UNIVERSITY OF CAGAYAN VALLEY

Tuguegarao City, Cagayan, Philippines

MODULE IN SOFTWARE APPLICATION & NETWORK SYSTEM

Course Title: Software Application and Network System used in Seagoing Ships
Credit Units: 2 units
Course Description:

This Course is designed for self-study; this course will help you to understand, the use, and
applying a range of Information Communications Technologies (ICTs)—such as computers and
the Internet, other audio and video equipment, mobile phones, and online resources and tools—as
part of the teaching and learning process. During this course, you will collaborate with your peers
to develop a learning activity that uses digital tools and resource as your guide to become a
centered learning. It provides students with the knowledge and skills in various hardware,
software, and networking. Students will learn about computer troubleshooting, manage computer
networks, and use computer applications used onboard ships

Learning Outcomes:

At the end of this module, students are expected to:

Cognitive:

Examine spreadsheet concepts and explore the Microsoft Office Excel environment.

Affective:

Differentiate between an Excel workbook and worksheet.

Psychomotor:

Construct formulas to manipulate numeric data in an Excel Worksheet.

Create spreadsheet to tabulate and record numeric values.

Intended Learning Outcomes:

1. Able to understand the MS Excel interface.

2. Able to create, open and view a workbook.
3. Able to modify a worksheet and workbook.
4. Able to save and print workbooks.
5. Able to navigate the workbook and use keyboard shortcuts.

ICT 1 | Software Application and Network System used in Seagoing Ships | The Basic Introduction of Microsoft Excel
 UNIVERSITY OF CAGAYAN VALLEY
Tuguegarao City, Cagayan, Philippines

LESSON 9. BASIC INTRODUCTION OF MICROSOFT EXCEL

Learning Activities:

Taking a very simple view, Excel is a tool that allows you to enter quantitative data into an
electronic spreadsheet to apply one or many mathematical computations. These computations
ultimately convert that quantitative data into information. The information produced in Excel can
be used to make decisions in both professional and personal contexts. For example, employees can
use Excel to determine how much inventory to buy for a clothing retailer, how much medication
to administer to a patient, or how much money to spend to stay within a budget. With respect to
personal decisions, you can use Excel to determine how much money you can spend on a house,
how much you can spend on car lease payments, or how much you need to save to reach your
retirement goals.

Microsoft Excel

MS Excel is a spreadsheet program used to record and analyze numerical and statistical data.
Microsoft Excel program provides multiple features to perform various operations like calculation,
pivot tables, graph tool, macro programming, etc.

Microsoft Excel is an electronic spreadsheet application. A spreadsheet is the computer equivalent

of a paper ledger sheet.

A Excel spreadsheet can be understood as a collection of columns and rows that form a table.
Alphabetical letters are usually assigned to columns, and numbers are usually assigned to rows.
The point where a column and a row meet is called a cell. The address of a cell is given by the
letter representing the column and the number representing a row.

Microsoft Excel enables you to:

• Format your data.

• Organize your data by sorting it.
• Name ranges of data and use the range names in formulas and navigation for
automatic updating.
• Use cell references rather than values in formulas allowing you to adjust
formulas as you copy and move them across the spreadsheet.
• Generate charts and graphs illustrating your data.
• Automate and customize procedures by using macros.

ICT 1 | Software Application and Network System used in Seagoing Ships | The Basic Introduction of Microsoft Excel
 UNIVERSITY OF CAGAYAN VALLEY
Tuguegarao City, Cagayan, Philippines

Starting Excel

As with all Windows programs, there are many ways to start Excel including the following.

1. Click Start, Program. Select Microsoft Office, and then choose MS Office Excel
from the available options.
2. Click the Excel icon on the Quick Launch area of the taskbar if it appears there.

ICT 1 | Software Application and Network System used in Seagoing Ships | The Basic Introduction of Microsoft Excel
 UNIVERSITY OF CAGAYAN VALLEY
Tuguegarao City, Cagayan, Philippines

The Excel Ribbon (excel 365)

The ribbon provides shortcuts to commands in Excel. A command is an action that the user
performs. An example of a command is creating a new document, printing a documenting, etc.
The image below shows the ribbon used in Excel 365. Excel’s features and commands are found
in the Ribbon, which is the upper area of the Excel screen that contains several tabs running across
the top. Each tab provides access to a different set of Excel commands.

File

Also known as the Backstage view of the Excel workbook. Contains all commands for
opening, closing, saving, and creating new Excel workbooks. Includes print commands,
document properties, e-mailing options, and help features. The default settings and options
are also found in this tab.

Home

Contains the most frequently used Excel commands. Formatting commands are found in
this tab along with commands for cutting, copying, pasting, and for inserting and deleting
rows and columns.

Insert

Used to insert objects such as charts, pictures, shapes, PivotTables, internet links, symbols,
or text boxes.

Layout

Contains commands used to prepare a worksheet for printing. Also includes commands
used to show and print the gridlines on a worksheet.

ICT 1 | Software Application and Network System used in Seagoing Ships | The Basic Introduction of Microsoft Excel
 UNIVERSITY OF CAGAYAN VALLEY
Tuguegarao City, Cagayan, Philippines

Formulas

Includes commands for adding mathematical functions to a worksheet. Also contains tools
for auditing mathematical formulas.

Data

Used when working with external data sources such as Microsoft ® Access ®, text files,
or the internet. Also contains sorting commands and access to scenario tools.

Review

Includes Spelling and Track Changes Features. Also contains protection features to
password protect worksheets or workbooks.

View

Used to adjust the visual appearance of a workbook. Common commands include the Zoom
and Page Layout view.

Screen Elements

The following are elements of the Microsoft Excel environment:

Menu Bar

Displays the names of the drop-down menus; contains the minimize, maximize, and close
buttons for the document. The menu bar displays all of the menus available for use in Excel
365. The contents of any menu can be displayed by left-clicking the menu name.

Toolbars

Provide shortcut to menu commands.

Formula Bar

The formula bar displays information entered-or being entered as you type in the current
or active cell. The content of a cell can also be edited in the formula bar.

ICT 1 | Software Application and Network System used in Seagoing Ships | The Basic Introduction of Microsoft Excel
 UNIVERSITY OF CAGAYAN VALLEY
Tuguegarao City, Cagayan, Philippines

Name Box

This shows the cell address of the current selection or active cell. Located next to the
formula bar, the Name Box displays the cell reference or the name of the active cell.

Column

Columns run vertically on a worksheet and each one is identified by a letter in the column
header. Each Excel spreadsheet contains 256 columns. Each column is named by a letter
or combination of letters.

Row

Each row is identified by row number, which runs horizontally at the left side of
the table or spreadsheet. Rows are referenced by numbers that appear on the left
and then run down the Excel screen. The first row is named row 1, while the last
row is named 65536.

Active Cell

The active cell is recognized by its green outline. Data is always entered into the active
cell. Different cells can be made active by clicking on them with the mouse or by using the
arrow keys on the keyboard.

Cell

An Excel worksheet is made up of columns and rows.

Where these columns and rows intersect, they form
little boxes called cells. Each cell has a unique cell
address. Each cell in the worksheet can be identified
by a cell reference, which is a combination of letters and numbers such as A1, F456, or
AA34.

Sheet Tab (worksheet tabs, sheet)

Is used to display the worksheet that a user is currently editing. By clicking a worksheet
tab, users may move between various worksheets. Every Excel file may have multiple
worksheets, but the default number is three, such as Sheet1, Sheet2, Sheet3.

ICT 1 | Software Application and Network System used in Seagoing Ships | The Basic Introduction of Microsoft Excel
 UNIVERSITY OF CAGAYAN VALLEY
Tuguegarao City, Cagayan, Philippines

Workbook

A workbook automatically shows in the workspace when you open Microsoft Excel. ach
workbook contains three worksheets. A worksheet is a grid of cells consisting of 65,536
rows by 256 columns. Spreadsheet information—text, numbers, or mathematical
formulas—is entered into different cells.

Navigation Button

Navigation Button allows 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.

Spreadsheet Basics

• Each Excel file is a workbook that can hold many worksheets.

• Each worksheet (i.e. spreadsheet) is made up of:
▪ Rows (horizontal; designated by numbers),
▪ Columns (vertical; designated by letters),
▪ And their intersection, which are called cells.
• The letters and numbers of the columns and rows (called labels) are displayed in gray
button across the top and left side of the worksheet.
• Each cell on the spreadsheet has a cell address that is the column letter followed by the
row number. Example: A1 (column A, row 1).

ICT 1 | Software Application and Network System used in Seagoing Ships | The Basic Introduction of Microsoft Excel
 UNIVERSITY OF CAGAYAN VALLEY
Tuguegarao City, Cagayan, Philippines

• There are three basic types of data that can be entered into a cell:
1. Text (text with no numerical values, such as “Days”),
2. Numbers (just a number/a constant value, such as “5”),
3. And Formulas (a mathematical equations used to calculate a result, such as
“=5+3”).

Data Selection

Use the mouse/or keyboard shortcuts to select (highlight) cell(s), row(s), and column(s) of data.

• Single click on the column label will highlight the whole column.
• Single clicking on the row label will highlight the whole row.
• Clicking and dragging across several row or column labels will highlight several rows
or columns, respectively.
• Clicking and dragging across group of cells will highlight the contiguous (adjacent)
group.
• Single clicking one cell, pressing the F8 key (once) or holding down the Shift key, and
then using the arrow keys to select the contiguous group will also highlight them.
➢ With the F8 key, you must press the F8 key once again or press the Escape key
once to escape from highlighting.
• Noncontagious (non-adjacent) cells can be highlighted by holding the CTRL key and
using the mouse to single click the desired cells.
• Clicking on the gray box where the row labels and column labels intersect (top left
corner of worksheet) will highlight the whole worksheet.
• Other keyboard shortcuts for selecting cells include:

Action Result
CTRL + Spacebar Highlight the entire column
Shift + Spacebar Highlight the entire row
CTRL + A Highlight the entire worksheet

Spreadsheet Navigation

As you enter and edit data, you will need to move through the worksheet, which can be done using
your mouse or keyboard shortcuts.

The following is a summary of available spreadsheet navigation techniques.

ICT 1 | Software Application and Network System used in Seagoing Ships | The Basic Introduction of Microsoft Excel
 UNIVERSITY OF CAGAYAN VALLEY
Tuguegarao City, Cagayan, Philippines

Action Result
Single Click Cell Makes the cell active
Enter Moves the active cell one cell down
Shift + Enter Moves the active cell one cell up
Tab Moves the active cell one cell to the right
Shift + Tab Moves the active cell one cell to the left
↑ Moves the active cell up one row
↓ Moves the active cell down one row
← Moves the active cell left one column
→ Moves the active cell right one column
Home Moves the active cell to column A of the current row
CTRL + Home Moves the active cell to A1
CTRL + End Moves the active cell to the last cell in the spreadsheet with data
Page Up or Page Down Moves the active cell up or down by one screen full of rows
CTRL + ↑ Moves the active cell to the first row with data in the current column
CTRL + ↓ Moves the active cell to the last row with data in the current column
CTRL + ← Moves the active cell to the first column with data in the current row
CTRL + → Moves the active cell to the last column with data in the current row
CTRL + Page Down Moves to the next worksheet
CTRL + Page Up Moves the previous worksheet
F5 Open the Go To dialog box

Formatting Cells

The contents of a highlighted cell (either numbers or text) can be formatted in many ways. By
default all cells are in General format where text is left-aligned (contents of cell are flush with the
left border of the cell) and numbers are right-aligned (contents of cell are flush with the right border
of the cell).

Format Cells dialog box

The Format Cells dialog box contains a complete list of formatting options.

• Highlight the cells you wish to format first and then open the Format Cells dialog box
by one of several ways:
➢ Select Format cells from the Format drop menu.
➢ Right-click on the highlighted cells and choose Format Cells from the shortcut
menu.
➢ Use the Ctrl+1 keyboard shortcut.

ICT 1 | Software Application and Network System used in Seagoing Ships | The Basic Introduction of Microsoft Excel
 UNIVERSITY OF CAGAYAN VALLEY
Tuguegarao City, Cagayan, Philippines

The formatting options are contained in several tabs:

• The Number tab allows you to specify the data type of the contents of the cell.

➢ Select General from the Category box if the cell contains text and number.
➢ Use Number if you want to round your numeric values to a particular number
of decimal places.
➢ If you enter the date January 1, 2001 into a cell on the worksheet, Excel will
automatically recognize the text as a date and change the format to 1-Jan-01.
To change the date format, select Date from the Category box and choose the
format for the date from the Type box.
➢ If the field is a time, select Time from the Category box and select the type in
the Type box.
➢ Date and time combinations are also listed.
➢ When you have numbers with leading zeros, Excel usually drops them, but
formatting the cells as Text will keep them.
➢ Select Special if your cells contain zip codes, phone numbers, or Social Security
numbers.

• The Alignment tab allows you to change the position and alignment of the data within
the cell.

➢ You can also wrap text within a cell, and merge cells in the Alignment tab.

• The Font tab allows you to change all of the font attributes including font face, size,
styles, and effects.

• The Border and Pattern tabs allow you to add borders, shading, and background colors
to a cell.

Formatting Toolbar

The shortcut buttons on the Formatting Toolbar can also be used to adjust the font and cell
attributes, including the font face, size, style (bold, italic, and/or underlined), the alignment of the
data within the cell, and the data type.

If this toolbar is not already visible on the screen, select Formatting from Toolbars from the View
drop menu.

ICT 1 | Software Application and Network System used in Seagoing Ships | The Basic Introduction of Microsoft Excel
 UNIVERSITY OF CAGAYAN VALLEY
Tuguegarao City, Cagayan, Philippines

The following formatting keyboard shortcuts can also be used:

Action Result
CTRL + B Bold
CTRL + I Italicize
CTRL + U Underline
CTRL + 5 Strikethrough
Shift + CTRL + $ Format as currency with 2 decimal places
Shift + CTRL + % Format as percent with no decimal places

Other Useful Skills

Additional Keyboard Shortcuts:

Action Result
CTRL + O Open an existing file
CTRL + N Open a new file
F12 Save As
CTRL + S Save
CTRL + P Print
CTRL + Z Undo
CTRL + Y Redo

Worksheet Modification

• To add a row to a worksheet: select Rows from the Insert drop menu, OR highlight
the row(s) by clicking on the row label(s), right-click with the mouse, and choose Insert.

➢ The row(s) will be inserted above.

➢ To delete a row from a worksheet: highlight the row(s) by clicking on the row
label(s), and select Delete cells from the Edit drop menu, OR, right-click with
the mouse, and choose Delete.

• To add a column to a worksheet: select Columns from the Insert drop menu, OR
highlight the column(s) by clicking on the column label(s), right-click with the mouse,
and choose Insert.

➢ The column(s) will be inserted to the left.

➢ To delete a column from a worksheet: highlight the column(s) by clicking on
the column label(s), and select Delete cells from the Edit drop menu, OR , right-
Click with the mouse and choose Delete.
ICT 1 | Software Application and Network System used in Seagoing Ships | The Basic Introduction of Microsoft Excel
 UNIVERSITY OF CAGAYAN VALLEY
Tuguegarao City, Cagayan, Philippines

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REFERENCES:

➢ https://edu.gcfglobal.org/en/excelxp/identifying-basic-parts-of-the-excel-window/1/
➢ https://computer2101.wordpress.com/2017/12/09/excel-screen-elements-and-parts-of-
the-excel-screen/
➢ https://openoregon.pressbooks.pub/beginningexcel/chapter/1-1-overview-of-microsoft-
excel/
➢ https://guru99.com/introduction-to-microsoft-excel.html

➢ The Excel 2003 Module information available from Carnegie Mellon University’s
Computer Skills Workshop Class (www.cmu.edu/computing/csw)
➢ The BayCon Group Microsoft Excel Online Tutorial (www.baycongroup.com/el0.htm)
➢ The Florida Gulf Coast University Excel 2000 Tutorial
(www.fgcu.edu/support/office2000/excel)

Prepared by:

IT INSTRUCTORS

ICT 1 | Software Application and Network System used in Seagoing Ships | The Basic Introduction of Microsoft Excel