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INTRODUCTION

Microsoft Excel is a powerful spreadsheet application that allows users to produce tables containing calculations and graphs. These can range from simple formulae to complex functions and mathematical models.

SECTION 1: THE BASICS

Basic Concepts to Learn

  1. Understand and use common Windows elements.
  2. Launch Excel.
  3. Understand the concept of a spreadsheet.
  4. Recognize Excel screen elements.
  5. Work with toolbars.
  6. Use menus.

THE MICROSOFT EXCEL WINDOW CONCEPTS

Excel is an application that runs under the Windows graphical user interface. When launched, Excel sits in its own "window" – the box that surrounds the application elements. The window can be:

  • Moved
  • Sized
  • Closed
  • Minimized
  • Maximized
The Ribbon, Tabs, Tool Bars and Menus

These are similar to those seen in Microsoft Word except for a few additions:

Name Box
  • The NAME BOX is the small white box to the left of the FORMULA BAR.
  • It displays the cell reference of the selected cell. Entering a cell reference in the name box and pressing return navigates to that specific cell.
  • The drop-down arrow allows selection of specified names in the workbook.
  • When creating functions, the box adapts to help select popular functions in the workbook.
Formula Bar
  • The FORMULA BAR is the white bar to the right of the NAME BOX.
  • It displays the formulae, function or content of the selected cell.
  • It is used for entering and editing data as well as creating and editing functions.
  • The formula construction can be seen in this bar even when the cell shows a calculated value (unless the cell is formatted to hidden and the sheet is protected).
  • The fx button on the left of the bar is a tool to create functions and formulae.
Worksheets
  • Worksheets are utilized to list and analyze data. Data can be entered and edited on multiple worksheets simultaneously.
  • Calculations can be performed based on data from multiple worksheets.
  • Charts can be placed either on the respective worksheet or on separate chart sheets.
  • The names of the worksheets appear on tabs at the bottom of the workbook window, where the active sheet name is bold.
  • Worksheets consist of tables formed by the intersection of rows and columns, creating CELLS where data is entered.
Task Pane
  • A task pane collects common tasks in one window, enabling quick creation/modification of files, searches, or clipboard views.
  • It can float or dock on the sides of the window and displays commands in blue-text links.
  • A task pane is automatically displayed when certain tasks are performed, such as inserting CLIPART.

The Microsoft Excel Window

  • Excel interface includes the Task bar, Title Bar, Minimize button, Close button, Tabs, Scroll Bars, Sheet Tabs, Row Numbers, Active Cell indicator, Quick Access Toolbar, and Zoom Slider.

SECTION 2: NAVIGATION AND ENTERING DATA

Basic Concepts to Learn

  1. Navigate to any point in a worksheet.
  2. Navigate between worksheets.
  3. Create a new workbook.
  4. Enter numerical or textual data.
  5. Edit or delete entered data.
  6. Select various parts of a sheet or workbook simultaneously.
Moving Around the Worksheet

To effectively utilize the available space, users can navigate using either keyboard or mouse.

Using the Mouse
  • Click on any desired cell to make it the active cell; indicated by a white cross pointer.
Using the Keyboard
  1. Use arrow keys to navigate to a cell.
  2. Double-click a cell to activate it with a flashing cursor or press the F2 key to edit.

Note: While a cell is active, various commands are unavailable until the cell is exited. Close a cell entry with Enter, or cancel with esc.

Scrolling Techniques

Vertical and horizontal scroll bars allow users to view different areas of the worksheet.

  • The scroll box size indicates the relative area being viewed.
  • Scroll tips provide insights into row/column locations.

Useful Keys for Navigation:

  • To scroll Rows: Click the arrows in the vertical scroll bar.
  • To scroll Columns: Click in the horizontal scroll bar's arrows.
  • To scroll a window: Click above or below the scroll box or use keyboard commands:
    • One Cell: Arrow Keys
    • One Page: [PAGE UP] or [PAGE DOWN]
    • Edge of Worksheet: [CTRL] + Relevant Arrow Key
    • Specific Cell: [F5] to type cell reference.
  • Click on any sheet tab to switch between worksheets using mouse or: CTRL + PAGE DOWN/PAGE UP for keyboard navigation.
  • [F5] can also be used to jump to a specific cell across sheets.

CREATING A NEW WORKBOOK AND SAVING

Concepts

Excel 2010 offers a new workbook with three blank sheets upon launch. Temporary names like "Book1" appear until a save is allocated.

Learning Example 2.1: Data Entry Task
  • Task involves entering student performance records in various subjects, saving the sheet, and revisiting it later.
STEPS TO START MICROSOFT EXCEL 2010
  1. Select the Start Button on the taskbar.
  2. Point to All Programs, then Microsoft Office 2010.
  3. Choose Microsoft Excel 2010 to launch the application.
  4. Open a new workbook if already running Excel by selecting New from the File tab or pressing CTRL + N.
Entering and Inserting Data

You can input four data types: Labels, Values, Dates, and Formulas.

  • Maximum character capacity in a cell is 32,000, with different alignments for text (left) and values (right).
To enter data: Mouse:
  1. Move to the desired cell and type.
  2. Confirm by clicking the tick mark in the formula bar or pressing [ENTER].
Canceling and Editing Data Entries
  • Data cancellation before confirmation can be done through the cross mark on the formula bar or by pressing [ESC].
  • To edit a confirmed entry, double-click the cell, press [F2], or edit in the formula bar.
  • Entering recognized date formats accepts dates as numbers for calculations post-entry. Avoid using full stops; preferred separators are slashes (/) or hyphens (-).

EDITING ENTERED DATA OR DELETING IT

Overwriting Selection

The standard operator for inputting new entries replaces the selected item automatically.

To overwrite a cell entry:
  1. Move to the cell, type the new entry, and press [ENTER].
Selecting Information

You should select multiple cells for commands that affect several cells at once, indicated by white active cell highlighting.

To Select Cells with the Mouse:
  • Single Cell: Click to select.
  • Range: Click first cell and drag to the last cell.
  • Select All cells: Click Select All button.
  • Nonadjacent Cells: Hold down [CTRL] while selecting.
  • Rows/Columns: Click row number or column letter.
Selecting Multiple Sheets
  1. Adjacent worksheets: Click first, hold [SHIFT], click last for selection.
  2. Non-adjacent sheets use [CTRL] and click on respective tabs.

SECTION 3: FORMULAE AND FUNCTIONS

Basic Concepts to Learn

  1. Understand the difference between functions and form….