MS-EXCEL

Lesson 01

Mr. Hasala Sithum

PREAMBLE

Microsoft Excel is an electronic spreadsheet. You can use it to organize your data
into rows and columns. You can also use it to perform mathematical calculations
quickly.
At the end of the course, participants are expected to know how to use Microsoft
Excel to:
 Enter text and numbers in a spreadsheet
 Enter Excel formulas
 Format data
 Create Excel functions
 Fill cells automatically Print results
 Create Charts, and
 Enter advanced Excel formulas
Entering Text and Numbers

The Microsoft Excel Window

This Section will introduce you to the Excel window. To begin this Section, start
Microsoft Excel 2007 as follows:
1. Click on Microsoft Start Button
2. Search Microsoft Office
3. Click on Microsoft Excel
The Microsoft Excel window appears and your screen looks similar to the one
shown on next slide.
The Quick Access Toolbar

1 Save allows you to quickly save a

file.
2 Undo allows you to quickly undo the
last command or action that was
performed in the workbook.
3 Redo allows you to quickly redo the
last command or action that was
undone in the workbook.
4 Mouse/Touch Mode Toggle (only for
touch screen devices) allows you to
toggle between a mouse mode and
a touch screen mode. In touch screen
mode, commands in the ribbon are
The Quick Access toolbar gives you quick access to more spaced out so they’re easily
commands you frequently use. accessed by touch.
The Title Bar

Next to the Quick Access toolbar is the Title bar. On the Title bar, Microsoft Excel displays the
name of the workbook you are currently using. At the top of the Excel window, you should see
"Book 1 - Microsoft Excel" or a similar name.
The Ribbon

In Microsoft Excel you use the Ribbon to issue commands. The Ribbon is located near the top
of the Excel window, below the Quick Access toolbar.
Worksheets

Microsoft Excel consists of worksheets. Each worksheet contains columns and rows. The
columns are lettered A to Z and then continuing with AA, AB, AC and so on; the rows are
numbered 1 to 1,048,576.
The combination of a column coordinate and a row coordinate make up a cell address. For
example, the cell located in the upper-left corner of the worksheet is cell A1, meaning column
A, row 1. Cell E10 is located under column E on row 10. You enter your data into the cells on
the worksheet.
The Formula Bar

If the Formula bar is turned on, the cell address of the cell you are in displays in the Name box
which is located on the left side of the Formula bar. Cell entries display on the right side of the
Formula bar.
The Status Bar

The Status bar appears at the very bottom of the Excel window and provides
such information as the sum, average, minimum, and maximum value of selected
numbers.
Move Around a Worksheet

By using the arrow keys, you can move around your worksheet. You can use the down arrow
key to move downward one cell at a time. You can use the up arrow key to move upward
one cell at a time. You can use the Tab key to move across the page to the right, one cell at
a time. You can hold down the Shift key and then press the Tab key to move to the left, one
cell at a time. You can use the right and left arrow keys to move right or left one cell at a time.
The Page Up and Page Down keys move up and down one page at a time. If you hold down
the Ctrl key and then press the Home key, you move to the beginning of the worksheet.
Go To Cells Quickly
The following are shortcuts for moving quickly from one cell in a worksheet to a
cell in a different part of the worksheet.

 Ctrl+Arrow key moves to the edge of the current data region in a worksheet.

 Shift+Arrow key extends the selection of cells by one cell.

 Ctrl+Shift+Arrow key extends the selection of cells to the last nonblank cell in
the same column or row as the active cell, or if the next cell is blank, extends
the selection to the next nonblank cell.

 In End mode, you can press an arrow key to move to the next nonblank cell in
the same column or row as the active cell.

 Ctrl+End moves to the last cell on a worksheet.

1. Type cell address in the Name box.
2. Press Enter. Excel moves to cell I7.
Select Cells

If you wish to perform a function on a group of cells, you must first select those cells by
highlighting them. The exercises that follow teach you how to select.
Alternative Method: Select Cells by Dragging
1. Go to cell A1.
2. Press the left mouse button.
3. While holding down the left mouse button, use the mouse to move from
cell A1 to C5.
4. Release the left mouse button.
5. Hold down the Ctrl key until step 9.
6. Using the mouse, place the cursor in cell D7.
7. Press the left mouse button.
8. While holding down the left mouse button, move to cell F10. Release the
left mouse button.
9. Release the Ctrl key. Cells A1 to C5 and cells D7 to F10 are selected.
10. 10.Press Esc and click anywhere on the worksheet to remove the
highlighting.
Enter Data
First, place the cursor in the cell in which you want to start entering data. Type some data,
and then press Enter. If you need to delete, press the Backspace key to delete one
character at a time.
Edit a Cell – F2
After you enter data into a cell, you can edit the data by pressing F2 while you are in the
cell you wish to edit.
Alternate Method: Editing a Cell by Using the Formula Bar

You can also edit the cell by using the Formula bar. You change
"Jones" to "Joker" in the following exercise.

1. Move the cursor to cell A1.

2. Click in the formula or entries area of the Formula bar, and
change Jones to Joker.
3. Press Enter.
Alternate Method: Edit a Cell by Double-Clicking in the Cell
You can change "Joker" to "Johnson" as follows:

1. Move to cell A1.

2. Double-click in cell A1.
3. Use the Arrow and Backspace keys to change Joker to Johnson.
4. Press Enter.
Change a Cell Entry

Typing in a cell replaces the old cell entry with the new information you
type.
1. Move the cursor to cell A1.
2. Type Cathy.
3. Press Enter. The name "Cathy" replaces "Johnson Jordan"
Wrap Text
When you type text that is too long to fit in the cell, the text overlaps the next cell. If you do
not want it to overlap the next cell, you can wrap the text.
Delete a Cell Entry
To delete an entry in a cell or a group of cells, you place the cursor in the
cell or select the group of cells and press Delete.
Save a File
1. Click the Office button. A menu appears.
2. Click Save. The Save As dialog box appears.
3. Go to the directory in which you want to save your file.
4. Type Section1 in the File Name field.
5. Click Save. Excel saves your file.

Close Excel
1. Click the Office button. A menu appears.
2. Click Close. Excel closes.