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Originated - 4/2003Revised by Nikki Cicerone - 2/2009

Microsoft Excel Basics

Excel is the Microsoft version of a spreadsheet. A spreadsheet is an application that can be used to store and manipulate data, often containing numeric values.

A spreadsheet is made up of columns and rows. Each intersection of a column and row is called a cell and takes on the name of that column and row.

Just like playing Bingo – B2 is the cell name for the intersection of column B and row 2

Title BarMenu Bar

Tool Bar MinimizeFormula/Cell Reference Bar Maximize,

Sum Function Close

Application X File X

Rows (row 2)

Columns (column I)Select All

Worksheets

Frederick County Public Schools Technology ServicesExcel Basics - Page 1

Hints:Excel uses common windows menus and functions which makes learning Excel quick and easy. By taking advantages of the windows features, Excel can be used and combined with other applications such as Word to create a sophisticated and highly presentable product.


Parts of the Excel Spreadsheet:

Title BarThe dark blue bar across the top of the screen contains the application name and the file name. Minimize, Maximize, and Close button are located on right side of title bar.

The file name of Book 1 (…) is the default file name given until you save and name your file.

Menu BarThe menu bar contains typical drop down menus for formatting and performing tasks.

Tool Bars:The tool bar allows you to perform common tasks quickly by selecting a shortcut button.

Note: These tasks can also be done through the menu bar.

These toolbars contain many of the common windows functions such as file open or underline. Others are more specific to Excel such as sum or format.

Additional toolbars are available selecting Edit->Toolbars from the menu bar and then checking the toolbars you wish to be viewed on the screen.

Point to a button on the toolbar (don’t click) with the mouse and a description of that button will appear.

Cell Reference and Formula Bar:The cell reference and formula bar are found above the worksheet column headings.

Cell Reference Formula Bar

The cell reference indicates which cell is selected.The formula bar gives a description of the cell formula. To edit the contents of a cell, select the cell and then click into the formula bar (or press F2) to


sum function

Hint:Point to a button on the toolbar (don’t click) and a description of that button will appear


edit its contents. Typing data directly into a cell will overwrite its contents!



Worksheet:The worksheet is made up of columns and rows. The intersection of rows and columns form a grid with any single intersection of a single row and column called a cell.

To move around a worksheet, use any of the following:Click on a cell with the mouseArrow up, down, or across to a cell[Tab] will move to the next cell to the right of the one your cursor is in[Enter] will move to the next cell below the one your cursor is inCombination keys to move quickly across the grid

[Ctrl & Home] - to top of worksheet[Ctrl & End] – to bottom of worksheet[Ctrl & Backspace] – erases the entry in a cell

Scroll bars work as they do in other Windows programs[F5] – brings up the Go To box – enter the cell name

Multiple worksheets exist within one file. The tabs at the bottom allow you to move easily between the worksheets. Each worksheet is complete within itself. You may have only one worksheet in a file, or you may select to use several.

.

FileWorksheets can be linked so data

flows between them.

Worksheet Tabs and Directional Arrows:These tabs allow you to “turn the pages” of the workbook.

Using ExcelExcel can be used for simple columns or lists, either alpha or numeric.

Excel can be used for calculating using formulas and/or functions. It is also perfect for storing data that you’d like

to sort, analyze (graph) or use in a Microsoft Word mail merge.


Hint:Think of worksheets like individual file folders within one file cabinet drawer. Each can be complete on its own, but usually has something in common with the rest.