PRODUCTIVITY TOOLS

Electronic Spreadsheet – MS Excel 2010

Free Wi-Fi Internet Access in Public Places Project
Capacity Building Component
OBJECTIVES
At the end of this course, the participants would be able to:
 Work with spreadsheets and save them in different file formats.
 Enter data into cells.
 Select, sort and copy, move and delete data.
 Edit rows and columns in a worksheet.
 Copy, move, delete, and appropriately rename worksheets. 
 Create mathematical and logical formulas using standard
spreadsheet functions
 Check and correct spreadsheet content before finally printing
spreadsheets.
MICROSOFT EXCEL
GETTING STARTED WITH MS EXCEL
How to open MS Excel 2010?
 You can open Microsoft Excel by
clicking on the desktop icon…
 …or by clicking the START
button, point to Microsoft
Office, then click Microsoft
Office Excel 2010.
MS EXCEL INTERFACE
WORKSHEETS
 Microsoft Excel consists of worksheets.
 Each worksheet contains columns and rows. The
columns are lettered A to Z and then continuing
with AA, AB, AC and so on; the rows are numbered
1 to 1,048,576.
 The number of columns and rows you can have in a
worksheet is limited by your computer memory and
your system resources.
WORKSHEETS
 The combination of a column coordinate and a row
coordinate make up a cell address.
 For example, the cell located in the upper-left
corner of the worksheet is cell A1, meaning column
A, row 1. Cell E10 is located under column E on row
10. You enter your data into the cells on the
worksheet.
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 the
following steps:
 Choose the View tab.
 Click Formula Bar in the Show/Hide group. The Formula bar
appears.
NAME BOX
You can also use the Name box
to go to a specific cell. Just type
the cell you want to go to in the
Name box and then press Enter.
1. Type B10 in the Name box.
2. Press Enter. Excel moves to
cell B10.
SPREADSHEET
A spreadsheet is a table used to store various types
of data. The data is arranged in rows and columns to
make it easier to store, organize, and analyze the
information.
 Data is information that is stored in any spreadsheet
program such as Excel.
THE RIBBON
THE RIBBON
How to minimize and maximize the Ribbon?
THE QUICK ACCESS TOOLBAR
THE QUICK ACCESS TOOLBAR
How to add commands to the Quick Access Toolbar?
THE BACKSTAGE VIEW
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 BACKSTAGE VIEW
How to go to Backstage view?
CREATING AND OPENING WORKBOOK
How to create a new, blank workbook?
CREATING AND OPENING WORKBOOK
How to create a new, blank workbook?
CREATING AND OPENING WORKBOOK
How to open an existing workbook?
CREATING AND OPENING WORKBOOK
How to open an existing workbook?
CREATING AND OPENING WORKBOOK
How to open an existing workbook?
CREATING AND OPENING WORKBOOK
How to open an existing workbook?
MOVING AROUND THE WORKSHEET
KEY PRESS ACTION
The Down Press the down arrow key several times. Note that the cursor
Arrow Key moves downward one cell at a time.
The Up Press the up arrow key several times. Note that the cursor
Arrow Key moves upward one cell at a time.
The Tab Key Move to cell A1.
Press the Tab key several times. Note that the cursor moves to
the right one cell at a time.
The Shift+Tab Keys Hold down the Shift key and then press Tab. Note that the cursor
moves to the left one cell at a time.
MOVING AROUND THE WORKSHEET
KEY PRESS ACTION
The Right and Left Press the right arrow key several times. Note that the cursor
Arrow Keys moves to the right.
Press the left arrow key several times. Note that the cursor
moves to the left.
Page Up
and Press the Page Down key. Note that the cursor moves down one
page.
Page Down
Press the Page Up key. Note that the cursor moves up one page.
The Ctrl-Home Key Move the cursor to column J.
Stay in column J and move the cursor to row 20.
Hold down the Ctrl key while you press the Home key. Excel moves to
cell A1.
MOVEMENT KEYS
 Home key: moves the active cell highlight to column A
without changing rows.
 Ctrl + Home keys: moves the active cell highlight to cell
A1.
 Ctrl + End keys: moves the active cell highlight to the last
cell of the spreadsheet containing data.
 Ctrl + Down Arrow keys: moves the active cell highlight to
the last row of the spreadsheet without changing
columns.
MOVEMENT KEYS
 Ctrl + Up Arrow keys: moves the active cell highlight to
the first row of the spreadsheet without changing
columns.
 Ctrl + Page Down keys: moves the active cell highlight to
the next sheet of the spreadsheet.
 Ctrl + Page Up keys: moves the active cell highlight to the
previous sheet of the spreadsheet.
THE CELL
THE CELL
THE CELL
THE CELL
THE CELL
How to select a cell?
THE CELL
How to select multiple cells?
THE CELL
THE CELL
How to insert content in a cell?
THE CELL
How to delete content within cells?
THE CELL
How to delete cells?
THE CELL
How to copy and paste cell content?
THE CELL
How to copy and paste cell content?
THE CELL
How to cut and paste cell content?
THE CELL
How to cut and paste cell content?
THE CELL
How to access more paste options?
THE CELL
How to access formatting commands by right-clicking?
THE CELL
How to drag and drop cells?
THE CELL
How to drag and drop cells?
THE CELL
How to use the fill handle to fill cells?
COLUMNS AND ROWS
COLUMNS AND ROWS
How to modify column width?
COLUMNS AND ROWS
How to modify column width?
COLUMNS AND ROWS
How to modify column width?
COLUMNS AND ROWS
How to set column width with a specific measurement?
COLUMNS AND ROWS
How to set column width with a specific measurement?
COLUMNS AND ROWS
How to modify the row height?
COLUMNS AND ROWS
How to set row height with a specific measurement?
COLUMNS AND ROWS
How to insert rows?

How to insert columns?

COLUMNS AND ROWS
How to delete rows?

How to insert columns?

WRAP TEXT AND MERGE CELLS
How to wrap text?
WRAP TEXT AND MERGE CELLS
How to merge cells using the Merge and Center Command?
WRAP TEXT AND MERGE CELLS
How to access more merge options?
FORMATTING TEXT
How to change the font?
FORMATTING TEXT
How to change the font size?
FORMATTING TEXT
How to change the font size?
FORMATTING TEXT
How to use bold, italic, and underline commands?
FORMATTING TEXT
How to add a border?
FORMATTING TEXT
How to change the font color?
FORMATTING TEXT
How to add a fill color?
FORMATTING TEXT
How to change horizontal text alignment?
FORMATTING TEXT
How to change vertical text alignment?
FORMATTING TEXT
How to format numbers and dates?
SAVING THE WORKBOOK
How to use the Save As command?
SAVING THE WORKBOOK
How to use the Save As command?
SAVING THE WORKBOOK
How to use the Save command?
SAVING THE WORKBOOK
How to save as an Excel 97-2003 workbook?
SAVING THE WORKBOOK
How to save as an Excel 97-2003 workbook?
SAVING THE WORKBOOK
How to save as an Excel 97-2003 workbook?
CREATING FORMULA
CREATING FORMULA
CREATING FORMULA
CREATING FORMULA
How to create a formula using references?
CREATING FORMULA
How to edit a formula?
ARITHMETIC OPERATORS
OPERATION EXAMPLE DESCRIPTION
Addition =10+A1 Adds 10 to the value in cell A1.
+ =B1+B2+B3 Adds the values in cells B1, B2, and B3.
Subtraction =C9-B2 Subtracts the value in cell B2 from the value in cell C9.
- =1-D2 Subtracts the value in cell D2 from 1.
Multiplication =C9*B9 Multiplies the values in cells C9 and B9.
* =E5*0.06 Multiplies the value in cell E5 by 0.06.
Division =C9/B9 Divides the values in cell C9 by the value in cell B9.
/ =D15/12 Divides the value in cell D15 by 12.

Exponentiation ^ =B5^3
=3^B5
Raises the value of cell B5 to the third power.
Raises 3 to the value in cell B5.
ORDER OF PRECEDENCE RULES
A1=50 B1=10 C1=5
FORMULA ORDER OF PRECEDENCE RULE RESULT
=A1+C1*C1 Multiplication before addition 100
=(A1+B1)*C1 Expression inside parentheses executed before expression outside 300
=A1/B1-C1 Division before subtraction 0
=A1/(B1-C1) Expression inside parentheses executed before expression outside 10
Two operators at same precedence level, leftmost operator
=A1/B1*C1 evaluated first 25
=A1/(B1*C1) Expression inside parentheses executed before expression outside 1
WORKSHEETS
WORKSHEETS
How to rename worksheets?
WORKSHEETS
How to insert new worksheets?
WORKSHEETS
How to delete worksheets?
 You can delete a worksheet from a workbook in two ways:
1. You can right-click the sheet tab of the worksheet
you want to delete, and then click Delete on the
shortcut menu.
2. You can also click the Delete button arrow in the
Cells group on the Home tab, and then click Delete
Sheet.
WORKSHEETS
How to move and copy worksheets?
 You can change the placement of the worksheets in a
workbook.
 To reposition a worksheet, you click and drag the sheet
tab to a new location relative to other worksheets in the
workbook.
 To copy a worksheet, just press the Ctrl key as you drag
and drop the sheet tab.
CHARTS
CHARTS
How to insert charts?
1. Select the data that you want to chart.
2. On the Insert tab, in the Charts group, click the chart
type that you want to use, and then click a chart
subtype.
CHARTS
How to insert charts?
3. Use the Chart Tools to add chart elements such as titles
and data labels, and to change the design, layout, or
format of your chart.
PAGE LAYOUT
 You can view a worksheet in three ways:
1. Normal view simply shows the contents of the
worksheet.
2. Page Layout view shows how the worksheet
will appear on the page or pages sent to the
printer.
3. Page Break Preview displays the location of the
different page breaks within the worksheet.
PAGE LAYOUT
 In portrait orientation, the page is taller than it is wide.
 In landscape orientation, the page is wider than it is tall.
 By default, Excel displays pages in portrait orientation.
 To change the page orientation:
1. Click the Page Layout tab on the Ribbon.
2. In the Page Setup group, click the Orientation
button, and then click Landscape.
3. The page orientation switches to landscape.
PRINTING THE WORKBOOK
 You can print the contents of your workbook by clicking the File
tab.
 The Print command provides three options:
1. You can open the Print dialog box from which you can specify
the printer settings, including which printer to use, which
worksheets to include in the printout, and the number of
copies to print.
2. You can perform a Quick Print using the print options
currently set in the Print dialog box.
3. Finally, you can preview the workbook before you send it to
the printer.
SHORTCUT KEYS
KEYBOARD ACTION
SHORTCUT
Ctrl + N Start a new blank workbook
Ctrl + O Open an existing workbook
Ctrl + W Close a workbook
Ctrl + S Save a workbook
F12 Save a workbook in a different version or format
Ctrl + P Print a workbook
SHORTCUT KEYS
KEYBOARD ACTION
SHORTCUT
Ctrl + C Copies an element
Ctrl + V Pastes or Place the copied element
Ctrl + Z Undo
Ctrl + Y Redo
F5 Display the slide in full screen
Esc Exit full screen

Note: Element may refer to a text, a table, a shape, a picture, a diagram, a chart, or the slide itself.
SHORTCUT KEYS

KEYBOARD ACTION
SHORTCUT
F1 Help
F2 Edit the active cell
F3 Paste a define name in a formula cell
F4 Repeat last command or action
F5 Display the Go To dialog box
 Thank you!

REFERENCE: https://support.office.com/