Chapter 4 (II)

Microsoft Excel

DSE 1033
LECTURE OBJECTIVES

 After completing this lecture , student will be able to :

• Use spreadsheet for data entry into cells, formatting data, editing cells,
data manipulation using formulae and creating charts.

• Use other spreadsheet features to improve overall office productivity.

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 WHAT IS SPREADSHEET
SOFTWARE?
• List of data arranged in columns and rows
• Easy to organize numbers in a table format
 Visually shows the relationship between the numbers

• Used to:
 Maintain records
 Explore the effect of changes
 Monitor expenses
 Budget
 Maintain records of transactions

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 KEYS TO CREATING
SPREADSHEETS
 Being a mathematician is not  Work upfront to create the
necessary spreadsheet
• Organize the numbers • Planning
• Understand the dependencies • Pays off with automatic
between numbers calculations

 Should be set up to answer  Use to calculate

questions  Use for “what-if’s”

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 CREATE AND MANAGE A
WORKBOOK
• Made up of one or more worksheets
• Electronic grid of columns and rows
• One page of a workbook
• Saving an Excel file actually saves a Workbook
• Customize worksheet by formatting
• Similar to Word
• Print workbooks or worksheets

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WORKBOOK ELEMENTS
• Grid of columns and rows
• Worksheet area

• Gray area at top (identified by

letters)
• Column headings

• Gray area to left (identified by

numbers)
• Row headings

• Intersection of column and row

• Cell

• Identified by cell reference or cell

address
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 THE RIBBON

• Found along the top of the Excel window

• Replaces former Menu bar
• Provides a series of tabs
• Each tab divided into groups and commands
• Active tab highlighted

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TITLE BAR AND QUICK
ACCESS TOOLBAR
• Title Bar
• Shown at top of window
• Long shaded bar
• Name of document
• Name of Office program (Excel)

• Quick Access Toolbar

• Left side of Title bar
• Frequently used commands
• Save, Undo, Repeat
• Easily customized by clicking arrow on right side

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STATUS BAR AND VIEWS
 Status bar
 Bottom of document
 Provides information about progress of commands

 Views
 Right side of Status bar
 Normal view – default view, shows worksheet grid
 Print Layout view – shows margin areas

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NAME BOX AND FORMULA
BAR
 Name Box
• Below the Ribbon
• Displays position of active cell
 Formula Bar
• Next to Name Box
• Displays content of active cell

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 NAVIGATING IN A
WORKSHEET
Action Mouse Command Keyboard Command
Move to a cell Click the cell Use the arrow keys
(directional keys on the right
side of the keyboard)
Move to cell A1 Click the cell Press Ctrl+Home

Move up one screen Click in the vertical scroll bar Press PgUp
above the scroll box
Move down one screen Click in the vertical scroll bar Press PgDn
below the scroll box

Move to a specific cell, even Press F5. Enter the cell

out of viewing space reference and click Enter

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SAVING A WORKBOOK
• Saving a workbook saves all worksheets
• Click File
• Click Save or Save As
• Save replaces existing file
• Save As allows a filename or location change
• First time a workbook is saved
• There is no difference between Save and Save As

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CORRECTING MISTAKES
• Data entry mistake before pressing Enter key
• Backspace and retype

• Repairing data after data entry

• Click cell, retype entire entry
• Click cell, click Formula Bar, make changes, press Enter
• Click cell, press F2, make changes, press Enter
• Double-click cell, make changes, press Enter

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CLEARING CONTENTS
• Click cell, press Delete
• Right-click cell, click Delete, click OK
• Click the Clear arrow in Editing on Home tab
 Select from list of options

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PRINTING
• Use Print Preview first to see printed document
• Click the Office button
• Point to Print
• Click Print Preview

• Use Page Setup before Printing

• Page Tab – set orientation – Portrait or Landscape
• Scaling - Adjust to or Fit to options
• Margin Tab – change right, left, top bottoms margins
• Headers and footers
• Sheet Tab – gridlines, row and column heading

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SELECTING RANGES,
COLUMNS, AND ROWS
• Range is a group of one or more cells
• Select before you change rule
• Selecting a range
• Click and drag over the cells
• Release mouse and cell will be shaded
• Multiple cells appear in a box with a border

• To select a column
• Click on the column heading

• To select a row
• Click on the row heading

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 INSERTING COLUMNS AND
ROWS
To Action
Insert a 1. Click the column heading (or click
column and drag multiple column headings)
2. Right-click in the shaded area
3. Click Insert

Insert a row 1. Click the row heading (or click and

drag multiple row headings)
2. Right-click in the shaded area
3. Click Insert

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 DELETING COLUMNS
AND ROWS
To Do this
Delete a column 1. Click the column heading (or click and
drag multiple column headings)
2. Right-click in the shaded area
3. Click Delete
Delete a row 1. Click the row heading (or click and
drag multiple row headings)
2. Right-click in the shaded area
3. Click Delete

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CUTTING, COPYING, AND
PASTING CELL CONTENTS
• Moving data is cutting
• Duplicating data is copying
• Both actions place the data on the clipboard
 Temporary holding location
 Holds 24 different items
• Paste places the data in its new location
 Leaves a copy on the clipboard

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FORMULA
• Group of instructions for performing a calculation
• Begins with an = sign
• Arithmetic operations same as Algebra
• Order of precedence the same as Algebra
• Variables in Algebra become cell addresses
• Functions are predefined complex calculations
• Have an unique name
• Have parameters enclosed in parentheses
• =AVERAGE(A1:A30)

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ABSOLUTE AND RELATIVE
CELL REFERENCES
• Cell reference of copied formula changes based on the new location
• Relative cell referencing
• A1

• Cell reference of copied formula does not change

• Absolute cell reference
• User must enter $ sign in front of cell reference
• $A$1

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FORMATTING
• Changes the appearance
• Not the values

• Column Width
• Change if numbers spill over into the next cell
• Or ######### appear instead of the number
• Place mouse pointer on dividing line between columns in shaded area at top
of worksheet
• Drag dividing line to increase or decrease

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FORMATTING (CONTINUED)
 Aligning data
 Number automatically aligned to left
 User can center or left align numbers
 Select column to align
 Click Home tab, click Alignment
 Select type of alignment

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FORMATTING (CONTINUED)
 Formatting numbers
 Apply numeric formatting to add $ , % or extra zeros
 Select column or range of cells
 Click Home tab then click Number group
 Select formatting

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 MAKING THE
WORKSHEET GREAT
• Formatting
• Bold, italics, font type and size, alignment, borders, shading
• Numbers
• Currency
• Commas
• Dates
• Number of places after the decimal

• Spell check
• Don’t forget!

• Grammar check
• AutoCorrect
• Automatically corrects many misspellings

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 DON’T FORGET
 Spreadsheet software simplifies the task of organizing numeric data
on an electronic grid of columns and rows
 A workbook includes one or more worksheets
 Microsoft Excel is a spreadsheet program included in Microsoft
Office suite
 You can type data in a worksheet as text, numbers, or formulas

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 DON’T FORGET
 Before making any changes to worksheet data, first select the cells to
be affected
 A range is a group of one or more cells
 You can select ranges, columns, and rows
 A formula is a set of instructions that tells Excel how to perform a
calculation

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 Don’t Forget

 Functions are predefined formulas that simplify

complex operations
 Absolute cell references in a formula do not change as
the formula is copied to another location
 Relative cell references change relative to the position
from which they are copied
 Formatting is changing the worksheet by using
alignment, formatting numbers, or changing the
appearance of worksheet data

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QUESTIONS?

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