove auto filter.
• Ctrl + Shig + Enter: Enter an array formula.
• Ctrl + Shig + Arrow Key: Select to the edge of the data region.
• F2: Edit the ac3ve cell.
• F4: Repeat the last ac3on.
• Shig + F3: Open the "Insert Func3on" dialog box.
• Alt + =: Create an AutoSum formula.
• Shig + F11: Insert a new worksheet.
Miscellaneous Shortcuts
• Ctrl + Z: Undo the last ac3on.
• Ctrl + Y: Redo the last undone ac3on.
• Ctrl + F: Open the "Find and Replace" dialog box.
• Ctrl + H: Open the "Find and Replace" dialog box to replace text.
• Ctrl + G: Open the "Go To" dialog box.
• F1: Open Excel Help.
• Ctrl + Shig + U: Expand or collapse the formula bar.