Excel Lesson 1

Microsoft Excel Basics

Microsoft Office
Introductory

1
 Objectives of the Lesson
● Define the terms spreadsheet and worksheet.
● Identify the parts of a worksheet.
● Start Excel, open an existing workbook, and
save a workbook.
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● Move the active cell in a worksheet.

● Select cells and enter data in a worksheet.
● Edit and replace data in cells.
● Zoom, preview, and print a worksheet.
● Close a workbook and exit Excel.
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 Vocabulary

● active cell ● Formula Bar ● range

● active worksheet ● landscape ● range
● adjacent range orientation reference
● Microsoft Excel ● row
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● cell
● cell reference ● Name Box ● sheet tab
● column ● nonadjacent ● spreadsheet
● formula range ● workbook
● portrait ● worksheet
orientation

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 History

● Microsoft originally marketed a spreadsheet

program called Multiplan in 1982. Multiplan
became very popular on CP/M systems, but
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on MS-DOS systems it lost popularity to

Lotus 1-2-3. Microsoft released the first
version of Excel for the Macintosh on
September 30, 1985, and the first Windows
version was 2.05 (to synchronize with the
Macintosh version 2.2) in November 1987.
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 History
● Lotus was slow to bring 1-2-3 to Windows and
by 1988 Excel had started to outsell 1-2-3 and
helped Microsoft achieve the position of
leading PC software developer. This
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accomplishment, dethroning the king of the

software world, solidified Microsoft as a valid
competitor and showed its future of developing
Graphical User Interface (GUI) software.
Microsoft pushed its advantage with regular
5 new releases,
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Microsoftor so.2010 Introductory
Office
 Introduction to Spreadsheets

● Spreadsheet is an interactive computer

application program for organization and
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analysis of data in tabular form. In addition to

the fundamental operations of arithmetic and
mathematical functions, modern spreadsheets
provide built-in function for common financial
and statistical operations.

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 Introduction to Spreadsheets

● VisiCalc was the first electronic spreadsheet

on a microcomputer, and it helped turn the
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Apple II computer into a popular and widely

used system.
● Lotus 1-2-3 was the leading spreadsheet
when DOS was the dominant operating
system.

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 Introduction to Spreadsheets

● Microsoft Excel is the spreadsheet program in

Microsoft Office.
● Spreadsheet is a program that can be used
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primarily for doing calculations. The operation

may be simple arithmetic. Spreadsheets
developed as computerized simulations of
paper accounting worksheets (manual process
in the days of paper ledgers).
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 Introduction to Spreadsheets

● A spreadsheet is a grid of rows and

columns in which you enter text, numbers,
and the results of calculations.
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● MS EXCEL is an electronic spreadsheet

used to manipulate numerical data with
formulas and built-in functions.

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 Introduction to Spreadsheets

● In Excel, a computerized spreadsheet is called

a WORKSHEET.
● Worksheet is the individual sheets within a
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workbook.

● The file used to store worksheets is called a

WORKBOOK.
● Workbook is a file that can contain multiple
worksheets.
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 Document Window / Workbook
Window / Worksheet Window

It contains
the sheet for
creating and
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editing docs.

Campbell CLB: MS Office 2007 Companion

 In MS Excel, a computerized spreadsheet is called a
WORKSHEET

It is the individual
sheets within a
workbook.

It consists of a
series of columns
identified by lettered
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column headings
and rows identified
by numbered row
headings.
Campbell CLB: MS Office 2007 Companion
 Starting Excel

● You start Excel from the Start menu in

Windows. Click the Start button, click All
Programs, click Microsoft Office, and then
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click Microsoft Excel.

● The Excel program window has the same

basic parts as all Office programs: the title
bar, the Quick Access Toolbar, the Ribbon,
Backstage view, and the status bar.
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 Parts of Excel Workbook
Program Window
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 Exploring the
Parts of the MS Excel Window

● Quick Access Toolbar provides access to

most common Excel commands including
Save, Undo, Repeat and Copy.
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● Title Bar shows the open program and the

name of the open file.

● Window Control Button it minimizes,

maximizes, restores and closes the window.
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 Exploring the
Parts of the MS Excel Window

● File Tab provides access to the menu in

Office 2010/2013. This button shows
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menus such as: Save, Save As, Open,

Close, Info, Recent, New, Print, Save and
Send, Help, Options, Exit.

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 Exploring the
Parts of the MS Excel Window

● Ribbon contains commands organized in three

\
components:
1. Tabs – provide access to many tools and
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contain related groups

2. Groups – organize related commands.
Group name appears below the group ribbon
3. Commands or Function Icons – appear within
each group.
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 Exploring the
Parts of the Workbook

● The Cell is the rectangular area where a

column and row intersect. Each cell is
identified by a cell reference which is its
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column and row location. Ex. B2

● A cell that is selected or the cell which you
can type data is called the Active Cell.
● The Name Box, or cell reference area,
displays or shows the cell reference of the
active&cell.
18 Pasewark This is also Microsoft
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Office a cell.
2010 Introductory
 Exploring the
Parts of the Workbook

● The Formula Bar is the area where you can

enter or edit text or formula. It also displays
a formula when a worksheet cell contains a
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calculated value.
A Formula is an equation that calculates a
new value from values currently in a
worksheet.

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 Exploring the
Parts of the MS Excel Window

● Quick Access Toolbar provides access to

most common Excel commands including
Save, Undo, Repeat and Copy.
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● Title Bar shows the open program and the

name of the open file.

● Window Control Button it minimizes,

maximizes, restores and closes the window.
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 Exploring the
Parts of the Workbook

● Each workbook contains three worksheets by

default. The worksheet displayed in the work
area is the active worksheet.
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● Columns appear vertically and are identified by

letters. Columns consists of alphabetic labels,
A – XFD (16,384 cols.).
● Rows appear horizontally and are identified by
numbers. Rows consist of numeric labels,
1 – 1,048,576 rows.
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 Excel Mouse Pointer Shapes
● I – Beam Indicates the cursor position when
editing a cell entry. Activated only when
positioned inside the cell or formula bar which is
now ready for typing or entering the data/
formula.
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● Mouse An arrow shape that appear when

Pointer the mouse is positioned at the top of
the worksheet, i.e., Office Button, Quick Access
Toolbar, and Ribbon, or select an commands.

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 Excel Mouse Pointer Shapes
● Thick plus Used in selecting range of cells
by shape clicking and dragging the mouse over
the cells. Appears when the mouse is
anywhere over the worksheet grid.
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● Thin plus Copying formulas or for creating a

shape or series of numbers, months, days,
Fill/Copy dates, times, and series.
Hover the mouse pointer over the small
square in the lower right corner of the cell pointer
to get it.  
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 Excel Mouse Pointer Shapes

● Mouse Pointer Moving contents of a cell or

w/ Compass range of cells. Hover the
Shape Incorporated with over the black edge
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of a cell or selected cell.

● Double Sided Used to resize the window/

Arrow object. Appears when positioned
on the window’s border or selected object.
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 Excel Mouse Pointer Shapes

● Cross Bar Making columns or rows wider

or narrower. Appears when posi-
tioned between row heading and
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column heading.
● Small Black Selecting an entire column or
Arrow row. Single click to select the
column or row. Appears when the
mouse is over a column or row
heading.
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 Excel Mouse Pointer Shapes

● Split Screen Used to split the worksheet

Arrow area into a divided section.
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Appears when positioned

over the split bar directly above
the vertical scroll arrow.

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 Opening an Existing Workbook

● Opening a workbook means loading an

existing workbook file from a drive into the
program window.
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● To open an existing workbook, you click the

File tab on the Ribbon to display Backstage
view, and then click Open in the navigation bar.
The Open dialog box appears.
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 Opening an Existing Workbook
● Workbook open in Excel
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 Saving a Workbook

● The Save command saves an existing

workbook, using its current name and save
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location.

● The Save As command lets you save a

workbook with a new name or to a new
location.

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 Moving the Active Cell in a
Worksheet
● The easiest way to change the active cell in a
worksheet is to move the pointer to the cell
you want to make active and click.
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● You can display different parts of the

worksheet by using the mouse to drag the
scroll box in the scroll bar to another position.
● You can also move the active cell to different
parts of the worksheet using the keyboard or
the Go To command.
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 Moving the Active Cell in a
Worksheet
● Keys for moving the active cell in a worksheet
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 Selecting a Group of Cells

● A group of selected cells is called a range. The

range is identified by its range reference, for
example, A3:C5.
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● In an adjacent range, all cells touch each other

and form a rectangle.
– To select an adjacent range, click the cell in a
corner of the range, drag the pointer to the cell in the
opposite corner of the range, and release the mouse
button.
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 Selecting a Group of Cells

● A nonadjacent range includes two or more

adjacent ranges and selected cells.
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– To select a nonadjacent range, select the first

adjacent range or cell, press the Ctrl key as you
select the other cells or ranges you want to include,
and then release the Ctrl key and the mouse button.

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 Entering Data in a Cell

● Worksheet cells can contain text, numbers, or

formulas.
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– Text is any combination of letters and numbers and

symbols.
– Numbers are values, dates, or times.
– Formulas are equations that calculate a value.

● You enter data in the active cell.

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 Changing Data in a Cell
● You can edit, replace, or clear data.

● You can edit cell data in the Formula Bar or in the

cell. The contents of the active cell always appear
in the Formula Bar.
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● To replace cell data, select the cell, type new

data, and press the Enter button on the Formula
Bar or the Enter key or the Tab key.

● To clear the active cell, you can use the Ribbon,

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& Pasewark
 Searching for Data

● The Find command locates data in a

worksheet, which is particularly helpful when a
worksheet contains a large amount of data. You
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can use the Find command to locate words or

parts of words.

● The Replace command is an extension of the

Find command. Replacing data substitutes new
data for the data that the Find command
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 Searching for Data
● Find and Replace options
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 Zooming a Worksheet

● You can change the magnification of a

worksheet using the Zoom controls on the
status bar.
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● The default magnification for a workbook is

100%.

● For a closer view of a worksheet, click the

Zoom In button or drag the Zoom slider to the
right to increase the zoom percentage.
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 Zooming a Worksheet
● Zoom dialog box and controls
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 Previewing and Printing a
Worksheet

● You can print a worksheet by clicking the File

tab on the Ribbon, and then clicking Print in
the navigation bar to display the Print tab.
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● The Print tab enables you to choose print

settings.

● The Print tab also allows you to preview your

pages before printing.
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 Closing a Workbook and Exiting
Excel

● You can close a workbook by clicking the

File tab on the Ribbon, and then clicking
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Close in the navigation bar. Excel remains

open.

● To exit the workbook, click the Exit command

in the navigation bar.
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