Module 9 - Ms Excel
Module 9 - Ms Excel
TAWE Boris M
Introduction
Microsoft Excel is the Spreadsheet application software.
While different versions have different appearances, they all have most of the same features. If
you know what to call it, you should be able to find it in other versions.
Screen Elements:
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© 2021 Reference: Introduction to Microsoft Excel 2016, Montclair State University
Course: ICT & Computer for Business Mr. TAWE Boris M
• The Ribbon: The Ribbon is designed to help you quickly find the commands that you need
to complete a task. Commands are organized in logical groups, which are collected together
under Tabs. Each Tab relates to a type of activity, such as formatting or laying out a page.
To reduce clutter, some Tabs are shown only when needed. For example, the Picture Tools
tab is shown only when a picture is selected.
• File Menu: Here you will find the basic commands such as open, save, print, etc.
• Quick Access Toolbar: The place to keep the items that you not only need to access
quickly, but want to be immediately available regardless of which of the Ribbon's tabs
you're working on. If you put so many items on the Quick Access Toolbar that it becomes
too big to fit on the title bar, you can move it onto its own line.
• Tell Me: This is a text field where you can enter words and phrases about what you want
to do next and quickly get to features you want to use or actions you want to perform. You
can also use Tell Me to find help about what you're looking for, or to use Smart Lookup to
research or define the term you entered.
• Formula Bar: A place where you can enter or view formulas or text.
• Expand Formula Bar Button: This button allows you to expand the formula bar. This is
helpful when you have either a long formula or large piece of text in a cell.
• Insert Worksheet Button: Click the Insert New Worksheet button to insert a new worksheet
in your workbook.
• Normal View: This is the “normal view” for working on a spreadsheet in Excel.
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© 2021 Reference: Introduction to Microsoft Excel 2016, Montclair State University
Course: ICT & Computer for Business Mr. TAWE Boris M
• Page Layout View: View the document as it will appear on the printed page.
• Page Break Preview: View a preview of where pages will break when the document is
printed.
• Zoom Level: Allows you to quickly zoom in or zoom out of the worksheet.
Key Description
ARROW Move one cell up, down, left, or right in a worksheet.
KEYS • SHIFT+ARROW KEY extends the selection of cells by one cell.
BACKSPACE Deletes one character to the left in the Formula Bar.
Also clears the content of the active cell.
In cell editing mode, it deletes the character to the left of the insertion point.
DELETE Removes the cell contents (data and formulas) from selected cells without
affecting cell formats or comments.
In cell editing mode, it deletes the character to the right of the
insertion point.
END Moves to the cell in the lower-right corner of the window when
SCROLL LOCK is turned on. Also selects the last command on the menu
when a menu or submenu is visible.
• CTRL+END moves to the last cell on a worksheet, in the lowest
used row of the rightmost used column.
• If the cursor is in the formula bar, CTRL+END moves the cursor to
the end of the text.
• CTRL+SHIFT+END extends the selection of cells to the last used
cell on the worksheet (lower-right corner).
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© 2021 Reference: Introduction to Microsoft Excel 2016, Montclair State University
Course: ICT & Computer for Business Mr. TAWE Boris M
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© 2021 Reference: Introduction to Microsoft Excel 2016, Montclair State University
Course: ICT & Computer for Business Mr. TAWE Boris M
4. To Select a Column:
Click on the column letter
5. To Select a Row:
Click on the row number
Entering Text
Any items that are not to be used in calculations are considered, in Excel’s terminology, labels.
This includes numerical information, such as phone numbers and zip codes. Labels usually include
the title, column and row headings.
To Enter Text/Labels:
1) Click in a cell
2) Type text
3) Press Enter
NOTE: By default, pressing the Enter key will move you to the cell below the active cell.
The label actually “lives” in the cell you typed it into. If you type long text it might appear to be
in multiple columns. It is important to understand this concept when trying to apply formatting to
a cell. Using the formula bar will confirm where the label actually “lives.
Autofill
Frequently, it is necessary to enter lists of information. For example, column headings are often
the months of the year or the days of the week. To simplify entering repetitive or sequential lists
of information, Excel has a tool called Autofill. This tool allows preprogrammed lists, as well as
custom lists, to be easily added to a spreadsheet.
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© 2021 Reference: Introduction to Microsoft Excel 2016, Montclair State University
Course: ICT & Computer for Business Mr. TAWE Boris M
Entering Values
Numerical pieces of information that will be used for calculations are called values. They are
entered the same way as labels. It is important NOT to type values with characters such as “,” or
“$”.
To Enter Values:
1) Navigate to a cell
2) Type a value
3) Press Enter
Creating Formulas
Formulas perform calculations or other actions on the data in your worksheet. A formula starts
with an equal sign (=). It is also important to know the operators Excel uses for formulas:
To Create a Formula:
1) Click in a cell
2) Press the = key
3) Type the formula
4) Press Enter
Copying Formulas
Like many things in Excel, there is more than one way to copy formulas. Feel free to choose what
works best for you.
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© 2021 Reference: Introduction to Microsoft Excel 2016, Montclair State University
Course: ICT & Computer for Business Mr. TAWE Boris M
Saving a Worksheet
When working in Excel it is necessary to save your files. It is also very important that while
working, your file is saved frequently. When naming a file, you are restricted to 255 characters.
Avoid most punctuation; spaces are acceptable.
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© 2021 Reference: Introduction to Microsoft Excel 2016, Montclair State University
Course: ICT & Computer for Business Mr. TAWE Boris M
Excel Functions
As we have previously seen, the power of Excel lies in its ability to perform calculations. The real
strength of this is shown in Functions. Functions are more complex formulas that are executed by
using the name of a function and stating whatever parameters the function requires.
Function Defined
=SUM(range of cells) returns the sum of the selected cells
=AVERAGE(range of cells) returns the average of the selected cells
=MAX(range of cells) returns the highest value of the selected cells
=MIN(range of cells) returns the lowest value of the selected cells
=COUNT(range of cells) returns the number of values of the selected cells
1) Click in a cell
2) Click on the AutoSum button in the Editing group
3) Highlight the range of cells that are to be added (The colon means “through”)
4) Press ENTER
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© 2021 Reference: Introduction to Microsoft Excel 2016, Montclair State University
Course: ICT & Computer for Business Mr. TAWE Boris M
1) Click in a cell
2) Click on the drop-down arrow next to the AutoSum button
3) Click on Average
4) Highlight the range of cells be calculated
5) Press ENTER
1) Click in a cell
2) Click on the drop-down arrow next to the AutoSum button
3) Click on Max
4) Highlight the range of cells be calculated
5) Press ENTER
1) Click in a cell
2) Click on the drop-down arrow next to the AutoSum button
3) Click on Min
4) Highlight the range of cells be calculated
5) Press ENTER
1) Click in a cell
2) Click on the drop-down arrow next to the AutoSum button
3) Click on Count Numbers
4) Highlight the range of cells be calculated
5) Press ENTER
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© 2021 Reference: Introduction to Microsoft Excel 2016, Montclair State University