LECTURE 2: EXCEL BASICS

CONTENTS (I)
 Save the Excel file
 Normal procedure
 Options of saving-set up time for automatic saving

 Worksheet
 Add the worksheet
 Delete the worksheet
 Change the name of worksheet
 Change colour of worksheet

 Excel cells
 Absolute Cell
 Merging Cell

 Naming the Cell or Range of Cell in Excel

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 CONTENTS (II)
 Data
 Set up data and time
 Set up the format of number
 Set up the format of currency

 Create Tables
 Use the format table provided by Excel to input data

 Exercise
 Create the Table 1 with provided data in Excel and save the file
 Additional Exercise

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 SAVE EXCEL FILE (I)
 It is important to recognize the correct file that is running in Excel by recognizing the extension file

name .xls or .xlsx, e.g. Peter.xlsx or Peter.xls.

 Normal procedure:
 Move the mouse cursor to the Tab called File (near Home)
 Open Fileclick Save (for the first save), or
 Open Fileclick Save As (if want to change the name of existing file
 A dialog box is opened with the areas as follows:
Number 1: Place to save the file in the computer, e.g. Local disk (C:)

Number 2:Place to save the file, continue from number 1 in specified

folder

Number 3: Assign the name of the file

Number 4: Choose extension name for the file, .xlsx or .xls or .pdf
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Number 5: If number 1 to number 4 are chosen correctly, click Save
 SAVE EXCEL FILE (II)
 Options of saving-set up time for automatic saving:
 File tab (number 1) Choose Options (number 2)
 A dialog box opens; choose Save (number 3) Choose time to perform automatic saving, by default,

10mins (number 4)
 Check the recovery file if forgetting save at number 5 and the default place for storing the automatic

file (number 6)

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 WORKSHEET (I)
 Worksheet is the area of working. Default number of worksheet is 3
 Add the worksheet:
 Method 1: Go to Home tab Insert Insert Sheet or
 Method 2: Right click of the mouse on any sheet, sheet 1 or sheet 2 or sheet 3, to open the dialog box

and then click Insert…

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 WORKSHEET (II)
 Delete the worksheet:
 Method 1: Go to Home tab Delete Delete Sheet or
 Method 2: Right click of the mouse on any sheet, sheet 1 or sheet 2 or sheet 3, to open the dialog box

and then click Delete

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 WORKSHEET (III)
 Change the name of the worksheet:
 Right-click on the tab of the worksheet you want to rename to open the context menu.
 Click on Rename (number 1 in the figure) in the menu list to highlight the current worksheet name.
 Type the new name for the worksheet.
 Press the Enter key on the keyboard to complete renaming the worksheet.

 Change the colour the worksheet:

 Right-click on the tab of the worksheet you want to change
 Click on Tab Color (number 2 in the figure)
 Choose the colour you want for the name of the worksheet.

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 EXCEL CELLS (I)
 Cell consists of representatives of rows and columns (or relative reference), for example,

Each cell has its own combination of rows and columns, in other words, unique address
 Absolute Cell:
 Created when a symbol $ is placed in front of row and column indicators, e.g. $A$8; Symbol $ means

unchanged;
 Used to indicate the unchanged row indicator value or column indicator value
 E.g. $A$2: column and row do not change when copied; A$2: the row does not change when copied;

$ A2: column does not change when copied

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 EXCEL CELLS (II)
 Merging the Cell:
 Used to create larger cell for containing the data or header
 Highlight or select a range of cells (number 1).
 Go to Home tab, in Alignment group, choose Merge & Center (number 2 and number 3), then

choose Merge & Center

 If splitting the cell or unmerge, repeat number 1 and 3, then choose Unmerge Cells

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 EXCEL CELLS (III)
 Naming the Cell or Range of Cell in Excel:
 Method 1:
 Select the cell or cell range that you want to name; non-contiguous cells can be selected by pressing Ctrl as

you select each cell or range.

 On the Formulas tabclick Define Name in the Defined Names group (numbers 1 and 2)
 In the Name text box, type up to a 255-character name (number 3) for the range of cells (number 5) at the

workbook working (number 4)

 In the figure, the task is to assign the name to the area which has the address combined from cell I3 to K3 at

the worksheet Peter (look closely at number 5)

 Click OK if making final decision

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 EXCEL CELLS (IV)
 Method 2:

 Highlight the cell or a range of cell to assign the name (number 1)

 Go to the name box on the left besides the blank space and type the name (number 2). It should

follow the format as follows:

Note: the underscore symbol ( ) is required to separate the words if the name is too long
 Press Enter key from the keyboard to end the procedure
 Highlight again the range of cell or the cell chosen to be named to see the effect afterwards; In the

figure, range area combined from D15 to F15 is assigned with the name Test_name_3

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 DATA (I)
 Set up date and time:
 Date or time in a cell appears in a default date and time format whose format is based on the regional

date and time settings that are specified in Control Panel

Notes: Changes when adjusting those settings in Control Panel.
 Procedure:
 Typing the date following format (as normal): dd/mm/yyyy or dd-mm-yyyy (number 1)
 Select number 2 and may choose the Short date or Long date (already set up format) or click to 3 to open

more options of format

 A dialog box will be then pop up (discussed in the next slide-slide 14)

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 DATA (II)
 Choose Date on the Category on the left then choose the type you want to display the date under

Type
 Also, choose the Location (location) (following US style or UK style, etc…)

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 DATA (II)
 Set up the format of number:
 Follow the similar steps as setting up the format of date and time,

number 1 to number 3 in the figure in previous slide to open the

dialog box
 Select Category: Number instead of Date
 Then, choose the desirable format for number
 Click OK when finished

 Set up the format of Percentage or Currency:

 Choose Category: Currency or Category: Percentage in the dialog

box

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 CREATE TABLE (I)
 Use formats of table provided by Excel to the input data:
 Typing, arrange data with appropriate headers then highlight the area that you want to create table

(number 1)
 Home tabchoose Format as Table (number 2) and select desirable format

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 CREATE TABLE (II)
 A dialog box is pop up; check the correct address of your table
 Table is generally defined by the address of the first starting corner on the left and the address of the final

bottom right corner on the right (these two addresses are separated by a colon)
 For example, in the figure, table is the whole area defined from address A3 to address G8 (A3:A8)

 If your table has the headers, tick the box My table has headers
 Click OK when finished
 Check the result to see the effect
 A symbol indicating filter appears; It provides the filtering action

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 EXERCISE
 Exercise 1:
 Create the following table in a worksheet called Working Salary and save the file as Exercise 1. xlsx.

The table has a common title as Salary

No First name Last name Genre Company Basic salary Date of receiving salary

1 Peter Shark Male HSBC $ 11,000.0 17/01/2019

2 Mary Baker Female EY $ 18,000.0 17/02/2019
3 Edward Buffet Male EY $ 25,000.0 17/03/2019
4 Thomas Gate Male Black Rock $ 32,000.0 17/04/2019
5 Scarlet Job Female Cloudy $ 39,000.0 17/05/2019

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THANK YOU

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