MICROSOFT EXCEL BASICS

Starting Excel
1. Click the Start button in the lower-left corner.
2. Position the mouse pointer on Programs.
3. Click Microsoft Office.
4. Click Microsoft Excel.

Microsoft Excel is a spreadsheet program that is used to create worksheets and can perform
simple and advanced calculations.

Exploring the Excel Window

When you start working in Excel,

you begin using a workbook that contains
screens called worksheets (A worksheet
is a grid, made up of columns, which are
lettered and rows, which are numbered.

At the intersection of each row

and column is a cell, which has a
coordinate address called a “Cell
Reference” (A1 or C5, etc.). They are
identified as Sheet1, Sheet2, and so on.
As you become more familiar with the
available options in Excel, you can
customize the menus and add buttons to
the toolbars.

The most recognizable difference

between a word-processing document and
a spreadsheet is that the spreadsheet uses
rows and columns because most data
entered onto a spreadsheet is numerical
and is easier to read, understand, and
manipulate when presented in columns.
  Formula Bar – Used to edit the data entered in a cell.
 Column Headings – Used to identify the columns in a worksheet.
 Row Headings – Used to identify the rows in a worksheet.
 Cell Selector – This is the dark outline that tells the active cell.
 Worksheet Tabs – Used to identify which worksheet you are working with.

Selecting Cells
• To select a single cell---click on it with the pointer.
• To select a group of cells---click on a cell and drag to select remaining cells.
• To select a row of cells---click on the number of the row.
• To select a column of cells -- click on the letter of the column.

Moving from one cell to the next

• Use Tab key to move right to the next adjacent cell.
• Use arrow keys to move in any direction or within a cell.
• Use the mouse -- point to the cell you want and click the mouse button.

MOVING AROUND IN THE EXCEL WORKBOOK

There are a number of ways to move around in a workbook. Moving from one cell to
another in Excel is quick and easy. The ways to move from cell to cell include clicking a cell or
using the Go To (Ctrl + G) command, the scroll bars, the arrow keys, or the HOME, END,
PAGE UP, and PAGE DOWN keys.
 To Move Within a Worksheet

To select any cell, click it. For example, click cell A1.
To move one cell to the right, press TAB, or to move one cell to the left, press
SHIFT+TAB.
To move one cell down, right, up, or left, use the arrow keys.
To move to the uppermost-left cell, A1; press CTRL+HOME.
To move to any cell, on the Edit Menu, click Go To and then type any cell
number (for example, J18).
To move down in the worksheet, press PAGE DOWN.
To move up in the worksheet, press PAGE UP.
To move to the first column of the worksheet, press HOME.

To Move From Worksheet to Worksheet

Click the worksheet tabs in the left-bottom area on the worksheet.

Select Multiple Cells

Select a Range of Cells

• Use the mouse. Just click and drag the mouse to select the range of cell.

• Use Shift plus navigation arrows. Hold [Shift] and press an arrow key to select cells in
the desired direction. To select all the cells between the cell selector and the end of the
current row, press [Shift][End][.]. To select the text from the cell selector to the
beginning of the row, press [Shift][Home]. To select the cells from the cell selector to
cell A1, press [Ctrl][Shift][Home].

• Shift-click for a contiguous range of cells. Place the cell selector at the beginning

of what you would like to select. Hold [Shift] and click at the end of your

selection to select all the cells between the cell selector and the place where you

shift-clicked.

• Ctrl-click your mouse for a non-contiguous range of cells. Select a range of cells.

To add to your selection, hold down [Ctrl] while you select the remaining cells of

your desired selection.

Formatting Cells

In addition to the basic formatting effects (Bold, Italics and Underline), there are several
other formatting options in Excel. Slowly pass the mouse over the icons on the formatting
toolbar to find the tools for Currency, Percentage, Comma and Increase or Decrease Decimal
places. These are the most common formatting tools used in Excel. You can also select Format
> Cells from the Menu Bar (or Right Click menu). You will find there options to format cells as
dates or text, align or wrap text, merge cells, apply borders or shading, etc.

Conditional Formatting

Conditional formatting allows you to set special cell formatting when certain conditions
apply. Highlight the range of data you would like to include and go to Format > Conditional
Formatting.

AutoFilter

Filtering data allows you to view the data that meets your chosen criteria. To filter your
data, highlight the columns you wish to filter and go to Data > Filter > AutoFilter. Arrows
appear at the top of the selected columns. Clicking on the arrow presents a drop-down menu with
filtering criteria (preset as well as custom options).

Building a Formula

A formula is used to calculate results from some collection of data. The most common
function is to sum a range of numbers using the common mathematical operations of addition
(+), subtraction (-), multiplication (*) and division (/). Formulae can also be used to count data,
average data, and perform more advanced functions.

To construct a sum for example, do the following:

1. Click on the cell that you want to contain the formula.

2. Press the equal sign (=) type “SUM(” (without the quotes), which will notify EXCEL that
you want to sum a range of cells.

3. Highlight the range of cells for which you want the sum. Type a “)”.

4. When you have the correct formula in the Formula Bar, click press
<Enter>. The total is displayed in the cell.

An even quicker way to Sum a column or row is to click on the SUM icon on the toolbar.
Look carefully at the range of cells that are selected. If you want to select a different range of
cells, simply click and drag the mouse over the range to select it.
Copying Formulas (Relative and Absolute Referencing)

To copy a formula from one cell to another, the default is relative referencing. For
example, if the simple addition formula “=(A1+B1)” is contained in cell C1, and is copied to cell
C2, the formula would change to “=(A2+B2)” to reflect the new row. To prevent this change (to
keep all or part of the formula the same when pasting elsewhere), you must add dollar signs
within the formula. For example, when copying “=(A1+$B$1)” the cell address A1 will change
relative to its new location when pasted to another cell, but the second part of the sum will
always be the value in cell B1.

Operator Description
– (minus sign) Subtraction
* (asterisk) Multiplication
/ (forward slash) Division
% (percent sign) Percent
^ (caret) Exponentiation
Comparison - You can compare two values with the following operators. When two values are
compared by using these operators, the result is a logical value, either TRUE or FALSE
= Equal to
< Less than
> Greater than
<= Less than or equal to
>= Greater than or equal to
<> Not equal to

Two Ways in Entering Formulas

1. Typing the entire formula including the cell addresses.
2. Typing the formula operators and selecting the cell references.

Creating a Chart

Use the Chart Wizard to present your data. Start by highlighting the range of data you
would like to include and then go to Insert > Chart, or click the Chart Wizard icon in the
toolbar. Then follow the four steps:

Step 1 – choose the type of chart or graph you wish to create

Step 2 – select the data range and the series names for your chart

Step 3 – title the chart and label the axes, as well as format the legend, gridlines, etc.

Step 4 – choose whether to place the chart in the existing worksheet or on a new page.

Once you have gone through all four steps, click Finish to see the chart. Changes can still
be made to any part of the chart by double clicking on the axes, series, labels, etc., or by using
the Chart Formatting toolbar that appears when the chart is selected.
Rename a Worksheet

Sheet1 or Sheet2 are generic names given to worksheets, but don’t mean much to the
average user. You can rename your worksheets for a better filing system.
1. Double-click the name on the worksheet tab.
2. Type the new name and press [Enter].

Insert Worksheets
1. Select the worksheet you would like to insert the new sheet in front of.
2. Go to the Insert menu and select Worksheet OR press [Alt][F11].

Delete a Worksheet
1. Select the worksheet(s) to be deleted.
2. Click the Edit menu and select Delete Sheet OR right-click and select Delete.

Copy Cell Contents

• Use The Keyboard. Type the entry in one cell. Select that cell, then press [Ctrl][C] to
copy the entry. Select the range of cells where you want to copy the entry, and press
[Ctrl][V] to paste.

TIP: To copy the contents from the

cell above press [Ctrl][’] (apostrophe).
 • Use The Right Mouse Button. Type the entry in a cell, right-click that cell, and
choose Copy from the shortcut menu. Select the range of target cells, right-click the
selection, and choose Paste from the shortcut menu.

• Use The Left Mouse Button. Type an entry in a cell, then click and hold the AutoFill
handle (bottom-right corner of that cell) and drag up, down, left, or right.

• Confirm the Array. Select the range of cells. Type the entry as you normally would
in the active cell of the range, but instead of pressing [Enter] to complete the entry,
press [Ctrl][Enter].

Inserting Functions

• Click the insert function button on the toolbar.

Commonly Used Functions

o AVERAGE – calculates the average of group of cells.

o COUNT – counts the number of cells that hold the values in the selected group of cells.

o IF – allows you to place a conditional function in a cell.

o MAX – returns the maximum value in a range of cells.

o MIN - returns the minimum value in a range of cells.

 Submitted To:
Ms. Connie V. Salmasan

Group 7
Leader:

Jamie Marie Tuazon

Members:

Collene Anne Casabon

Vivian Rose Dagoy

Kevin Kenneth Tan