Using Microsoft Excel

ME. Tran Le Phuc Thinh

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Lesson Objectives
understand basic terminology or height
concepts for spreadsheets
create simple formulas and use
create a new blank worksheet or use a common built-in functions
template to create a new worksheet
format the data in a worksheet to
enter or edit data in a worksheet enhance it
open, close or save workbooks work with charts
select cells for a variety of purposes sort or filter information in a worksheet
copy and move data work with tables
change the column width or row preview and print a report

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Looking at the Excel Screen
Name Insert Formula
Box Function Bar

Select All

Active Cell Column Headings

Row Headings

Tab Sheet
Scrolling Tab Scroll Bars

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Looking at the Excel Screen
Entering Text or Labels
• Click a cell to select it and then type the entry
• Use the BACKSPACE key or DELETE key to correct any input errors
• Press ENTER to move to the next cell below, or press TAB to move to
the next cell to the right
• You can also click another cell or press any arrow key to accept the
input in the current cell

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Looking at the Excel Screen
Entering Numbers or Dates
• If you enter characters other than numbers, Excel treats the entire entry as a label
• Excel displays values with no formatting, allowing you to format them yourself.
• When entering dates, you can enter them in a numeric form
• The default format of the date value is m-d-yy, although you can change this

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Looking at the Excel Screen
Moving Around the Worksheet
• Scroll Bars – Use the horizontal or vertical scroll bar to move to other areas of the
worksheet
• LEFT, RIGHT, UP, or DOWN – Press a direction key to move one cell at a time
• HOME – Moves to column A in the current row
• CTRL+HOME – Moves to cell A1
• CTRL+END – Moves to the last cell with data in your worksheet
• CTRL+G or F5 – Displays the Go To dialog box

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Managing Workbooks
Creating a New Blank Workbook
• In Backstage, click New, and double-click Blank workbook or press CTRL+N

Creating a New Workbook

from a Template
• Click the File tab, and click New,
click a template to open a
larger view of the template
contents

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Managing Workbooks
Saving Workbooks
• To save the changes made to an existing file click the File tab and then Save; or
click (Save) on the Quick Access toolbar, or press CTRL+S
• To save an existing file with a new name or in a different file format, click the File tab
and click Save As
• The first time you save a file, you will always see the Save As options so that you can
give the new workbook a distinct name and select the location where it will be stored

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Managing Workbooks
Up One Current
Level Folder

File name
Save as type

Drives or
locations to
save the file
Folders or files in Date created
current folder or modified

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Managing Workbooks
Opening Workbooks
• Click the File tab, click Open, click the location for the file, and then the folder where
the file can be found, or click Browse to use the Open dialog box; select the file and
click Open; or
• click the File tab, and click a file from the list of Recent Workbooks displayed in the
right pane; or
• press CTRL+O to display the Open dialog box

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Managing Workbooks
Closing Workbooks
• Click the File tab and click Close; or
• press CTRL+W or CTRL+F4 to close the workbook; or
• click the Close button to shut down the application

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Manipulating the Contents
Selecting Cells
• Single cell – Click the cell
• Several cells – Click the first cell and drag to the end of the required range; or click the
first cell, hold the SHIFT key, and click the end cell in the range
• Entire row – Click the row header when you see the
• Entire column – Click the column header when you see the
• Entire worksheet – Click the Select All button
• Non-adjacent cells, columns, or rows – Click the first one, hold the CTRL key, then click
to select the next cell, column, or row
• Multiple rows – Click the first row number and drag for the number of rows to select
• Multiple columns – Click the first column letter and drag for the number of columns to
select

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Manipulating the Contents
Using Undo or Repeat
• Click the arrow beside the (Undo) button to display the history of changes – up to
100 actions
• To reverse an undo, you can redo or repeat it
• To display the repeat history, click the arrow beside the (Repeat) button

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Manipulating the Contents
Copying and Moving Data
• Cut – Removes the contents of a cell or a range of cells to the Office Clipboard
• Copy – Copies the contents of a cell or a range of cells to the Office Clipboard
• Paste – Pastes any or all contents from the Office Clipboard into one or more cell
locations

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Manipulating the Contents
Changing the Column Widths
• Column widths can be set between zero and 255 characters
• To change the width of a column, on the Home
tab, in the Cells group, click Format, and then
click Column Width
• You can also point the mouse pointer on the
line at the right edge of the column header to be adjusted, and when you see , click
and drag to the required width for the column

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Manipulating the Contents
Adjusting the Row Height
• To adjust the row height, on the Home tab, in the Cells
group, click Format, and then Row Height

• You can also point at the bottom edge of the row header to be adjusted, and when
you see , click and drag to the height required

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Manipulating Rows, Columns, or Cells
Inserting Rows, Columns, or Cells
• To insert items, on the Home tab, in the Cells group,
click the arrow for Insert to select the item to be
inserted
• You can also click the row heading or column heading
where you want to insert a new row or column, then
press CTRL++ on the Numeric Keypad
• Be careful using these commands as they affect the entire worksheet including
areas you are not viewing on the screen

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Manipulating Rows, Columns, or Cells
Deleting Rows, Columns, or Cells
• To delete an item, on the Home tab, in the Cells group,
click the arrow for Delete to select the item to be
deleted; or
• click the row heading or column heading where you
want to delete, then press CTRL+– on the Numeric Keypad
• Be careful when deleting entire rows or columns to ensure you do not accidentally
delete valuable data not currently displayed on the screen

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Creating Simple Formulas
Type = (equals symbol) in any cell to begin a formula
After the =, you can enter numbers, mathematical operands, or cell addresses
• You can enter a cell address into a formula by typing it directly, or by clicking on the
cells to be included

The cell into which you enter a formula will display the result of the formula;
the formula itself will be visible in the Formula bar

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Creating Simple Formulas
Using Common Built-In Functions
• =SUM – Calculates the sum of the values in the range of specified cells
• =AVERAGE – Calculates an average of the values in the specified cells
• =MIN – Displays the minimum value in the range of specified cells
• =MAX – Displays the maximum value in the range of specified cells
• =COUNT – Counts the number of values within the specified range

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Creating Simple Formulas
Using Absolute and Relative Addresses
• A relative cell address changes in response to its current location in a worksheet
If you copy a formula with a relative cell address and paste it to another cell, Excel will
automatically adjust the cell references in the pasted cell to reflect the new location
• An absolute cell address refers to an exact or fixed location on the worksheet
• To change a relative cell address to an absolute (fixed) cell address in a formula or
function:
Type a dollar sign before the row number and/or column letter; or
press F4 once you enter the cell address

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What Does Formatting Mean?
Formatting refers to changing the appearance of data
You can format a cell or range of cells at any time
To apply formatting, on the Home tab, click
the command to apply formatting from the appropriate group

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What Does Formatting Mean?
Formatting Numbers and Decimal Digits
• Excel displays numbers as you enter them
• Numbers larger than the width of the cell display in scientific notation format
• To format selected cells that contain values:
Accounting
On the Home tab, in the Number group, click the arrow for Number Comma
Number Format, and click the format required, or Format Style

click one of the commonly-used number format buttons in the

Number group of the Home tab

Percent
Style

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What Does Formatting Mean?
Changing Cell Alignment
• Use Merge & Center to center a text label across several cells, wrap text in a cell, or
rotate it at a specific angle
• To split cells merged using Merge & Center, click the arrow on the Merge & Center
button, click Unmerge Cells Vertical Alignment
• To change the alignment for selected cells, Options

on the Home tab, in the Alignment group,

click the alignment option required

Horizontal Alignment
Options
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What Does Formatting Mean?

Applying Cell Borders

• On the Home tab in the Font group, click the arrow for
(Borders) and click the side you want to apply a border; or
• click More Borders to apply other formatting options for the borders
from the Border tab of the Format Cells dialog box

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What Does Formatting Mean?
Applying Colors and Patterns
• On the Home tab, in the Font group, click the
arrow for (Fill Color)

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Working with Charts
A chart can illustrate trends or patterns in the data.
You can create a chart Chart Title
by selecting data from
the worksheet, and then
select the type of chart
to insert
Legend

Vertical Horizontal
Axis/Series Axis/Series
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Working with Charts
Selecting Chart Types
• Line charts are better for trends, bar charts are better for volume, and pie charts are
best for showing portions of a total
• Excel provides a variety of chart types
and several subtypes within each
major type

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Working with Charts
Selecting Chart Types
• Column – compares values over time
• Line – compares continuous trends
• Bar – compares values over time (horizontal)
• Area – compares a continuous change in
volume
• X Y (Scatter) – determines data patterns
• Stock – displays high-low-close data
• Surface – displays trends in 3-D
• Radar – determines patterns with points and
lines

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Working with Charts
Changing the Chart Layout
• Axes – Include labels on the horizontal and vertical axes
• Axis Titles – Add titles to the horizontal and vertical axes
• Chart Title – Add a title for the chart
• Data Labels – Include data labels on the chart
• Data Table – Display the chart data beneath the chart
• Error Bars – Displays margins of error and standard
deviations
• Gridlines – Include gridlines on the chart
• Legend – Include a legend and position it in relation to the chart

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Working with Lists and Databases
An Excel list is a collection of data arranged in a series of columns
• The top row contains column titles
(field names) and the rows below
contain the data
Each column in the list should contain the same type of data for each row of
information
Arranging data into lists makes it easy to sort and filter the information

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Working with Lists and Databases
Sorting Data
• On the Home tab, in the Editing group, click Sort & Filter
Sort A to Z – Sort items in ascending order
Sort Z to A – Sort items in descending order
Custom Sort – Set up to 64 levels or priority on what items to sort
by order
Filter – Search for specific items and show only those items that
match
Clear – Clear the filter and show all items in the worksheet
Reapply – Apply the filter once more

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Working with Lists and Databases
Filtering Information
• Use a filter to hide rows you are not
interested in
• Filtering does not change the content of your
worksheet or the sequence of the information,
only what you see
• Use the AutoFilter icons to
specify column filters

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Working with Tables
An Excel table includes contiguous rows and columns
Data is arranged in row order, with a header at the top of each column and the
data listed below
To convert a range of cells containing data to a table, on the Insert tab, in the
Tables group, click Table, or on the Home tab, in the Styles group, click Format as
Table, then click a table style
Once a table is created, Excel activates an AutoFilter icon next to each column
title and applies the current active theme
The Table Tools Design tab also appears on the Ribbon

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Working with Tables
Modifying Table Data
• To add a new column of data at the far right of a table, enter this data into the first
blank column
• Excel will extend a table to include a new row of data that you enter directly below a
table, as long as the Total Row feature is not activated
• On the Home tab, in the Cells group, use the Delete button to delete rows or
columns of data from the table

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Finalizing the Print Output
Printing the Worksheet
• Click the File tab, and click Print

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