TPRS101 Lecture 7
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Lecture 7
MS Excel
Lecturer: Arushani
Govender
Lesson Outline
• Introduction to Excel
• Basic Tutorial
Excel is a spreadsheet program in the Microsoft Office system.
You can use Excel to create and format workbooks (a collection
of spreadsheets) in order to analyse data and make more
informed business decisions. Specifically, you can use Excel to
track data, build models for analysing data, write formulas to
perform calculations on that data, pivot the data in numerous
ways, and present data in a variety of professional looking
charts.
Uses
Accounting
You can use the calculation features of Excel in many financial accounting statements - for example, a cash flow statement, income
statement, or profit and loss statement.
Budgeting
Whether your needs are personal or business related, you can create any type of budget in Excel - for example, a marketing budget
plan.
Reporting
You can create various types of reports in Excel that reflect your data analysis or summarize your data - for example, reports that
measure project performance.
Planning
Excel is a great tool for creating professional plans or useful planners - for example, a weekly class plan, a term examination etc.
This all sounds so business related. One day you might
end up running your own business and even if you are
not as proficient with Microsoft Excel it would be great
if you could be able to understand what Excel is all
about and what it can assist you with.
• Data files created with Excel are called workbooks (in
the same way as Word files are called documents). But
where Word starts up with a single blank page, Excel
files by default contain three blank worksheets. This
gives you the flexibility to store related data in
different locations within the same file. More
worksheets can be added, and others deleted, as
required. You’ll often hear Excel files referred to as
spreadsheets. This is a generic term, which sometimes
means a workbook (file) and sometimes means a
worksheet (a page within the file).
STARTING MICROSOFT EXCEL
Double click on the Microsoft Excel icon on the desktop,
alternatively click the start button and then select All programs,
Microsoft Office then Microsoft Excel. Or find it in Applications
on a MAC
Create a new
workbook:
•1. Click on the File tab, select New
and then double click Blank workbook.
•2. Sheet1 of a new workbook will be
displayed on your screen, with cell A1
active.
•Save the workbook onto My
documents by entering your name and
surname.
•Close Microsoft Excel by clicking on the
exit button located on the far right top
corner of your page.
How to save a new
workbook
•Click the file tab
•Click the Save As tab
•In the Save As type list,
select Excel Workbook
•In the file name box,
enter a name for your
workbook
•Click Save when
finished.
Navigating your way on the Excel
worksheet
• Using the mouse:
Use the vertical and horizontal
scroll bars if you want to move to
an area of the screen that is not
currently visible. To move to a
different worksheet, just click on
the tab below the worksheet.
•Selecting rows or columns
•To select all the cells in a particular
row, just click on the row number (1,
2, 3, etc.) at the left edge of the
worksheet. Hold down the mouse
button and drag across row numbers
to select multiple adjacent rows. Hold
down [CTRL] if you want to select a
set of non-adjacent rows. Similarly if
you want to select the columns you
would select A, B or C etc.
Entering data into worksheet
• Click the cell where you want to
enter the data
• Press Enter to move to the next row
and/or tab to move into the next
column.
• Type data into the cell
Basic Formulas
Addition: Sum = (A: B) this should give you the answer as C, or in the case of the numbers 1 and 2 the answer would
be 3. Another simple way of getting to this answer is by using the AutoSum function. Select the cells you want to
add and then select AutoSum. The sum of the selected cells will be displayed directly after the selected cells.
The more complicated the formulas become the more you need the computer to think for you or rather assist you
in you calculations instead of entering all of the information yourself. Excel also assists you to find the product of a
number, the mean average, the maximum and the minimum numbers. Familiarise yourself with these functions as
they make life easier when you are working with larger numbers.
Further formatting numbers
So now what if you wanted to change the format of the date you have entered on your worksheet from 10/03/2015
to 10 March 2005?
Select the cells that you would like to format. Then go to the Home tab, and select Numbers. In the Category list,
click the format that you want to use, and then adjust settings, if necessary.
Creating
Borders and
shading
•Select the cell or range of cells
that you want to place a border
around. On the Home tab, in the
Font group, click the arrow next
to Borders, and then select the
border style that you want.
•Also, if you want to shade the
cell or range of cells you would
select the ‘fill colour’ paint pot.
Creating a
table on your
worksheet
•Select the range of cells
that you want to include
in the table. The cells
can be empty or can
contain data. Go to the
Home tab, in the Styles
group, click Format as
Table, and then click the
table style that you
want.
Representing
your data in a
chart
•Select the data that you
want to chart. On the
insert tab go to the chart
tab and select the design
that is suitable for your
presentation or record of
information.
