Introduction to

Microsoft Excel
Presented by: Kinley Wangchuk
 Introduction
• Microsoft Excel is a powerful spreadsheet application allows you to
store, analyze and calculate data.
• Also allows to represent data in various forms, such as tables, charts,
etc.
• Helps in complex calculation with ease with the use of formulas and
functions.
1.1 Microsoft Excel
• It helps you to do creating budgets, project planning and analyzing
survey reports.
• It also helps you to elaborate charts that summarize chunks of data in
understandable format.
1.2 Workbooks and Worksheets
• Worksheet is a single sheet containing data.
• Workbook is a collection of worksheets.
• Its like book as a workbook containing pages as a worksheet.
1.3 User Interface
• Contains various components as:
1.4 Cell Formatting
• It is a process by which you make changes in the appearance of the data in the cells of
a worksheet according to your requirements.
• Allows you to differentiate the content of one cell from another.
For example:
• Currency format: Display monetary values with a currency symbol
(e.g., $).
• Percentage format: Show percentages with the appropriate
symbol (e.g., 25%).
• Date format: Represent dates in a standardized format (e.g.,
MM/DD/YYYY).
• Scientific notation: Display large or small numbers using scientific
notation (e.g., 1.23E+06).
1.5 Data Formatting
• Data formatting in Excel refers to the process of modifying
or manipulating data in spreadsheets to improve its
appearance and organization. By applying formatting, you can
make your data more readable and visually appealing.
For Example:
• Font styles: Bold, italicize, or underline text.
• Text alignment: Align text horizontally (left, center, or right)
and vertically (top, middle, or bottom).
• Cell borders: Add borders around cells or cell ranges.
• Cell colors: Apply background colors to cells.
• Font colors: Change the color of text within cells.
1.6 Data Types in Excel
• Data in a worksheet can be classified in three categories:
1. Numeric Data: represents a quantity
2. Textual Data: Represents labels used to describe values, column
headings, and any descriptive content.
3. Date and Time data: represents a data related to the date, time,
or a combination of both.
For Example: In Microsoft you can enter date and time data in
various formats, such as 3/14/16, 14-May-2016, 1:30PM.
1.7 Changing Cell Color
1.Highlight the cell range for which you need to change
the background color or fill color.
2.Click the Fill Color drop-down menu to choose the color
you want.
3.You can click the More Colors button if you don’t find
the shade you’ve been looking for.
4.Select a color from the Standard or Custom color
wheel.
5.Click OK to apply the color to the selected range.
1.7 Text Alignment
1.8 Merging Cell and Splitting Cell
• MS Excel enables you to merge two or more cells. When you
merge cells, you don’t combine the contents of the cells. Rather,
you combine a group of cells into a single cell that occupies the
same space.
• To merge cells, select the cells that you want to merge and then
click the Merge & Center button.
1.9 Applying Borders
• MS Excel enables you to apply borders to the cells. For applying
border, select the range of cells Right Click » Format cells »
Border Tab » Select the Border Style.
1.10 Rows and columns
• Microsoft excel tends to have 1,048,576 rows and 16,384 columns.
• It also does provides unique address to locate the cell address and
preforms various operations. You can also:
1. Insert rows and columns in your worksheets
2. Delete a rows and columns from the worksheets.
1.11 Inserting Rows and
columns
• MS excel allows you to insert rows and columns in a worksheet to add
more information.
• When inserted new rows from selected cell, new cell is inserted
above the selected cell.
• When inserted new columns from selected cell, current cell is shifted
to right side.
• But if the last cell does not contain any data the cell is being removed.
• The number tends to remain same.
1.12 Deleting Rows and columns
• MS excel provides you to delete rows and columns at a time.
• When delete a row from selected cell, cell below will move up.
• When delete a column from selected cell, cell is at the right side will
move to left.
1.13 Cell Referencing
• Refers to a cell or a cell range of cells on a worksheet that states
Microsoft Excel where you display the values or data that you used in
a formula, function, chart, and Microsoft command.
• Following are the types of cell referencing:
1. Relative Cell referencing
2. Absolute Cell referencing
3. Mixed cell referencing
1.13.1 Relative Cell Referencing
• Referencing of cell is based on relative position of cell that contains
the formula.
1,13.2 Absolute Cell Referencing
• An absolute cell reference determines the location of
cell or cell range. In absolute cell referencing, the
address of cell consists of a column letter and a row
number enclosed by dollar signs $.
• An absolute cell reference is used when you want the
cell reference to remail fixed on a specific cell.
1.13.3 Mixed Cell Referencing
• As the name suggests, mixed cell referencing uses both absolute and
relative cell referencing.
1.14.1 Paste Special - Transpose
• In Excel, when you copy a cell or a range of cells, you
are copying everything within those cells to your
computer's "clipboard" or a short-term storage area,
where all information, values, formatting, comments,
everything is held.
1.14.2 Paste Special – Values
Paste values will only bring over what is actually
displayed in each cell. Only the formula's final calculated
value will be pasted.
Questions
• 1. What is a workbook in Microsoft Excel?
• 2. Explain the significance of basic cell formatting in Excel.
• 3. Differentiate between absolute, relative, and mixed cell
referencing.