SPREADSHEET - MICROSOFT EXCEL

EXCEL LESSON 1 MICROSOFT EXCEL BASICS

Lecturer: Eddons Munthali

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Excel Lesson 1: Eddons Munthali 1
Objectives
Define the terms spreadsheet and worksheet.
Identify the parts of a worksheet.
Start Excel, open an existing workbook, and save a
workbook.
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 nonadjacent range
 active worksheet portrait orientation
 adjacent range range
 cell
range reference
 cell reference
 column
row
 formula sheet tab
 Formula Bar spreadsheet
 landscape orientation workbook
 Name Box worksheet
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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. Spreadsheet Example - lession 1.pdf
In Excel, a computerized spreadsheet is called a
worksheet.
Microsoft Excel 2010 is the spreadsheet program
in Microsoft Office 2010.
The file used to store worksheets is called a
workbook.

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Intro cont.....
Each workbook is comprised of one or more
worksheets, and each worksheet is made up of
individual cells.
Each cell contains a value, a formula, or text.
A worksheet also has an invisible draw layer, which
holds charts, images, and diagrams.
Each worksheet in a workbook is accessible by clicking
the tab at the bottom of the workbook window.
Uses of Excel/Spreadsheet Uses of Excel - lesson 1.pdf

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 Starting Excel
You start Excel from the Start menu in Windows.
Click the Start button, click All Programs, click
Microsoft Office, and then click Microsoft Excel
2010.
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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Starting Excel (continued)
 Excel program window

 ..\cap121\Excel\Ribbon Tabs - Excel Lesson 1.pdf

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Types of commands on the Ribbon
You do encounter several different styles of commands
on the Ribbon:
Simple buttons: Click the button, and it does its thing.
An example of a simple button is the Increase Font Size
button in the Font group of the Home tab. Some buttons
perform the action immediately; others display a dialog
box so that you can enter additional information.
Toggle buttons: A toggle button is clickable and also
conveys some type of information by displaying two
different colors.
An example is the Bold button in the Font group of the
Home tab - it toggles the Bold attribute for the selection.

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Ribbon Types cont....
 Simple drop-downs: If the Ribbon command has a small downward
pointing arrow, then the command is a drop-down. Click it, and
additional commands appear below it.
 An example of is The Conditional Formatting command in the Styles
group of the Home Tab.

 Split buttons: A split button control combines a one-click button with

a drop-down. If you click the button part, the command is executed. If
you click the drop-down part (a down-pointing arrowhead), you choose
from a list of related commands. You can identify a split button
command because it displays in two colors when you hover the mouse
over it.
 An example of a split button is the Merge & Center command in the
Alignment group of the Home tab Ribbon's Split Command.pdf

 Clicking the left part of this control merges and centers the selected cells.
If you click the arrow part of the control (on the right), you get a list of
commands
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Ribbon Types cont....
Check boxes: A check box control turns something
on or off.
An example is the Gridlines control in the Show/Hide
group of the View tab. When the Gridlines check box is
checked, the sheet displays gridlines. When the control
isn’t checked, the sheet gridlines don’t appear.
Spinners: Excel’s Ribbon has only one spinner
control. It’s in the Scale To Fit group of the Page
Layout tab.
Click the top part of the spinner to increase the value;
click the bottom part of the spinner to decrease the
value.
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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.
Columns appear vertically and are identified by
letters. Rows appear horizontally and are
identified by numbers.
 A cell is the intersection of a row and a column.
Each cell is identified by a unique cell reference.

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The intersection of a row and a column is a single cell.
At any given time, one cell is the active cell.

Every worksheet consists of rows (numbered 1 through

1,048,576) and columns (labeled A through XFD).

After column Z comes column AA, which is followed

by AB, AC, and so on. After column AZ comes BA, BB,
and so on. After column ZZ is AAA, AAB, and so on.

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 Opening an Existing Workbook
Opening a workbook means loading an existing
workbook file from a drive into the program
window.
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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 Exploring the Parts of the Workbook
(continued)
The cell in the worksheet in which you can type
data is called the active cell.
The Name Box, or cell reference area, displays the
cell reference of the active cell.
The Formula Bar displays a formula when a
worksheet cell contains a calculated value.
A formula is an equation that calculates a new
value from values currently in a worksheet.

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Opening an Existing Workbook (continued)
Frogs workbook open in Excel

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 Saving a Workbook
 The Save command saves an existing
workbook, using its current name and save
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.
 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
(continued)
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.
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 (continued)
A nonadjacent range includes two or more adjacent
ranges and selected cells.
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.
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.
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, the
keyboard, or the mouse.
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 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 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 locates.

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Searching for Data (continued)
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.
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 (continued)
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.
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 Close in the
navigation bar. Excel remains open.
To exit the workbook, click the Exit command in
the navigation bar.

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 Summary
In this lesson, you learned:
The primary purpose of a spreadsheet is to solve
problems involving numbers. The advantage of using a
computer spreadsheet is that you can complete complex
and repetitious calculations quickly and accurately.
A worksheet consists of columns and rows that intersect
to form cells. Each cell is identified by a cell reference,
which combines the letter of the column and the
number of the row.

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 Summary (continued)
The first time you save a workbook, the Save As dialog box
opens so you can enter a descriptive name and select a save
location. After that, you can use the Save command in
Backstage view or the Save button on the Quick Access
Toolbar to save the latest version of the workbook.
You can change the active cell in the worksheet by clicking
the cell with the pointer, pressing keys, or using the scroll
bars. The Go To dialog box lets you quickly move the active
cell anywhere in the worksheet.

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 Summary (continued)
A group of selected cells is called a range.
A range is identified by the cells in the upper-left and
lower-right corners of the range, separated by a colon.
To select an adjacent range, drag the pointer across the
rectangle of cells you want to include.
To select a nonadjacent range, select the first adjacent
range, hold down the Ctrl key, select each additional
cell or range, and then release the Ctrl key.

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 Summary (continued)
Worksheet cells can contain text, numbers, and
formulas.
After you enter data or a formula in a cell, you can
change the cell contents by editing, replacing, or
deleting it.
You can search for specific characters in a worksheet.
You can also replace data you have searched for with
specific characters.

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 Summary (continued)
The zoom controls on the status bar enable you to
enlarge or reduce the magnification of the worksheet in
the worksheet window.
Before you print a worksheet, you should check the
page preview to see how the printed pages will look.
When you finish your work session, you should save
your final changes and close the workbook.

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