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Introduction to Ms Excel
• What is a spreadsheet?– A spreadsheet is a grid that organizes data into
columns and rows.
– It makes easier to organization, analysis and understand data in tabular.
• What is an electronic spreadsheet?– Automate calculations.
– Automatic recalculation.
Getting Started
• Opening Ms Excel
• New Workbook
• Save Workbook
• Open Workbook
• Using Ms Excel Help
Excel Interface
• Microsoft Office Button
• Ribbon
• Quick Access Toolbar & customizing it
• Mini Toolbar & customizing it
• Sheets tabs
The Office Button
• It replaces the File menu from previous versions of Excel.
• Common tools such as printing and saving are performed from here.
Excel 2007 Ribbon
• The ribbon replaces the toolbars from previous versions of Excel. It allows fast access to the majority of Excel commands via a tabular system.
Basics
• Work Book
• Work Sheet
• Row & Row headers
• Column & Column headers
• Cell
• Cell Address - A2
• Cell Range - A2:D5
Excel Mouse Pointers
Cross Pointer Used for selecting ranges of cells
Fill Handle Used to copy cell contents to adjacent cells
Arrow Pointer Used to move cell contents
Resizing Arrows Used to change column widths
Resizing Arrows Used to change row heights
Cursor Used to edit cell contents in Formula Bar
Working with Worksheets & Workbooks
• Create a Workbook
• Naming & Save a Workbook
• Open a Workbook
• Entering Data
• Working with Multiple Worksheets
• Closing Workbook & Exiting excel
CELLS IN A WORKSHEET
Selecting cells in a worksheet
The “active” cell
The range concept
ENTERING DATA IN A WORKSHEET
In any cell, you can enter a constant or a formula.
A constant is data that you enter (i.e., type at the keyboard) directly into a cell.
A formula produces a value that is based on data, cell references, and arithmetic operators included in the formula.
Excel displays the data you enter or edit at the keyboard on the formula bar.
ENTERING OR EDITING DATA AT THE KEYBOARD
Excel also displays the Cancel, Enter, and Insert Function buttons between the Name box and the data.
Use one of the ways to place or store the data in the cell.
You can also enter a constant in several cells at the same time
you can also cancel the data entry action
ENTERING TEXT WITHIN A CELL
When you enter text in a cell, Excel automatically aligns the characters at the left of the cell.
You can also change the alignment of data in cells by selecting one of the options in the Horizontal list box in the Alignment tab of the Format Cells dialog box.
Indenting text within a cell
Entering Multiple-Lines of Text in a Cell
Returning to a single line of text in a cell
Entering Text with AutoComplete and Pick From a Drop-down List
Entering Numbers in a Cell
When you enter a number in a cell, the number can include any of the numeric characters (0 through 9) plus any of the following special characters:
+ - () / $ % . , E e
When you enter a numeric value in a cell, Excel automatically aligns the value at the right border of the cell.
Changing the Number Format
Manipulating Data
• Selecting Cells, Data, Rows & Columns• Editing or Replacing Content in a Cell• Copy and Paste • Cut and Paste• Copy & Paste Special• Undo and Redo• Clearing a Cell• Auto Fill & Custom list• Merging & Splitting Cells• Finding and Replacing Data• Adjusting Row, Column Height & Width• Inserting and Deleting Rows, Columns & Cells
ENTERING A RANGE OR POINTING TO IT
Entering a range
Pointing to a range
Selecting multiple ranges of cells – Ctrl key
Selecting an entire row or column of cells
Selecting cells in entire multiple adjacent rows
Selecting cells in entire multiple nonadjacent rows
Selecting cells in entire columns (single column, multiple adjacent columns, or multiple nonadjacent columns)
Entering Formulas
The rules for entering a formula in a cell
Order of Precedence for Arithmetic Operators
Use of Parentheses
Cell References (see next slide)
Use of the Point Mode
Cell Reference
• Relative reference
• Absolute reference- $
• Mixed reference (Column & Row)
• ! reference
Naming Cells and Ranges
• Creating Names with Name Box:
Data_Input
• Creating and Deleting Names with the Name Manager box in the Defined Names group of the Formulas tab’s Ribbon.
Report
Total_Sales
Using Named Ranges
• Selecting a Range by Choosing its Name in the Name Box.
• Selecting a Range by Choosing its Name with the F5 key.
• Using Names with Functions.
• Using Names with the Page Setup dialog box.
Functions
Syntax of Functions
Entering a Function with the Insert Function Dialog Box:
Point to a cell or a range rather then entering it
View the Formula result = at the bottom of the dialog box
After entering the function, click on OK
Functions
The SUM function.
The following are examples of the SUM function:
Example Description
=SUM(2,3) Adds the constants 2 and 3.
=SUM(B3:F3) Adds the values in cells B3, C3, D3, E3, and F3.
=SUM(B8:B10) Adds the values in cells B8, B9, and B10.
=SUM(B8:B10, B12, B15:B20) Adds the values in cells B8 through B10, B12, and B15 through B20.
Entering Functions
These functions are grouped into the following 11 categories: Cube Database Date & Time Engineering*
Financial Information Logical Lookup & Reference Math & Trig Statistical Text
COPYING AND MOVING
Using the Windows Clipboard.
Using Drag and Drop
DOCUMENTING A WORKSHEETBY ATTACHING COMMENTS TO CELLS
Add a Comment to a Cell
Edit a Comment
Delete a Comment
CLEAR, UNDUE, and REDO CELLS
Clear cells
Undo cells
Redo cells
Customizing Excel
– Freezing and Locking Cells
– Hiding and Showing Rows / Columns / Sheets
– Using Different Views
– Displaying Grid lines and Headings
– Using Excel Options
