MS EXCEL

A Beginner's Tutorial
 MS EXCEL – An Introduction
• Excel – is the world’s most widely used
spreadsheet calculating program

• It is used in many places like hospitals,

hotels, school and companies etc.

• A program that allows you to use data to

forecast, manage, predict, and present
information
Much of the appeal of Excel is due to the fact that it’s
so versatile.

Number crunching – Budget Creation, Analysis

Creating customized charts

Organizing lists: row-and-column layout & list

Accessing other data: Import data

Creating graphical dashboards – summarize in

concise format
 Agenda

1.Excel - Overview
2.Creating Simple Formulas
3.Creating Complex Formulas
4.Working with Basic Functions
5.Sorting, Grouping, and Filtering Cells
6.Formatting Tables
7.The Fill Handle
8.Data Forms
9.Working with Worksheets
10.Using Conditional Formatting
 To open the Ms Excel:-

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 Starting a Workbook
Create a New, Blank Workbook:

Left-click the Microsoft Office Button.

Select New
 Starting a Workbook
- the dialog box opens and Blank Workbook is highlighted by default
Click Create. A new, blank workbook appears in the window.

When you first open Excel, the software opens to a new, blank workbook.
Setting Up & Exploring Excel Spreadsheet

Let’s familiarize with few key tasks and features

•Tabbed Ribbon menu system – Navigate features & commands

•minimize and maximize the Ribbon
•Configure the Quick Access toolbar
•Switch page views
•Access Excel options.
•Microsoft Office Button - important options such as New, Save, Save As, and
Print
•By default the Quick Access Toolbar is pinned next to the Microsoft Office
Button, and includes commands such as Undo and Redo.
There are 1048576 rows and 16384 columns in sheet
Identify Excel components
A1

B3

E7
Data Types
Navigation keystrokes
The Active Cell
 Starting a Workbook
To Insert Text:
Left-click a cell to select it.
Each rectangle in the worksheet is called a cell.
As you select a cell, the cell address appears in
the Name Box.

Enter text into the cell using keyboard. The

text appears in the cell and in the formula bar.
Each cell has a name, or a cell address
based on the column and row it is in. For
example, this cell is C3 since it is where
column C and row 3 intersect.
 Starting a Workbook
To Edit or Delete Text:
Select the cell.
Press the Backspace key on your keyboard to delete text and make a correction.
Press the Delete key to delete the entire contents of a cell.
You can also make changes to and delete text from the formula bar. Just select the cell
and place your insertion point in the formula bar.

To Move Through a Worksheet Using the Keyboard:

Press the Tab key to move to the right of the selected cell.
Press the Shift key and then the Tab key to move to the left of the selected cell.
Use the Page Up and Page Down keys to navigate the worksheet.
Use the arrow keys.

To Save the Workbook:

Left-click the Microsoft Office Button.
Select Save or Save As.
Save As allows you to name the file and choose a location to save the spreadsheet.
Choose Save As if you'd like to save the file for the first time or if you'd like to save
the file as a different name.
Select Save if the file has already been named.
Starting a Workbook

You can save a workbook in many ways, but

the two most common are as an Excel
Workbook, which saves it with a 2007 file
extension, and as an Excel 97-2003 Workbook,
which saves the file in a compatible format so
people who have earlier versions of Excel can
open the file.
Setting Up Your Excel Environment
To Zoom In and Out:
Locate the zoom bar in the bottom, right corner.
Left-click the slider and drag it to the left to zoom out and to the right to zoom in.

To Scroll Horizontally in a Worksheet:

Locate the horizontal scroll bar in the bottom, right corner.
Left-click the bar and move it from left to right.

To Change Page Views:

Locate the Page View options in the bottom, right corner. The Page View options
are Normal, Page Layout, and Page Break.
Left-click an option to select it.
The default is Normal View
Setting Up Your Excel Environment
To Add Commands to the Quick Access Toolbar:
Click the arrow to the right of the Quick Access toolbar.
Select the command you wish to add from the drop-down list. It will appear in the
Quick Access toolbar.

OR
Select More Commands from the menu
Select the command you wish to add.
Click the Add button.
Click OK.

The Save, Undo, and Redo commands appear

by default in the Quick Access toolbar.

You may wish to add other commands to make

using specific Excel features more convenient
for you.
Setting Up Your Excel Environment
To Minimize and Maximize the Ribbon:
Click the drop-down arrow next to the Quick Access toolbar.
Select Minimize Ribbon from the list. The Ribbon disappears.
To maximize the ribbon, click the arrow again and select Minimize the Ribbon to
toggle the feature off.

You can also minimize and maximize the

Ribbon by right-clicking anywhere in the main
menu and selecting Minimize the Ribbon in
the menu that appears.

It is designed to be responsive to your current

task and easy to use; however, you can choose
to minimize the Ribbon if you would prefer to
use different menus or keyboard shortcuts.
Setting Up Your Excel Environment
The Microsoft Office Button appears at
the top of the Excel window.

From this menu you can

•Create a new spreadsheet
•Open existing files
•Save files in a variety of ways
•Print
•Add security features
•Send
•Publish
•Close file
 Setting Up Your Excel Environment
To Change the Default Excel Options:
Click the Excel Options button. A dialog box will appear.
Select a category on the left to access different Excel options.

Modify any of the default

settings.
Click OK.
As you learn more about
Excel and become proficient
at using it, you may want to
modify some of the settings.
As a beginning user, it is
usually best to leave the
default settings.
 Excel Help

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Modifying Columns, Rows, & Cells
• A new blank workbook has the cells, columns, and rows set to a default size
• As required,
– Change the size - column width and row height
– Insert new columns & rows

To Modify Column Width:

Position the cursor over the column line in the column heading and a double
arrow will appear.

Left-click the mouse and drag the cursor to the right to increase the column
width or to the left to decrease the column width.
Release the mouse button.

OR
Modifying Columns, Rows, & Cells
Left-click the column heading of a column you'd like to modify. The entire column
will appear highlighted

Click the Format command in the Cells group on the

Home tab. A menu will appear

Select Column Width to

enter a specific column
measurement.
Select AutoFit Column
Width to adjust the
column so all the text will
fit.
Modifying Columns, Rows, & Cells
To Modify the Row Height:

Position the cursor over the row line you want to modify and a double arrow will
appear.

Left-click the mouse and drag the cursor upward to decrease the row height or
downward to increase the row height.
Release the mouse button.
Modifying Columns, Rows, & Cells
Click the Format command in the Cells group on the Home tab. A menu will
appear.

Select Row Height to enter a specific row

measurement.
Select AutoFit Row Height to adjust the row so all
the text will fit.
Modifying Columns, Rows, & Cells
To Insert Rows:
Select the row below where you want the new row to appear.
Click the Insert command in the Cells group on the Home tab. The row will appear

The new row always appears above the selected row.

Make sure that you select the entire row below where you want the new row to
appear and not just the cell. If you select just the cell and then click Insert, only a
new cell will appear.
Modifying Columns, Rows, & Cells
To Insert Columns:
Select the column to the right of where you want the column to appear.
Click the Insert command in the Cells group on the Home tab. The column will
appear.
The new column always appears to the left of the selected column. For example, if
you want to insert a column between September and October, select the October
column and click the Insert command.

Make sure that you select the entire column to

the right of where you want the new column to
appear and not just the cell. If you select just the
cell and then click Insert, only a new cell will
appear

To Delete Rows and Columns:

Select the row or column you’d like to delete.
Click the Delete command in the Cells group
on the Home tab.
 Formatting Text

• Once you have entered information into a spreadsheet, you will need to be
able to format it
• Let’s learn how to use the bold, italic, and underline commands; modify the
font style, size, and color; and apply borders and fill colors.
 Formatting Text
To Format Text in Bold or Italics:
Left-click a cell to select it or drag your cursor over the text in the formula bar to
select it.
Click the Bold or Italics command.

You can select entire columns and rows, or specific cells. To select the entire
column, just left-click the column heading and the entire column will appear as
selected. To select specific cells, just left-click a cell and drag your mouse to
select the other cells. Then, release the mouse button.
 Formatting Text
To Format Text as Underlined:
Select the cell or cells you want to format.
Click the drop-down arrow next to the Underline command.
Select the Single Underline or Double Underline option.

To Change the Font Style

Select the cell or cells you want to format.
Left-click the drop-down arrow next to the
Font Style box on the Home tab.
Select a font style from the list.

As you move over the font list, the Live Preview feature previews the font for you
in the spreadsheet.
 Formatting Text
To Change the Font Size:
Select the cell or cells you want to format.
Left-click the drop-down arrow next to the Font Size box on the Home tab.
Select a font size from the list.
To Change the Text Color:
Select the cell or cells you want to format.
Left-click the drop-down arrow next to the
Text Color command. A color palette will
appear.
Select a color from the palette.

OR

Select More Colors. A dialog box will appear.

Select a color.
Click OK.
 Formatting Text
To Add a Border:
Select the cell or cells you want to format.
Click the drop-down arrow next to the Borders command on the Home tab. A menu
will appear with border options.

Left-click an option from the list to select it.

You can change the line style and color of the
border.
 Formatting Text
To add a Fill Color:
Select the cell or cells you want to format.
Click the Fill command. A color palette will appear.
Select a color.

OR
Select More Colors. A dialog box will appear.
Select a color.
Click OK.
You can use the fill color feature to format
columns and rows, and format a worksheet so
that it is easier to read.
 Formatting Text
To Format Numbers and Dates:
Select the cell or cells you want to format.
Left-click the drop-down arrow next to the Number Format box.
Select one of the options for formatting numbers.

By default, the numbers appear in the General category, which means there is no
special formatting.

In the Number group, you have some other options. For example, you can change
the U.S. dollar sign to another currency format, numbers to percents, add
commas, and change the decimal location.
 Hiding Worksheet Data
• Hiding rows, columns, and worksheets is an
excellent way to conceal extraneous or
distracting information
• In the Cells group on the Home tab, click the
Format button, point to Hide & Unhide, and
then click your desired option

New Perspectives on Microsoft

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Office Excel 2007
Insert an additional
worksheet inside this
workbook. Click on
Insert/Worksheet.
You can rename the new
sheet by right clicking on
its tab at the bottom, and
selecting “Rename” from
the menu.
Highlight and copy
the data from cell B9
through E18. Paste it
on the new sheet.
Right click on the new
worksheet, then select
paste from the drop down
menu.
Page Setup dialog box.
Click on File/Page Setup.
To see all printing
options, make
sure you select
print from the file
menu. Clicking on
the printer icon on
your toolbar will
allow to print
directly to your
default printer with
default options.
 Working with Cells
Cut – Copy – Paste – Drag n Drop:

•Move information from one cell to another in Excel

•This small tricks ways will save you time and make working with Excel easier

To Copy and Paste Cell Contents:

Select the cell or cells you wish to copy.
Click the Copy command in the Clipboard group on the Home tab. The border of
the selected cells will change appearance.
Select the cell or cells where you want to paste the information.
Click the Paste command. The copied information will now appear in the new cells.

To select more than one adjoining cell, left-click one of the cells, drag the cursor
until all the cells are selected, and release the mouse button.
The copied cell will stay selected until you perform your next task, or you can
double-click the cell to deselect it.
 To Cut and Paste Cell Contents:

Select the cell or cells you wish to cut.

Click the Cut command in the Clipboard group on the Home tab. The border of the
selected cells will change appearance.

Select the cell or cells where you want to paste the information.
Click the Paste command. The cut information will be removed from the original
cells and now appear in the new cells.

The keyboard shortcut for Paste is the Control Key and the V key.
 Working with Cells
To Drag and Drop Information:
Select the cell or cells you wish to move.
Position your mouse pointer near one of the outside edges of the selected cells. The
mouse pointer changes from a large, white cross to a black cross with 4 arrows.

Left-click and hold the mouse button and drag the cells to the new location.

Release the mouse button and the information

appears in the new location.
 Working with Cells
Fill Handle to Fill Cells:
Position your cursor over the fill handle until the large white cross becomes a thin,
black cross.

Left-click your mouse and drag it until all the cells

you want to fill are highlighted.
Release the mouse button and all the selected cells
are filled with the information from the original cell.
The fill handle doesn't always copy information from
one cell directly into another cell. Depending on the
data entered in the cell, it may fill the data in other
ways. For example, if I have the formula =A1+B1 in
cell C1, and I use the fill handle to fill the formula
into cell C2, the formula doesn't appear the same in
C2 as it does in C1. Instead of =A1+B1, you will see
=A2+B2.
You can use the fill handle to fill cells horizontally or
vertically.
 Aligning Cell Content
• In addition to left and right alignments, you
can change the vertical and horizontal
alignments of cell content to make a
worksheet more readable
• Alignment buttons are located on the Home
tab
 Indenting Cell Content
• You increase the indentation by roughly one
character each time you click the Increase
Indent button in the Alignment group on the
Home tab
 Merging Cells
• One way to align text over several columns or
rows is to merge, or combine, several cells
into one cell
 Rotating Cell Content
• To save space or to provide visual interest to a
worksheet, you can rotate the cell contents so
that they appear at any angle or orientation
• Select the range
• In the Alignment group, click the Orientation
button and choose a proper rotation
Rotating Cell Content
 Working with the
Format Cells Dialog Box
• The Format Cells dialog
box has six tabs, each
focusing on a different set
of formatting options
 Copying Formats
with the Format Painter
• The Format Painter copies the formatting from
one cell or range to another cell or range,
without duplicating any of the data
• Select the range containing the format you wish
to copy
• Click the Format Painter button on the Home tab
• Click the cell to which you want to apply the
format
Copying Formats with the
Paste Options Button
Copying Formats with Paste Special
Alt+E+S
Thank You