Gss 212 (Computer Applications)

Microsoft Excel
07/10/2016, 14/10/2016
 The Microsoft Excel Window
• Microsoft Excel is an electronic spreadsheet.
You can use it to organize your data into rows
and columns. You can also use it to perform
mathematical calculations quickly. This lesson
will introduce you to the Excel window. You
use the window to interact with Excel. This
lesson is based on Microsoft Excel 2007. To
begin you start the window, the Microsoft
Excel window appears and your screen looks
similar to the one shown below.
The Microsoft Excel Window
 The Microsoft Office Button

In the upper-left corner of the Excel 2007

window is the Microsoft Office button. When
you click the button, a menu appears. You can
use the menu to create a new file, open an
existing file, save a file, and perform many
other tasks.
 The Quick Access Toolbar

Next to the Microsoft Office button is the Quick

Access toolbar. The Quick Access toolbar gives you
access to commands you frequently use. By default,
Save, Undo, and Redo appear on the Quick Access
toolbar. You can use Save to save your file, Undo to
roll back an action you have taken, and Redo to
reapply an action you have rolled back.
 The Title Bar

Next to the Quick Access toolbar is the Title bar. On

the Title bar, Microsoft Excel displays the name of
the workbook you are currently using. At the top of
the Excel window, you should see "Microsoft Excel -
Book1" or a similar name.
The Ribbon
 The Ribbon Contd.
• You use commands to tell Microsoft Excel what to do.
In Microsoft Excel 2007, you use the Ribbon to issue
commands. The Ribbon is located near the top of the
Excel window, below the Quick Access toolbar. At the
top of the Ribbon are several tabs; clicking a tab
displays several related command groups. Within each
group are related command buttons. You click buttons
to issue commands or to access menus and dialog
boxes. You may also find a dialog box launcher in the
bottom-right corner of a group. When you click the
dialog box launcher, a dialog box makes additional
commands available.
Worksheets
 The Formula Bar

If the Formula bar is turned on, the cell address of the

cell you are in displays in the Name box which is
located on the left side of the Formula bar. Cell entries
display on the right side of the Formula bar. If you do
not see the Formula bar in your window, perform these
steps:
1. Choose the View tab.
2. Click Formula Bar in the Show/Hide group. The
Formula bar appears.
The Status Bar
 The Status Bar
• The Status bar appears at the very bottom of
the Excel window and provides such
information as the sum, average, minimum,
and maximum value of selected numbers. You
can change what displays on the Status bar by
right-clicking on the Status bar and selecting
the options you want from the Customize
Status Bar menu. You click a menu item to
select it. You click it again to deselect it. A
check mark next to an item means the item is
selected.
 Move Around a Worksheet
• By using the arrow keys, you can move around your
worksheet. You can use the down arrow key to move
downward one cell at a time. You can use the up arrow
key to move upward one cell at a time. You can use the
Tab key to move across the page to the right, one cell
at a time. You can hold down the Shift key and then
press the Tab key to move to the left, one cell at a time.
You can use the right and left arrow keys to move right
or left one cell at a time. The Page Up and Page Down
keys move up and down one page at a time. If you hold
down the Ctrl key and then press the Home key, you
move to the beginning of the worksheet.
 Go To Cells Quickly
• F5 as Goto Key
The F5 function key is the "Go To" key. If you press the
F5 key, you are prompted for the cell to which you wish
to go. Enter the cell address, and the cursor jumps to
that cell.
1. Press F5. The Go To dialog box opens.
2. Type J3 in the Reference field.
3. Press Enter. Excel moves to cell J3.

• Ctrl+G as Goto Key

• The Name Box
Name Box Contd.
Select Cells
 Select Cells
• To select cells A1 to E1:
1. Go to cell A1.
2. Press the F8 key. This anchors the cursor.
3. Note that "Extend Selection" appears on the Status
bar in the lower-left corner of the window. You are
in the Extend mode.
4. Click in cell E7. Excel highlights cells A1 to E7.
5. Press Esc and click anywhere on the worksheet to
clear the highlighting.
• Select Cells by Dragging
• selecting noncontiguous areas
 Enter Data
• First, place the cursor in the cell in which you want to
start entering data. Type some data, and then press
Enter. If you need to delete, press the Backspace key
to delete one character at a time.
 Enter Data Contd.

1. Place the cursor in cell A1.

2. Type John Jordan. Do not
press Enter at this time.
 Delete Data

The Backspace key erases one character at a

time.
1. Press the Backspace key until Jordan is
erased.
2. Press Enter. The name "John" appears in
cell A1.
 Edit a Cell

• Editing with F2
• Editing a Cell by Using the Formula Bar
• By Double-Clicking in the Cell
 Change a Cell Entry

• Typing in a cell replaces the old cell entry with the

new information you type.
 Other Essentials
• Wrap Text
• Save a File
• Close Excel
 Set the Enter Key Direction

• In Microsoft Excel, you can specify the

direction the cursor moves when you press
the Enter key. In the exercises that follow, the
cursor must move down one cell when you
press Enter. You can use the Direction box in
the Excel Options pane to set the cursor to
move up, down, left, right, or not at all.
Perform the steps that follow to set the cursor
to move down when you press the Enter key.
Set the Enter Key Direction Contd.

1. Click the Microsoft Office button. A menu appears.

2. Click Excel Options in the lower-right corner. The Excel
Options pane appears.
 Set the Enter Key Direction Contd.

3. Click Advanced.
4. If the check box next to After Pressing Enter Move
Selection is not checked, click the box to check it.
5. If Down does not appear in the Direction box, click the
down arrow next to the Direction box and then click Down.
6. Click OK. Excel sets the Enter direction to down.
 Perform Mathematical Calculations
• In Microsoft Excel, you can enter numbers and
mathematical formulas into cells. Whether you
enter a number or a formula, you can reference
the cell when you perform mathematical
calculations such as addition, subtraction,
multiplication, or division. When entering a
mathematical formula, precede the formula
with an equal sign. Use the following to indicate
the type of calculation you wish to perform:

• + Addition, - Subtraction, * Multiplication, /

Division, and ^ Exponential
 Addition
1. Type Add in cell A1.
2. Press Enter. Excel moves down one cell.
3. Type 1 in cell A2.
4. Press Enter. Excel moves down one cell.
5. Type 1 in cell A3.
6. Press Enter. Excel moves down one cell.
7. Type =A2+A3 in cell A4.
8. Click the check mark on the Formula bar. Excel
adds cell A1 to cell A2 and displays the result in
cell A4. The formula displays on the Formula bar.
Addition Contd.
Subtraction
 Subtraction Contd.
1. Press F5. The Go To dialog box appears.
2. Type B1 in the Reference field.
3. Press Enter. Excel moves to cell B1.
4. Type Subtract.
5. Press Enter. Excel moves down one cell.
6. Type 6 in cell B2.
7. Press Enter. Excel moves down one cell.
8. Type 3 in cell B3.
9. Press Enter. Excel moves down one cell.
10. Type =B2-B3 in cell B4.
11. Click the check mark on the Formula bar. Excel subtracts
cell B3 from cell B2 and the result displays in cell B4. The
formula displays on the Formula bar.
 Multiplication
1. Hold down the Ctrl key while you press "g" (Ctrl+g). The
Go To dialog box appears.
2. Type C1 in the Reference field.
3. Press Enter. Excel moves to cell C1
4. Type Multiply.
5. Press Enter. Excel moves down one cell.
6. Type 2 in cell C2.
7. Press Enter. Excel moves down one cell.
8. Type 3 in cell C3.
9. Press Enter. Excel moves down one cell.
10. Type =C2*C3 in cell C4.
11. Click the check mark on the Formula bar. Excel
multiplies C1 by cell C2 and displays the result in cell
C3. The formula displays on the Formula bar.
 Division
1. Press F5.
2. Type D1 in the Reference field.
3. Press Enter. Excel moves to cell D1.
4. Type Divide.
5. Press Enter. Excel moves down one cell.
6. Type 6 in cell D2.
7. Press Enter. Excel moves down one cell.
8. Type 3 in cell D3.
9. Press Enter. Excel moves down one cell.
10.Type =D2/D3 in cell D4.
11.Click the check mark on the Formula bar. Excel
divides cell D2 by cell D3 and displays the result in
cell D4. The formula displays on the Formula bar.
 AutoSum
• The following illustrates AutoSum:
 Perform Automatic Calculations

• By default, Microsoft Excel recalculates the

worksheet as you change cell entries. This
makes it easy for you to correct mistakes and
analyze a variety of scenarios.
 Align Cell Entries

• When you type text into a cell, by default your

entry aligns with the left side of the cell.
When you type numbers into a cell, by default
your entry aligns with the right side of the cell.
You can change the cell alignment. You can
center, left-align, or right-align any cell entry.
Copy, Cut, Paste, and Cell Addressing
• In Excel, you can copy data from one area of a
worksheet and place the data you copied
anywhere in the same or another worksheet.

• You can use Excel's Cut feature to remove

information from a worksheet. Then you can
use the Paste feature to place the information
you cut anywhere in the same or another
worksheet.
 Copy, Cut, Paste, and Cell Addressing Contd.
• Microsoft Excel records cell addresses in formulas
in three different ways, called absolute, relative,
and mixed. The way a formula is recorded is
important when you copy it. With relative cell
addressing, when you copy a formula from one
area of the worksheet to another, Excel records the
position of the cell relative to the cell that originally
contained the formula. With absolute cell
addressing, when you copy a formula from one
area of the worksheet to another, Excel references
the same cells, no matter where you copy the
formula. You can use mixed cell addressing to keep
the row constant while the column changes, or vice
versa
 Copy, Cut, Paste, and Cell Addressing Contd.

• Copy with the Ribbon

• Copy with the Mini Toolbar
• Absolute Cell Addressing
• Copy and Paste with Keyboard Shortcuts
 Insert and Delete Columns and Rows
• You can insert and delete columns and rows.
When you delete a column, you delete
everything in the column from the top of the
worksheet to the bottom of the worksheet.
When you delete a row, you delete the entire
row from left to right. Inserting a column or row
inserts a completely new column or row
respectively
 Create Borders
• You can use borders to make entries in your Excel
worksheet stand out. You can choose from
several types of borders. When you press the
down arrow next to the Border button ,a
menu appears. By making the proper selection
from the menu, you can place a border on the
top, bottom, left, or right side of the selected
cells; on all sides; or around the outside border.
You can have a thick outside border or a border
with a single-line top and a double-line bottom.
 Merge and Center
• Sometimes, particularly when you give a title to a
section of your worksheet, you will want to center a
piece of text over several columns or rows. The
following example shows you how.

1.Go to cell B2.

2.Type Sample Worksheet.
3.Click the check mark on the Formula bar.
4.Select cells B2 to E2.
5.Choose the Home tab.
6.Click the Merge and Center button in the Alignment
group. Excel merges cells B2, C2, D2, and E2 and then
centers the content.
 unmerge cells
• To unmerge cells,
1. Select the cell you want to unmerge.
2. Choose the Home tab.
3. Click the down arrow next to the Merge and
Center button, a menu appears
4. Click Unmerge Cells. Excel unmerges the cells
 Other Essentials
• Add Background Color
• Change the Font, Font Size, and Font Color
• Move to a New Worksheet
• Bold, Italicize, and Underline
• Working with Long Text
• Change a Column's Width
• Change a Column Width by Dragging
• Format Numbers
Creating Excel Functions, Filling Cells,
and Printing
• By using functions, you can quickly and easily
make many useful calculations, such as finding
an average, the highest number, the lowest
number, and a count of the number of items
in a list. Microsoft Excel has many functions
that you can use.
 Using Reference Operators
• To use functions, you need to understand
reference operators. Reference operators refer
to a cell or a group of cells. There are two types
of reference operators: range and union.

• A range reference refers to all the cells between

and including the reference. A range reference
consists of two cell addresses separated by a
colon. The reference A1:A3 includes cells A1, A2,
and A3. The reference A1:C3 includes cells A1,
A2, A3, B1, B2, B3, C1, C2, and C3.
 Using Reference Operators Contd.
• A union reference includes two or more
references. A union reference consists of two
or more numbers, range references, or cell
addresses separated by a comma. The
reference A7,B8:B10,C9,10 refers to cells A7,
B8 to B10, C9 and the number 10.
 Understanding Functions
• Functions are prewritten formulas. Functions
differ from regular formulas in that you supply the
value but not the operators, such as +, -, *, or /.
For example, you can use the SUM function to
add. When using a function, remember the
following:
Use an equal sign to begin a formula.
Specify the function name.
Enclose arguments within parentheses. Arguments are
values on which you want to perform the calculation.
For example, arguments specify the numbers or cells
you want to add.
Use a comma to separate arguments.
 Functions
• The SUM function adds argument values.
 Functions Contd.

Alternate Method: Enter a Function with the Ribbon

Functions Contd.
 Calculate an Average
• You can use the AVERAGE function to calculate
the average of a series of numbers.
• Move to cell A6.
• Type Average. Press the right arrow key to
move to cell B6.
• Type =AVERAGE(B1:B3).
• Press Enter. The average of cells B1 to B3,
which is 21, appears.
 Calculate an Average Contd.
• Calculate an Average with the AutoSum Button
In Microsoft Excel, you can use the AutoSum button
to calculate an average
 Lowest, Highest and Count
• Find the Lowest Number
You can use the MIN function to find the lowest
number in a series of numbers.
• Find the Highest Number
You can use the MAX function to find the highest
number in a series of numbers.
• Count the Numbers in a Series of Numbers
You can use the count function to count the
number of numbers in a series.
 Fill Cells Automatically
• You can use Microsoft Excel to fill cells
automatically with a series. For example, you can
have Excel automatically fill your worksheet with
days of the week, months of the year, years, or
other types of series.
• The following demonstrates filling the days of the
week:
 Fill Cells Automatically Contd.

1. Click the Sheet2 tab. Excel moves to Sheet2.

2. Move to cell A1.
3. Type Sun.
4. Move to cell B1.
5. Type Sunday.
6. Select cells A1 to B1.
7. Choose the Home tab.
 Fill Cells Automatically Contd.
8. Click the Bold button Excel bolds cells A1 to B1.
9. Find the small black square in the lower-right corner of the selected
area. The small black square is called the fill handle.
10. Grab the fill handle and drag with your mouse to fill cells A1 to B14.
Note how the days of the week fill the cells in a series. Also, note that
the Auto Fill Options button appears.
 Adjust Column Width
• Some of the entries in a column are too long to fit in the
column. You can quickly adjust the column width to fit
the longest entry.
 Move your mouse pointer over the line that separates
example column B and C. The Width Indicator appears.

 Double-click. The Column adjusts to fit the longest entry.

 Create Headers and Footers
• You can use the Header & Footer button on the
Insert tab to create headers and footers. A
header is text that appears at the top of every
page of your printed worksheet. A footer is text
that appears at the bottom of every page of your
printed worksheet. When you click the Header &
Footer button, the Design context tab appears
and Excel changes to Page Layout view. A context
tab is a tab that only appears when you need it.
Page Layout view structures your worksheet so
that you can easily change the format of your
document. You usually work in Normal view.
 Create Headers and Footers Contd.
• You can type in your header or footer or you
can use predefined headers and footers. To
find predefined headers and footers, click the
Header or Footer button or use the Header &
Footer Elements group's buttons. When you
choose a header or footer by clicking the
Header or Footer button, Excel centers your
choice.
 Set Print Options & Print
• There are many print options. You set print options on the
Page Layout tab. Among other things, you can set your
margins, set your page orientation, and select your paper
size.
• Margins define the amount of white space that appears
on the top, bottom, left, and right edges of your
document. The Margin option on the Page Layout tab
provides several standard margin sizes from which you
can choose.
• There are two page orientations: portrait and landscape.
Paper, such as paper sized 8 1/2 by 11, is longer on one
edge than it is on the other. If you print in Portrait, the
shortest edge of the paper becomes the top of the page.
Portrait is the default option. If you print in Landscape,
the longest edge of the paper becomes the top of the
page.
 Creating Charts
• In Microsoft Excel, you can represent numbers
in a chart. On the Insert tab, you can choose
from a variety of chart types, including column,
line, pie, bar, area, and scatter. The basic
procedure for creating a chart is the same no
matter what type of chart you choose. As you
change your data, your chart will automatically
update
Creating Charts Contd.
 Creating Charts Contd.

• Creating a Column Chart

 Apply a Chart Layout
• Context tabs are tabs that only appear when you
need them. Called Chart Tools, there are three chart
context tabs: Design, Layout, and Format. The tabs
become available when you create a new chart or
when you click on a chart. You can use these tabs to
customize your chart.
• You can determine what your chart displays by
choosing a layout. For example, the layout you
choose determines whether your chart displays a
title, where the title displays, whether your chart
has a legend, where the legend displays, whether
the chart has axis labels and so on. Excel provides
several layouts from which you can choose.
• Thank you for Listening!