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Microcomputer Applications
Spreadsheet with Microsoft Excel
Module 4

Training Department
[email protected]

1
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 Course Objectives
 Understand and appreciate the spreadsheet programs
 Understand the main features of Spreadsheet
 Know how to start and close Microsoft Excel
 Describe Microsoft Excel Terminologies
 Understand data types and associated entry techniques
 Understand and use Data editing and Manipulation
features
 Understand how to format data and worksheets
 Understand how to create and modify charts
 Understanding and Using Formulas and functions
 Understand how to Print a worksheet

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 Getting Started with Excel
There are several ways which you can use to
Start Microsoft Excel

1st Option
 Click Start Button
 Highlight All Programs
 Highlight Microsoft Office
 Click Microsoft Excel 2003

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 Getting Started with Excel
2nd Option

If there is a shortcut to Microsoft Excel on

the Desktop

Double Click this Icon

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 Getting Started with Excel
3rd Option

 Click Start Button

 Click Run Command,Run box will open
 Type excel in this box

excel

 Click OK Button

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 Microsoft Excel Screen

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 Spreadsheet Program
spreadsheet
A type of application program which manipulates
numerical and string data in rows and columns
of cells.
The value in a cell can be calculated from a
formula which can involve other cells. A value is
recalculated automatically whenever a value on
which it depends changes. Different cells may
be displayed with different formats.

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 Spreadsheet Program
Accounting field

Even we
Statisticians
we enjoy the
Academics
capabilities of
functions
Microsoft Excel

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 Microsoft Excel Terminologies
 Workbook - A file in a spreadsheet program.
 Worksheet - A smaller section of a workbook
file designated by sheet tabs. Worksheets can
have multiple pages. A worksheet has 65,536
Rows and 256 Columns.
By default if you open a workbook for the first
time it consist of only Worksheets
 But it is also possible to insert more worksheet

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 Microsoft Excel Terminologies
 Row The name assigned to each
line/grouping of horizontal cells in a
spreadsheet. Excel labels the rows with
numbers.
 Column

The name assigned to each line/grouping of

vertical cells in a spreadsheet. Excel labels the
columns with letters. There are 256 columns
in an Excel worksheet.
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 Microsoft Excel Terminologies
 Active Cell
The active cell is the cell
that is currently
selected. The selected
cell will have an outline
surrounding the cell
and in the lower right
corner there will be a
small box (fill handle).
The active cell is where
data will be inputted
when a user is typing.

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 Microsoft Excel Terminologies
Name Box
The name box shows the cell address for the
active cell. As a user selects areas of the
workbook the quantity of rows and columns
will be displayed in the name box. A user may
decide to name areas of the spreadsheet. The
name box can be used to quickly name and
then select areas of a worksheet.

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 Microsoft Excel Terminologies
 Formula Bar
The formula bar shows what is contained
within the active cell. Sometimes you may
not be able to see everything in the active
cell; however the formula bar will display the
entire contents of the cell.
 Formulas are also displayed in the Formula Bar.
 Formulas are mathematical equations used to
compute something within the worksheet.
 Formulas will display in the formula bar, while
the answer to the formula will display in the cell.

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 Microsoft Excel Terminologies

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 Microsoft Excel Terminologies
 Sheet Tabs
Labels at the bottom of the workbook to
designate the worksheets contained within
the workbook. The sheet tabs look similar to
file folder tabs. The worksheets can also be
moved , renamed and deleted

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 Entering Data in a Worksheet
Before you start to enter data you need to
create a new workbook.
Steps to Create a New Workbook
Click on the File menu and then select New.
Click on Blank Workbook to create a new blank
workbook.
OR
 Click on the New button
on the Standard toolbar.

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 Entering Data in a Worksheet
 Types of data that can be entered in an Excel
Worksheet

1.Label
Any text is considered as label

2.Constant
These are all numerical values and
symbols
3.Formula
These include all formula which can be
entered and the formula starts with equal
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 Entering Data in a worksheet
 Steps to enter data

1.Select a cell in which you want to enter

data.
2.Type a data in cell
3.Press Enter key OR Return key

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 Entering Data in a worksheet
 Once you have entered data in a cell use the
following keys to move from one cell to another
cell.
Shift Key +Enter Key

Shift +Tab key Tab key

Enter key

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 Entering Data in a worksheet
 You can notice something when you enter
data in a cell Automatically numbers are
aligned to the Right Side of the cell and Text
to the Left of the Cell
Number

Text

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 Hands on Practice
 Enter the data as shown below and answer the
questions which are in the next slide.

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 Saving a Workbook
 After entering data then you need to save it
,and whatever you do either you modify or
change ,make sure you save the changes
.and have trend of saving your work every 5
to 10 minutes depending on your typing
speed. There are two options which you can
use to save

Save and Save As

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 Saving a workbook
 Click File Menu
 Select Save from the drop down list
 Save dialog box will open
 Select a location where you to save
 Type a file name in the Filename Text Box
 Select a format under which you want to
save from the Save as Type List box
 Click Save Button.

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 Saving a Workbook

Use the Save In list box

to specify the folder/disk
the file will be saved in

Type the new file

Select a file format
name
you want to save

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 Closing a Workbook
 Click File Menu
 Click Close from the drop down list

OR

Quitting Microsoft Excel

Click File Menu
Select Exit from the drop down menu

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 Editing data in a worksheet
 Data in a worksheet can be edited using a formula
bar or by editing it directly in the cell.
 Editing Directly in the cell
 Double click the cell with data you want to
edit.
 Position the insertion by using arrow keys on the
keyboard
 Use Delete key OR Backspace to erase the characters
you don’t want
 Type other characters
 Press Enter key

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 Editing data in a worksheet

The Text in the cell was supposed to be

Chuo Kikuu cha Dar ,So move the
Insertion point as seen above and
delete the Character “a” and type
Character “u”
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 Editing data in a worksheet
 Using a Formula bar to Edit
 Select a cell with data you want to edit
 Click on the Formula bar
 Use arrow keys to move the insertion
close to where you want to edit
 Use Delete key and Backspace to erase
characters which you don’t want.
 Insert other character(s) if there is a
need.
 Click a green Tick

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 Editing data in a worksheet

Move the insertion point so that it will be

between letter “t” and “e” then press
delete key to delete “e” then type letter
“a” and the word will be Mtanzania

Click this button to

Accept changes after
editing

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 Deleting a data in a worksheet
 Select a data you want to delete
 Press delete key on the keyboard

OR

 Select a cell with a data you wish to delete

 Click Edit Menu
 Select Clear
 Click Contents

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 Hands on Practice
 Editing a data in a worksheet

In the above sheet there are some words especially

those with a shaded cell have spelling mistakes so
edit those which are not correct
Kikweete to be Kikwete, Konya to be Kenya
Neirobi to be Nairobi, Melawi to be Malawi
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 Selecting Cells
Number of Cells How to Select
A single cell Single click it
More than one cell Click a first cell you wish
adjacent to select ,then hold down
SHIFT key then click the
last cell you want to
select.
More than one cell non- Hold Down CTRL key then
adjacent continue to click the cells
you wish to select
Entire column Click the column heading
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 Selecting Cells
Number of Cells How to Select
Entire Row Click a row heading
Entire Worksheet Click a blank cell before
the Column and row
heading

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 Inserting a Worksheet
 Click Insert Menu
 Click Worksheet

OR

 Point a sheet tab

 Right Click it ,a pop-menu appear
 Select Insert……
 A box will appear

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 Inserting a Worksheet
 Select General Tab
 Highlight Blank Sheet
 Click OK Button

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 Inserting Column & Rows
 Select a cell close to where you want to insert a
new Column.
 Click Insert Menu
 Click Column(Note that the column will be inserted
on the left of the selected cell or column)
OR
 Select a cell close to where you want to insert a
new Row.
 Click Insert menu
 Click Rows (Note that the row will be inserted on
the top of the selected cell or row)

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 Copying Cells
 Select cells you wish to copy
 Click Edit Menu
 Click Copy (or Click a copy Icon on the
standard toolbar
 Click a cell where you want to paste
 Click Edit menu
 Click Paste (or click a Paste icon on the
Standard toolbar

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 Moving Cells
 Select cells you wish to move
 Click Edit Menu
 Click Cut (or Click a Cut Icon on the
standard toolbar
 Click a cell where you want to paste
 Click Edit menu
 Click Paste (or click a Paste icon on the
Standard toolbar

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 Finding and Replacing Text
 Position an insertion point where you want to insert.
 Click Edit Menu
 Click Find

 Click Find All/Find Next Type a text you wish

to find here

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 Finding and Replacing Text
 Click Replace tab in the Find and Replace
dialog box

Type a text you wish to Type a text to replace

find with

 Click Replace All /Replace button

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 Hands on Practice
 Copy the data as shown on the worksheet above and answer
all the question on the next slide

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 Hands on Practice cont…
 Insert a new Column between Name and
Residence Column and name it Age type
any numbers
 Insert a new row between Maimuna and
Zakaria ,and type any entries as per
columns headings
 Copy all the contents and paste in the
sheet number 2

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 Formatting Cells
 Data in the worksheet can be formatted
using the
Formatting toolbar

or
Format menu

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 Formatting Text
 Select a cell (s) you wish to format
 Click a command buttons on the formatting
toolbar in order to change the Font size,
Color, align text and font style.

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 Number Formatting
 Select the numbers you want to format
 Click Format menu
 Click Cells, a dialog box will open
 Select a Number tab
 Select a category you want
on the category List
 Apply the formats you wish
 Click OK button to apply

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 Number Formatting

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 Formatting Cells
 Format Cells command – controls the
formatting for numbers, alignment, fonts,
borders, and patterns (color)
 Select the cells to which the formatting will apply
 Execute the Format Cells command

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 Number Formatting

 Choose Cells from

the Format menu
 Click on a tab (for
example, Number)
 Select format (for
example, choose
currency, 2 decimal
places)
 Click OK

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 Hands on Practice 2
 Copy the data below and answer all the
questions written on the next slide

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 Hands on Practice 2
 Insert a new row above the headings Row, merge
cells A1 to D1 and type”Payment Collection 2007”
as your heading
 Format the figures in the Paid Fee column to be in
Tanzanian currency
 Format the score numbers for each student to be
in percentages
 Change the font size of the heading to be 18 and
apply any light color for shading.
 Format the date of admission to display the Month
as a text
 Rotate the word score at an angle of negative 15
degrees.
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msomibora.com Microsoft Excel 54
 The Chart Wizard(1)–chart Type
Chart wizard
Select or click dialog box
within the data
Click on the Chart
Wizard icon
Chart Wizard box
will appear, which
will guide you
through the chart
creation process

Chart
wizard
icon

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 The Chart Wizard (2) – Data Source

Allows you to define

the data that will be
used to create the
chart

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 Chart Wizard (3) – Chart Options

Allows you to
define the options
you wish to include
e.g.
- Titles
- Axes
- Gridlines
- Legend
- Data Labels
- Data Table

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 Chart Wizard (4) – Chart Location

Allows you to choose where to insert the chart

e.g As an Object in the current worksheet or As
a new worksheet which will be added
automatically into the current workbook

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 Chart Formatting – Chart Area

Double click on the chart area to display

the relevant dialog boxes
 The chart area is the “empty” chart
background
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 Chart Formatting - Legends

Double click on the Legend to display

the relevant dialog boxes
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 Chart formatting - Axis

Double click on an Axis to

display the relevant dialog box
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 Chart Formatting – The Plot Area

Double click on the Plot area to

display the relevant dialog box
– The plot area is the “empty “ area
of the actual graph
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 Chart Formatting - Gridlines

Double click on a gridline to display

the relevant dialog box
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 Chart Formatting – The Data Series

Double click on a data series to display

the relevant dialog box

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 Creating Chart
 Hands on Practice

Use the data above to create a 3D bar

chart type
Format the chart as much as you can
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 Chart Editing
 To edit a chart like to change the chart type,
chart options or simply to access the 4 steps
of chart wizard in order to modify the chart.
Point within the chart plot area
 Right click ,a pop-up menu appears
 Select an option you want in order to access
one of the Four steps of the Chart Wizard
 A Chart wizard step box will appear
 Apply changes you want then click Ok
Button

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 Chart Editing
1st Chart Wizard Step

2nd Chart Wizard Step

3rd Chart Wizard Step

4th Chart Wizard Step

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 Hands on Practice
 Copy the data as shown below and create a
pie chart then answer the questions on the
next slide

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 Hands on Practice
Using the data and the chart above do the
following.

 Change the chart above to Cylinder chart

type.
 Remove the data for UCC-Dodoma. Does
the data in the chart changes?
 Change the data label of pie chart to
percentage values

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 About Formula
 As good as Excel is, it cannot guess or read
your mind. You must know which math
operation(s) you need to use
Arithmetic Operators :

Addition + (plus)

Subtraction - (minus)

Multiplication * (asterisk)

Division / (forward slash)

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 Creating a formula
 Steps to create a formula

When you have decided where you want the result of the
math operation, and you have clicked on that cell …

Start by entering “=“

Enter the formula

Press Enter key to continue

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 Creating a formula
 Addition
Select a cell where
to create a formula
Start with equal sign
type the cell addresses of
what you want to add

Press the enter key

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 Creating a formula
 Multiplication

Type this formula and press Enter key

to get the Product
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 Creating Formula
 Division and Subtraction

Type this formula

Type this in order to

divide numbers
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 Functions
 Instead of using long formulas is better to
use Functions

=A1+A2+A3+A4+A5+A6+A7

=sum(A1:A7)
Function name

=sum(1st Cell address:Last Cell address)

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 Using IF Function
 IF function is used for logical testing ,the
structure for the IF function looks as below

=IF( Logical test," value if true”,”value if false”)

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 Functions
 The above examples have used only two
condition that if score is greater than 50 the
remark is Pass otherwise is Fail

Other functions can be accessed through

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 Functions
 There are functions like

Multiplication
=Product(1st cell address :Last cell address )

Average
=Average(1st cell address: Last cell address)
Maximum
=Max(1st cell address: last cell address)
Minimum
=Min(1st cell address: last cell address)

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 Creating formula
 Copying a formula
Click on the cell that has the formula you
want to copy (E2

small square in
That cell will be selected the lower, right
corner(Fill
handle)
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 Creating formula
 There will also be a small square in the lower,
right corner (as shown on the diagram on the
previous slide)
 If you hover the mouse pointer over that cell, it
will show up as a white plus ( ) sign.
 As you hover over the small square, the pointer
will turn into a black plus (+)

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 Creating formula
 Once the plus sign turns black (+), click and
drag the cell down one cell.
 Once you release the “clicker” the formula
will be in cell “E3”.
 The software makes adjustments in the
formula so that it operates on the correct
cells.

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 Hand on Practice
 Copy the data below and Create the formula to
find VAT of 20% on cell C2
 Create the formula to calculate the new price
including the VAT on cell D2

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 Hand on Practice
 Copy the data as shown and answer the
questions below

Create a formula to find total and average score for

each student
Using IF Function create a formula on the remark
column that if average score is greater than 70 remark
“REGISTER “ otherwise “DON’T REGISTER”
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msomibora.com Microsoft Excel 85
 Printing a worksheet
 Before you print a worksheet you need to
perform page set-up
 Click File menu
 Click Page set up
 A box will appear

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 Printing a worksheet

Use this Page Tab

for setting
orientation ,paper
size ,and print
quality

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 Printing a worksheet
Use this Margin tab for setting the margins
Of left,right,top and Bottom

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 Printing a worksheet
 Use this tab for creating a header and
footer on the worksheet

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 Printing a worksheet
 Use this tab if the you want to print Gridlines
,row and column heading by just checking
the corresponding Check Boxes

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 Printing a worksheet
After page set-up completion the last step is to print
a worksheet
Click File menu

Click Print

Select a printer

Select/Type number of
copies you want to print

Click Print Button

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 Hand on Practice
 Do a page set-up of the worksheet on Hands
on practice.
 Preview your work to see if there are
Headers and footers ,Gridlines.

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 Thank you for listening

93
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