Introduction to Excel

AGENDA
Spreadsheet Definition

Excel Versions Interface/Worksheet Features

 Creating, Saving and Opening Files Navigating the Worksheet

Introduction to Excel2

AGENDA
 Selecting Items

Modifying Cells Formulas and Functions

 Introduction to Excel3

Spreadsheet

Definition •
 Generally, a spreadsheet is a number of cells that are organized in rows and
columns and contain text, numeric values, or formulas (The Data Labs, 2019).
• With the invention of computers, spreadsheets have replaced paper worksheets
(The Data Labs, 2019).

Introduction to Excel4

Excel Versions
 History and
Features (1 of 6)
Name Release Comments
Version 1 1985 The first version of Excel was released exclusively for Mac.
This remains unknown to many Excel enthusiasts and may
seem a bit strange. Microsoft had actually developed an
earlier spreadsheet program called Multiplan back in 1982,
which was not successful. Until 2016, versions of Excel for
different operating systems went under different names.
Excel 2 1987 The first Microsoft Excel version for Windows was labeled “2”
to correspond to the Mac version. It included run-time
version of Windows and was actually a port of the Mac “Excel
2”.
 Excel 3 1990 The next version added toolbars, drawing capabilities,
outlining, add-in support, 3D charts, and many more new
features.

Introduction to Excel5

Excel Versions

History and
Features (2 of 6)
Name Release Comments
 Excel 4 1992 Excel version 4 marked the first “popular” version. It included
lost of usability features, such as Autofill, which was first
introduced in this version.
Excel 5 1993 Excel version 5 marked a major upgrade. It included
workbooks with multi-worksheets and support for VBA and
Macros. These new features meant that Excel became more
vulnerable to the macro virus attacks, which is something
that would remain an issue all the way until the 2007 version.
Excel 95 1995 Known as Excel 95, it marked the first major 32-bit version of
Excel. Excel 5 also had a 32-bit version, however due to
distribution flaws it was not widely used. Feature-wise, Excel
95 is very similar to Excel 5.

Introduction to Excel6

Excel Versions
 History and
Features (3 of 6)
Name Release Comments
Excel 97 1997 This version featured a new interface for VBA developers,
UserForms, data validation, and a lot more. This also involves
Clippy, the Office Assistant.
Excel 2000 1999 New features include using HTML as a native file format, a
“self-repair” capability, an enhanced clipboard , pivot charts,
and modeless user forms.
 Excel 2002 2001 This is the first Excel to be part of the Office XP. The long list
of added features did not add a lot of value to the average
user. One of the most significant features was the new
function that allows you to recover your work should Excel
crash. This version also features a handy little thing called
product activation technology (also known as copy
protection).

Introduction to Excel7

Excel Versions

History and
Features (4 of 6)
 Name Release Comments
Microsoft Office 2003 New features included in this version were improved support
Excel 2003 of XML, a new “list range” feature, Smart Tag enhancements
and corrected statistical functions. Most users will not find
the data-related upgrade worthwhile.
Excel 2007 2007 This Windows version marked some major changes to Excel
These were introduction of the Ribbon interface, along with
changing the file format from .xls to the new familiar .xlsx and
.xlsm. This change brought better security to Excel and
allowed for more row data storage. Charting features were
improved. A sad part was Clippy was removed from the
update.

Introduction to Excel8

Excel Versions
 History and
Features (5 of 6)
Name Release Comments
Microsoft Office 2010 New features in this Excel version included sparkline
Excel 2010 graphics, pivot table slicers, an updated Solver, and a 64-bit
version.
Microsoft Office 2013 Here are some of the newly added features in this version –
2013 histograms (to visualize frequency in data), Pareto charts
(showing data trends), and PowerPivot, which allows for the
import of higher levels of data and comes with its own
language.
 Microsoft Office 2016 Here are some of the newly added features in this version –
2016 histograms (to visualize frequency in data), Pareto charts
(showing data trends), and PowerPivot, which allows for the
import of higher levels of data and comes with its own
language.

Introduction to Excel9

Excel Versions

History and
Features (6 of 6)
Name Release Comments
 Microsoft Office 2019 This is the latest version of Microsoft Excel as of this time. If
Excel 2019 of course, has all the features earlier versions of excel can do
and more. One of the more prominent new incorporations
are the new charts, which give a new twist to data
presentation. Map charts and funnel charts are just some of
the new data presentation charts which make your data look
nice and neat. You also have the opportunity to include 3D
visuals in your workbooks.

Introduction to Excel10

Excel Versions
 Excel 2003 vs.
2007/2010
2003 2007/2010
65,536 rows by 256 columns 1,048,576 rows by 16,384 columns
Mainly standards colors (customizable palette) Has standard and theme colors
(customizable palette)
Uses dropdown to show the toolbars. Uses Uses the Ribbon to display the main tabs.
basic icon.
File extension: .xls File extension: .xlsx

Introduction to Excel11

Excel Versions
 Excel 2016 vs.
2019
2016 2019
1,048,576 by 16,384 columns 1,048,576 rows by 16,384 columns
Has standard and theme colors Has standard and theme colors
(customizable palette) (customizable palette)
Uses the Ribbon to display the main tabs Uses the Ribbon to display the main tabs
File extension: .xlsx File extension: xlsx
 Introduction to Excel12

Interface
 Introduction to Excel13

Interface

Definition
of Terms • Spreadsheet – document that is entirely made up of rows and columns which is used
to list, organize and analyze data.
• Workbook – the basic document for Excel. The default workbook name is [Link] where the
extension xlsx comes from the Excel spreadsheet. The final x was added to be different from the
older Excel format that uses just xls for the extension.
• Worksheet – a single sheet of data. One or more worksheets make a workbook. The default
workbook contains three worksheets, named Sheet1, Sheet2 and Sheet3. A worksheet or
spreadsheet, can have up to 1,048,576 rows by 16,384 columns with up to 32,767 characters in a
single cell.
 Introduction to Excel14

Interface

Definition
of Terms • Column – named with letters in the following pattern: A, B, C,…Z,AA,AB, AC,…AZ,
BA, BB, BC,…BZ, CA,…IA, IB,…IV... XFD, which is the last column possible
• Row – named with numbers from 1 to 1,048,576
• Cell – intersection of a row and a column on a worksheet
 • Active cell – has a dark-colored border around it and the row and column headers are colored. This
is the cell that receives keystrokes and commands. The cell is considered active when selected. The
TAB and arrow keys are handy for moving from cell to cell.
• Gridlines – the gray lines that form a cell
• Active worksheet – worksheet that receives keystrokes and commands. It turns into white sheet tab
with its name in bold
• Ribbon – a feature that started with Excel 2007. This refers to the area with icons below the title bar
• Workspace – the area below the ribbon that holds documents

Introduction to Excel15

Interface
 Definition of Terms • Cancel – clears any changes
• Enter – Accepts changes and exits Edit mode
• Insert formula – opens a dialog where you can choose one of Excel’s pre-defined formulas. That
dialog then opens the Function Arguments dialog, which has text boxes for you to fill out • Name box
– used to display cell references and displays names for a cell or range of cells • Range – a rectangular
set of cells, referred to by using the upper left and lower right cell references with a colon between
them
• Formula bar – Shows the contents of a selected cell, whether it is plain text, numbers, or a formula •
Formula - Looks rather like part of an algebra equation, like =SUM(A4:D7) or =AVERAGE(C3, F5, H10).
Most formulas use cell references to get the values to calculate with.

Introduction to Excel16

Interface
 The
Ribbons and Tabs • HOME TAB – This is where you see the basic formatting features. The
default tab contains these groups of buttons: Clipboard, Font, Alignment, Number, Styles, Cells and
Editing • INSERT TAB – This tab contains items that you can insert into the file: text boxes, pictures,
charts, links, etc. These groups are part of the Insert Tab: Tables, Illustrations, Charts, Sparklines,
Filter, Links, Text, Symbols.
• PAGE LAYOUT TAB – This tab contains buttons that are mostly for arranging print properties. These
groups are part of this tab: Themes, Page Setup, Scale to Fit, Sheet Options, Arrange. • FORMULAS
TAB – This tab allows you to browse through all major formulas/functions available, to define and
manage names and to troubleshoot formula errors and links. These groups comprise this tab:
Function Library, Defined Names, Formula Auditing and Calculation.
 Introduction to Excel17

Interface

The
Ribbons and Tabs • DATA TAB – This allows you to work with databases and to organize
large amounts of raw data. These groups are part of this tab: Get External Data, Connections, Sort &
Filter, Data Tools, and Outline.
• REVIEW TAB – This tab deals with content review and data protection. It includes the following
groups: Proofing, Language, Comments, Changes.
 • VIEW TAB – This tab is similar to the Page Layout tab because it also deals with page display. This,
however, is more focused on how the worksheet window looks (the interface). This tab should be
used more when dealing with several worksheets at the same time. This tab contains the following
groups: Workbook Views, Show, Zoom, Window, Macros.

Introduction to Excel18

Creating, Saving and Opening

Creating
an Excel
File If
creating an
entirely new file,
click the Excel
application and
select Blank
Workbook.
 Introduction to Excel19

Creating, Saving and Opening

 Creating an
Excel File If
creating new file
from an existing
file, click File tab >
New > Blank
Workbook

Introduction to Excel20
Creating, Saving and Opening
 Saving an
Excel File If
merely saving an
Excel file, you may
click File Tab > Save
or simple click Ctrl
+s

Introduction to Excel21

Creating, Saving and Opening

Saving an
Excel File If
 you want to save
into another file
location or to
change the file
format, click Save
As instead.
Shortcut key is Ctrl
+ Shift + S

Introduction to Excel22

Creating, Saving and Opening

Saving an
Excel File If
 you want to save
into another file
location or to
change the file
format, click Save
As instead.
Shortcut key is Ctrl
+ Shift + S

Introduction to Excel23

Creating, Saving and Opening

Opening an
Excel File If
 you want to open
an existing file,
click File tab >
Open > Select a file
> Click open or
press enter. The
shortcut keys for
this is Alt + F + O

Introduction to Excel24

Navigating the Worksheet (1 of 2)

Ctrl + Home Moves to the first cell on the sheet (A1)
 Ctrl + End Moves to the last cell on a worksheet, to the lowest used row of the
rightmost used column. If the cursor is in the formula bar, CTRL +
End moves the cursor to the end of the text.
Ctrl + Left Arrow Moves to the first cell (column A) of the active row.
Ctrl + Right Arrow Moves to the last cell (column XFD) of the active row.
Ctrl + Up Arrow Moves to the top cell (row 1) of the active column.
Ctrl + Down Arrow Moves to the bottom cell (row 1,048,576) of the active column.
Ctrl + A Selects the entire worksheet. If the worksheet contains data,
CTRL+A selects the current region. Pressing CTRL+A a second time
selects the entire worksheet.
Left Arrow Moves one cell to the left.
Right Arrow Moves one cell to the right.

Introduction to Excel25
Navigating the Worksheet (2 of 2)
Up Arrow Moves one cell up.
Down Arrow Moves one cell down.
Page Up Moves one screen up in a worksheet.
Page Down Moves one screen down in a worksheet.

SHORTCUT KEYS are a combination of function keys, letters and arrows. Some are purely for navigation
while others result in executing commands (such as the ones for ribbon shortcuts and shortcut keys
assigned for macros).

Other than using shortcut keys, the simplest way to explore the worksheet is through the mouse and the
scrollbar
 Introduction to Excel26

Selecting Items (1 of 2)
Selection Action
A single cell Click the cell, or press the arrow keys to move to the cell.
A range of cells Click the first cell in the range, and then drag to the last cell, or hold
down SHIFT while you press the arrow keys to extend the selection.
A large range of cells Click the first cell in the range, and then hold down SHIFT while you
click the last cell in the range. You can scroll to make the last cell
visible.
All cells on a worksheet Click the Select All button or press CTRL+A
 Nonadjacent cells or cell ranges Select the first cell or range of cells, and then hold down CTRL while
you select the other cells or ranges.
Note: You cannot cancel the selection of a cell or range of cells in a
nonadjacent selection without cancelling
An entire row or column Click the row or column heading

Introduction to Excel27

Selecting Items (2 of 2)
Selection Action
Adjacent rows and columns Drag across the row or column headings. Or select the first row or
column; then hold down SHIFT while you select the last row or
column.
Nonadjacent rows and columns Click the column or row heading of the first row or column in your
selection; then hold down CTRL while you click the column or row
headings of other rows or columns that you want to add to the
 selection.
Cells to the last used cell on Select the first cell, and then press CTRL+SHIFT+END to extend the
the worksheet (lower- right selection of cells to the last used cell on the worksheet
corner)
More or fewer cells than Hold down SHIFT while you click the last cell that you want to
the active selection include in the new selection. The rectangular range between the
active cell (The selected cell in which data is entered when you
begin typing. Only one cell is active at a time. The active cell is
bounded by a heavy border.) and the cell that you click becomes the
new selection.

Introduction to Excel28

Modifying Cells

Data Input
 This involves inputting text, numbers or formula into a cell.

This can be done in two ways:

1. By typing in the formula bar
2. By typing in the active cell

The name box contains the information of the cell address or reference. A cell address or reference contains a
letter or the column reference and a number or the row reference.

Introduction to Excel29

Modifying Cells
 Autofill (1
of 2)A method of copying repetitive data (whether text, number or formula) into several rows and
columns.

How to do autofill?
1. Select the cell to replicate.
2. Place the cursor on the bottom right corner of the active cell. You will see a black square. It will turn
into a cross once you let the cursor hover over it.
3. You can either drag from the black square until you are able to copy the data into the cells you want
to fill OR you can just double click the black square so that the blank cells will automatically be
filled.
 Introduction to Excel30

Modifying Cells

Autofill (2 of 2)
NOTES:
• The “double-clicking method” works only with vertical filling. For horizontal filling, you need to use
the “drag method”.
• The “double-clicking method” will only fill cells where the left column is filled with data. It will stop
 “filling” as soon as the cell on the left column is blank.

Introduction to Excel31

Modifying Cells
Cut/Copy/Paste (1 of 2)These commands/actions are used for moving
and replicating text or objects.
tab > Clipboard group). 3. Click the cell or
Action Shortcuobject where you want to move the text /
object. 4. Press Ctrl +V or click the paste icon
Cut Ctrl + X at the Clipboard group
Copy Ctrl + C
Paste Ctrl + V

To move a text or object:

1. Highlight the text or select the object.
2. Press Ctrl + X or click the cut icon (Home
 Introduction to Excel32

Modifying Cells

Cut/Copy/Paste (2 of 2)
To replicate text or objects once or multiple times:
1. Highlight the text or select the object.
 2. Press Ctrl + C or click the copy icon (Home tab > Clipboard group).
3. Click the cell or object where you want to move the text / object.
4. Press Ctrl +V or click the paste icon at the Clipboard group.

Introduction to Excel33

Modifying Cells
 Paste Option (1
of 3)
Ways to access:
Using the Ribbon:
1. Click the Home tab.
2. Under the Clipboard group, click the dropdown arrow in Paste option.
3. Click Paste Special
4. Choose the applicable Paste Special

Introduction to Excel34
Modifying Cells

Paste Option (2
of 3)
Ways to access:
Using Keyboard Shortcut:
1. Type Alt + E + S +V
2. Choose the applicable Paste Special
 Introduction to Excel35

Modifying Cells
 Paste Option (3
of 3)
Ways to access:
Using Right-click menu:
1. Right Click in the cell where you want to paste
2. Select Paste Special
3. Choose the applicable Paste Special

Introduction to Excel36
Formulas and Functions

Formulas
“Formulas are equations that can perform calculations, return information, manipulate the contents of
other cells, test conditions, and more. A formula always starts with an equal sign (=).” (MS Excel def.)

You can enter formulas either through the formula bar or directly into the cell. Parenthesis () organize
the levels of “nesting” within a formula. “Nesting” occurs when there are several levels of formulas in
one compound formula. You can have up to 64 IF functions nested within one formula.
 Introduction to Excel37

Formulas and Functions

Constants
A formula may contain a combination of these elements:
1. CONSTANTS – This refers to numbers or characters included in the formula. Example: 1, 50, 1000,
“apple” , “Year”
 NOTES:
• When encoding a formula, numbers from 1,000 and above should not include the comma ( ,) to
prevent formula error.
• Unless typing a defined name, text should be enclosed in quotation marks (“ “) for it to be recognized
as text. If not, the formula will result in #NAME? (error).

Introduction to Excel38

Formulas and Functions

 Operators and
Function
2. OPERATORS – This refers to the mathematical symbols involved in the formula. In the absence of any
parenthesis, Excel will generally recognize the MDAS rule in calculations.
Example: + - / * ^

3. FUNCTION – “a preset formula in Excel. It begins with the equal sign (=) followed by the function's
name and its arguments. The function name tells Excel what calculation to perform. The arguments are
contained inside round brackets.” ([Link] def.).
Example: =SUM(), =TEXT()

Introduction to Excel39
Formulas and Functions

Cell References
4. CELL REFERENCES – As the name implies, this involves referring to another cell to “call” for the
contents of that cell. To indicate a cell reference, you need to use the cell address (letter + number).
Example: A1, Z$32, $B$2

There are two kinds of cell references:

a. Relative - This is the most widely used type of cell reference in formulas. Relative cell references are
basic cell references that adjust and change when copied or when using AutoFill. b. Absolute – This is
used when you don’t want to change the cell reference. To keep the column or row reference
unchanged, you need to use “$”
 Introduction to Excel40

Formulas and Functions

Cell References
Cell Reference Effect
$A1 Keeps the column reference unchanged but not the row reference
A$1 Keeps the row reference unchanged but not the column reference
 $A$1 Keeps both the column and row references unchanged

NOTE: Shortcut for inserting the dollar ($) sign: press F4

Introduction to Excel41

Formulas and Functions

 Creating
Formulas
1. Using operators and constants.
To do this, simply type “=“ (equal sign without the quotation marks) in the cell where you want to put
the formula. Then type a combination of constants and operators as you see fit. Press Enter. Example:
=(114+56)*3

2. Using cell references

This is similar to creating formulas using operators and constants except this uses cell
references/addresses most of the time instead of constants. This allows greater flexibility in terms of
updating data.
To add a cell reference, you can either type the cell address after “=“ or you can use your mouse after
typing “=“. Using your mouse will allow a dotted border to appear around the cell you are linking to.
The border color will be the same as the color of the cell address in the formula. Example:
=IF(B10>10,$C7,”missing”)

Introduction to Excel42
Formulas and Functions

Creating
Formulas
3. Using functions.
There are two ways to do this:
• Type directly into the cell.
• Use the “Insert Function”.

The “Insert Function” dialog box can be

accessed by: • Clicking the icon before the
formula bar
• Going to FORMULAS Tab > Function Library
> Insert Function
 Introduction to Excel43

ANNEX 1. Microsoft Excel 1

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ANNEX 1. Microsoft Excel 1

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ANNEX 2. Microsoft Excel 2

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ANNEX 2. Microsoft Excel 2

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ANNEX 3. Microsoft Excel 3

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ANNEX 3. Microsoft Excel 3

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ANNEX 3. Microsoft Excel 3

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ANNEX 4. Microsoft Excel 4

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ANNEX 4. Microsoft Excel 4

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ANNEX 4. Microsoft Excel 4

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ANNEX 4. Microsoft Excel 4

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ANNEX 5. Microsoft Excel 5

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ANNEX 5. Microsoft Excel 5

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ANNEX 6. Microsoft Excel 95

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ANNEX 6. Microsoft Excel 95

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ANNEX 6. Microsoft Excel 95

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ANNEX 7. Microsoft Excel 97

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ANNEX 7. Microsoft Excel 97

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ANNEX 7. Microsoft Excel 97

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ANNEX 7. Microsoft Excel 97

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ANNEX 8. Microsoft Excel 2000

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ANNEX 9. Microsoft Excel 2002

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ANNEX 9. Microsoft Excel 2002

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ANNEX 10. Microsoft Excel 2003

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ANNEX 10. Microsoft Excel 2003

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ANNEX 11. Microsoft Excel 2007

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ANNEX 11. Microsoft Excel 2007

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ANNEX 12. Microsoft Excel 2010
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ANNEX 12. Microsoft Excel 2010

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ANNEX 12. Microsoft Excel 2010

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ANNEX 13. Microsoft Excel 2013

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ANNEX 13. Microsoft Excel 2013

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ANNEX 13. Microsoft Excel 2013

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ANNEX 14. Microsoft Excel 2016

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