Basic Operations &

Navigation in MS Excel
Presented by: 24/3006 Manvi, 24/3022 Riya Kumari,
24/3026 Snigdha Singh, 24/3078 Reema Gupta, 24/3038
Tanushree
Acknowledgement
I would like to take this opportunity to extend my sincere gratitude and appreciation to my
Basic IT Tools teacher Mr. Hemant Bhardwaj for providing guidance and support
throughout the process of completing the project on “Basic Operations and Navigation” for
college. I am also thankful to the principal Mr. Rakesh Kumar Gupta for allowing me the
opportunity to explore and work on this project in the college environment. Additionally, I
would like to express my heartfelt thanks to my family for their unwavering support and
encouragement during the completion of this project.
 • What is MS excel
• Excel Interface
• Standard toolbar
Index • Keyboard shortcuts
• Data entry in excel
• Operation & navigation in excel
• Basic steps
• Conclusion
 Importance of Excel
Perhaps the most important use of MS Excel is using its ability of
mass arithmetic calculations. With a vast program full of
formulae, it can add, subtract, multiply and divide hundreds of

What is MS numbers altogether, and can easily re-do it if a value is changed

or added. This feature can be used to easily make a company’s
yearly sales and other spreadsheets.

Excel? The various formatting options, including italics, highlighting, and

colours, allow businesses to bring the most important data to be
different from the rest. A number of tasks achieved through this tool
Microsoft Excel is a spreadsheet editor developed by are beyond impressive, with entire row highlighting and comparing
lists and values to name a few. You can use them to highlight specific
Microsoft for Windows, macOS, Android, iOS and iPadOS.
entries in Accounting.
It features calculation or computation capabilities, graphing
tools, pivot tables, and a macro programming language
If you are working in a large association where the boss wants the
called Visual Basic for Applications. Excel forms part of detailed visual representation of the various sectors of the business,
the Microsoft 365 suite of software. you’ll need to draw charts. MS Excel makes it easy to do so! After
filtering and correctly inputting data, you can turn it into a Pie
Chart or Clustered Columns with a single click. Even better, it
allows you to customise the colours and boundaries of the charts
and pie diagrams!
 Excel
Interface
 Standard Toolbar

New - Creates a new empty workbook with a given number of worksheets

Open - Displays the (File > Open) dialog box to open existing workbooks.

Save - Saves the active workbook

Print - Prints the active worksheet.

Print Preview - This feature will allow you to preview the worksheet before it prints.

Spell Check - Use the spell checker to correct spelling errors on the worksheet.

Cut, Copy, Paste, and Format Painter - Performs actions like cut, copy and paste to the clipboard. Format

painter copies the format from a cell allowing it to be pasted elsewhere.

 Standard Toolbar

Undo and Redo - Undoes or redoes the last 16 actions you performed

Insert Hyperlink - Displays the (Insert > Hyperlink) dialog box.

AutoSum - Inserts the SUM() function.

Sorting - Sorts data alphabetically in an ascending or descending order.

Chart - Displays the (Insert > Chart) dialog box.

Drawing - Toggles the display of the Drawing toolbar.

Zoom - Adjusts the size that the worksheet appears on the screen.
Keyboard Shortcuts
Keyboard Shortcuts
Numbers
Numbers can be from the entire range of numeric values:
whole numbers, decimals and scientific notation. Excel
Data Entry in
displays scientific notation automatically if you enter a
number that is too long to be viewed in its entirety in a
Excel
cell. You may also see number signs (# # # # # #) when a
cell entry is too long.

Text
First select the cell in which data has to be entered
and type the text. Press ENTER key to finish your
text entry. The text will be displayed in the active cell
as well as in the Formula bar. If you have numbers to
be treated as text use an apostrophe (‘) as the first
character. You cannot do calculations with these kind
of data entry.
Date & Time
When you enter dates and times, Excel converts
these entries into serial numbers and kept as
Data Entry in
background information. However, the dates
and times will be displayed to you on the
Excel
worksheet in a format opted by you

Data in Series

You can fill a range of cells either with

the same value or with a series of values
with the help of AutoFill.
OPERATION AND
NAVIGATION IN EXCEL
WHAT IS MEANT BY OPERATION AND NAVIGATION IN EXCEL?

Navigation buttons allow you to move to another worksheet in an Excel

workbook. They are used to display the first, previous, next, and last
worksheets in the workbook. Sheet tabs separate a workbook into specific
worksheets. A workbook defaults to three worksheets. A workbook must
contain at least one worksheet.
 Basics
Create a Open a Select a cell
Select a cell
workbook workbook range
Click the File tab and Click the File tab and Click a cell or use the Click and drag to select a range

select New or press Ctrl select Open or press Ctrl of cells. Or, press and hold down
keyboard arrow keys to
+N. Double-click a + O. Select a recent file the Shift key while using the
select it.
workbook. or navigate to the arrow keys to move the selection

location where the file is to the last cell of the range.

saved.
 Basics
Select an entire Jump to a Cell Copy and paste data Recover an unsaved
Worksheet Workbook
Click the Select All Click in the Name Box, Select cell(s) and click the Cut or Restart Excel. If a workbook can be

button where the type the cell address you Copy button on the Home tab. recovered, it will appear in the

column and row want to go to, and press Paste Data: Select the cell where Document Recovery pane. Or, click

headings meet. Enter. you want to paste the data and the File tab, click Recover unsaved
click the Paste button in the workbooks to open the pane, and
Clipboard group on the Home tab. select a workbook from the pane.
 Find & Replace Data in a Worksheet
You may want to locate a number or text that is already typed in the worksheet. This is done through Edit→Find. You

can also locate your data and replace with new data with Edit→Find→Replace.

Resizing Rows & Columns

There are two ways to resize rows and columns.

1. Resize a row by dragging the line below the label of the row you would like to resize. Resize a column in a similar

manner by dragging the line to the right of the label correspond- ing to the column you want to resize.

2. Click the row or column label and select Format→Row→Height or Format→Column→Width from the menu bar to

enter a numerical value for the height of the row or width of the column.
 Filling a series
1) Click on cell A4
2) Move the mouse pointer to the small square (the fill handle) at the bottom right corner of the cell until the mouse pointer
appears as a thin, black cross
3) Drag the mouse pointer to column F; Excel will fill the range with the first six months of the year…
4) Click on cell A5 and repeat steps 2 and 3 to create the series of months with their full names
5) Select the range A6:A12
6) Repeat steps 2 and 3 to fill across to column F
7) Examine each of the series created by the filling process
Moving or copying a sheet to another workbook
1) Click on the Maintenance worksheet tab. We’ll copy this completed
data to another workbook...
2) Right-click on the worksheet tab to display the shortcut menu, then
click on Move or Copy to display the Move or Copy dialog box
3) Click on the drop arrow for To book, then select (new book)
4) Click on Create a copy so it appears ticked. This will create a new
workbook as well as making a copy of the worksheet...
5) Click on [OK] A new workbook will be created and Maintenance will
be the only worksheet in the workbook…
6) Save the new workbook as Maintenance.xlsx, then close it
Grouping Worksheets
1) Click on the Admin worksheet tab, hold down shift, then click on the
Shop worksheet tab to select the first three worksheets
2) Click in cell A1 to select the cell
3) Click on the HOME tab, then click on Italics in the Font group. This
will italicise the text in cell A1 on this and all other worksheets in the
group…
4) Click on the Maintenance worksheet tab, then the Shop worksheet
tab to see that the changes have been applied here
5) Click on the IT worksheet tab to see that the changes have not been
applied to this worksheet. Since this was not part of the grouped sheets
the changes have not been applied here. Notice too that clicking on a
tab deselects the previous grouping
Wrapping & Merging Text
1) Click in cell A5. This cell contains a long text entry that spills across
several columns…
2) Click on the Expand Formula Bar tool to the right of the formula bar
to see all of the text
3) Click on the Wrap Text command in the Alignment group on the
Home tab to wrap the text in cell A5. Notice how the row height has
now increased…
4) Hold down the copy key and click in cell E5 to select the range
A5:E5
5) Click on the drop arrow for Merge & Centre in the Alignment group
and select Merge Cells to merge the cells in the range
6) Move the mouse pointer to the bottom of the row 5 heading border
and drag the row height up until you reach 30 points
 Freezing rows and columns
If you have a large worksheet with column and row headings, those headings will disappear as the worksheet is scrolled. By using the

Freeze Panes feature, the headings can be visible at all times.

a. Click the label of the row below the row that should re- main frozen at the top of the worksheet.

b. Select Window→Freeze Panes from the menu bar.

c. To remove the frozen panes, select Window→Unfreeze Panes.

Freeze panes has been added to row 2 in the

image above. No- tice that the row numbers skip
from 3 to 8. As the worksheet is scrolled, rows 1
and 2 will remain stationary while the remain- ing
rows will move.
Sorting & Filtering data in excel
Sorting data : To sort data in Excel, first select the range of cells you want to sort. Click the "Data" tab on the Ribbon. Choose "Sort A to Z" for
ascending order or "Sort Z to A" for descending order. Confirm any prompts to apply the sorting to your selected range.

Filtering Data : Filters in Excel allow users to view specific data by hiding rows that don't meet set criteria. To apply a filter, select the data
range and click the "Data" tab, then "Filter." Click the dropdown arrows in column headers to choose criteria, enabling focused data analysis and
improved visibility.

Printing in Excel
Printing one or several worksheets : Select the worksheets that you want to print. Select File > Print, or press CTRL+P. Select the Print button
or adjust Settings before you select the Print button.

Print all or part of worksheet : Click the worksheet, and then select the range of data that you want to print. Select File, and then click Print.
Under Settings, select the arrow next to Print Active Sheets and select the appropriate option. Then select Print.
Basic Formatting
In Excel, format cells by selecting them and using the Ribbon. Change the font style and size, adjust text color, and apply fill
colors. Set borders using the Borders tool to enhance visual appeal and organization of your data.

To apply formatting in Excel, select the cells you want to format. Use the Ribbon to choose options like font style, size, color,
fill color, and borders. Click the relevant icons to customize the appearance of your selected data effectively.

Basic Formulas & Functions

Basic formulas in Excel allow users to perform calculations and manipulate data efficiently. Common formulas include SUM
for adding values, AVERAGE for calculating mean, and COUNT for counting entries. Formulas start with an equal sign (=) and
can reference other cells, enabling dynamic data analysis and decision-making
 Typing simple formulas in a Worksheet
1) Click in cell B8 to make this the active cell
2) Type =B3+B4+B5+B6+B7 and examine what is happening on the screen
3) Press to enter the formula and move to the next cell.
Notice that a calculation has now been performed. We have entered a formula in B8 that says “add the values in B3,
B4, B5, B6, and B7 and show them here
Using SUM function
1) Click on B9 then type =sum( to start the formula
2) Click on B6 to point to this cell as the start, hold down the key and
click on B8.
3) Type ) and press to complete the function
4) Click on B9, then move the mouse pointer to the fill handle on the
lower right corner of the cell and drag across to E9 to fill the selected
range with the equivalent functions
5) Click on the Copy command on the Clipboard group on the Home
tab
6) Click on B14, hold down and then click on cells B19 and B24
7) Release and press to paste equivalent functions into the worksheet
Using Tables
Format a Cell Range as a Table:
Select the cells you want to apply table formatting to. Click the
Format as Table button in the Styles group of the Home tab and select
a table format from the gallery.

Remove Duplicate Values:

Click any cell in the table and click the Data tab on the ribbon. Click
the Remove Duplicates button. Select which columns you want to
check for duplicates and click OK.
Using Charts
Create a Chart: Select the cell range that contains the data you
want to chart. Click the Insert tab on the ribbon. Click a chart
type button in the Charts group and select the chart you want to
insert.

Move or Resize a Chart: Select the chart. Place the cursor over
the chart’s border and, with the 4-headed arrow showing, click
and drag to move it. Or, click and drag a sizing handle to resize
it.

Change the Chart Type: Select the chart and click the Design
tab. Click the Change Chart Type button and select a different
chart.
Chart Types
There are many types of charts in excel. Some of them have been explained below:
Quick Sparklines
A sparkline is a tiny chart in a worksheet cell that provides
a visual representation of data.

1) Click in cell B5, hold down shift, then click in cell E9 to

select the range B5:E9
2) Click on the Quick Analysis button, then click on the
SPARKLINES tab
3) Point to Line to display a line drawing showing trends for
each row across the four weeks
4) Point to Column to display the trend as columns rather than a
continuous line
5) Click on Column to add Sparklines in column F
Conclusion
Microsoft Excel is clearly a resource that can be used in many careers, and is valuable for professional and personal purposes. This
project has focused on introducing the fundamental skills necessary to get started in using Excel and to a solid intermediate level of
proficiency, confidence, and comfort using the program. While this content refers to Microsoft Excel current full-installation versions,
the skills you learn and practice here are also consistent with open-source and other variations of spreadsheet programs, like those in
Google, LibreOffice, OpenOffice, etc.

There is absolutely tons more to learn to move past intermediate-level workplace skills to more advanced industry-specific skills,
business informatics management, complex data analysis and modeling, interpreting and manipulating content from massive
databases, etc. YouTube and other videos can give you insights, as well as other courses, books and articles.
Thank you
very much!