CHAPTER 1: MICROSOFT EXCEL

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Microsoft Excel Basics

By: Carlo H. Godoy Jr
I. Getting Started with Excel
Excel 2016 Interface
1. Open excel
2. Select blank work book

3. The Ribbon contains groups and commands in a tabbed format

4. You can adjust how the Ribbon is displayed with the Ribbon Display Options
5. There are three modes in the Ribbon Display Options menu:Auto-hide Ribbon,
Show Tabs and Show Tabs and Commands

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 6. The Quick Access Toolbarlets you see common commands regardless if you
select a tab or not.
7. To add commands to the Quick Access Toolbar:
7.1 Click the drop-down arrow to the right of the Quick Access Toolbar
7.2 Select the command you want to add from the drop-down menu. To choose
from more commands, select More Commands
8. The Tell me box works like a search bar to help you quickly find tools or
commands you want to use

9. The Normal view is the default view for all worksheets in Excel
10. The Page Layout view displays how your worksheets will appear when printed.
You can also add headers and footers in this view
11. The Page Break view allows you to change the location of page breaks, which is
especially helpful when printing a lot of data from Excel
12. The Backstage view gives you various options for saving, opening a file, printing,
and sharing your workbooks
II. Cell Basics
 Columns are identified by letters (A, B, C), while rows are identified by numbers
(1, 2, 3)
 You can select multiple cells at the same time
 Cells can contain text, such as letters, numbers, and dates
 Cells can contain formatting attributes that change the way letters, numbers, and
dates are displayed
 Cells can contain formulas and functions that calculate cell values
Selecting Cells
 Click a cell to select it
 A border will appear around the selected cell, and the column heading and row
heading will be highlighted
Selecting Cell Range
 Click and drag the mouse until all of the adjoining cells you want to select are
highlighted
 Release the mouse to select the desired cell range

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Inserting Contents to a Cell
 Click a cell
 Type anything
 Press Enter
 The content will appear in the cell and the formula bar
Deleting/Clearing a Cell
 Select the cell(s) with content you want to delete
 Select the Clear command on the Home tab, then click Clear Contents
To copy and paste cell content
 Select the cell(s) you want to copy
 Click the Copy command on the Home tab, or press Ctrl+C on your keyboard
 Select the cell(s) where you want to paste the content
 Click the Paste command on the Home tab, or press Ctrl+V on your keyboard
To cut and paste cell content
 Select the cell(s) you want to cut
 Right-click the mouse and select the Cut command
 Select the cells where you want to paste the content
 Click the Paste command on the Home tab, or press Ctrl+V on your keyboard
Drag and Drop a Cell
 Select the cell(s) you want to move
 Hover the mouse over the border of the selected cell(s) until the mouse changes
to a pointer with four arrows
 Click and drag the cells to the desired location
 Release the mouse
How to use the fill handle
 Choose the cell(s) containing the content you want to use, then hover the mouse
over the lower-right corner of the cell so the fill handle appears
 Click and drag the fill handle until all of the cells you want to fill are selected
 Release the mouse to fill the selected cells
 Continuing a series with the fill handle
 Select the cell range that contains the series you want to continue
 Click and drag the fill handle to continue the series
 Release the mouse
Applying number formats

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  Click the Number Format drop-down menu in the Number group under the Home
Tab
 Select the format you want
Note: You may choose one of the quick number-formatting commands below the drop-
down menu
Formats:
1. Percentage formats
2. Date formats
3. Increasing and Decreasing
Decimal
4. Currency
5. Accounting
6. Time
7. Fraction
8. Scientific
9. Text
10. Special
11. Custom

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III. Modifying Rows, Columns and Cells
To modify column width
 Put the mouse over the column line in the column heading so the cursor
becomes a double arrow
 Click and drag the mouse to increase or decrease the column width
 Release the mouse
To AutoFit column width
 Place the mouse over the column line in the column heading so the cursor
becomes a double arrow
 Double-click the mouse
To modify row height
 Put the cursor over the row line so the cursor becomes a double arrow
 Click and drag the mouse to increase or decrease the row height
 Release the mouse
To modify all rows or columns
 Locate and click the Select All button just below the name box to select every
cell in the worksheet
 Position the mouse over a row line so the cursor becomes a double arrow
 Click and drag the mouse to increase or decrease the row height
 Release the mouse when you think it’s enough
To insert rows
Option 1:
 Choose the row heading below where you want the new row to appear
 Use the Insert command on the Home tab
Option 2:
 Right click the cell
 Click insert
 Choose row
To insert columns
Option 1:
 Choose the column heading below where you want the new column to appear
 Use the Insert command on the Home tab
Option 2:
 Right click the cell
 Click insert
 Choose column
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To delete a row or column
Option 1:
 Select the row/column you want to delete
 Usethe Delete command on the Home tab
Option 2:
 Right click the cell
 Click delete
 Choose either column/row
 Choose either entire column/row or just a cell up or below
To move a row or column
 Choose the desired column heading for the column you want to move
 Click the Cut command on the Home tab, or press Ctrl+X on your keyboard
 Choose the column heading to the right of where you want to move the
column
 Click the Insert command on the Home tab
 Choose Insert Cut Cells from the drop-down menu
To hide/unhide a row or column
 Choose the column/row you want to hide, right-click the mouse
 Use Hide from the formatting menu
 To unhide the columns, select the column/row on both sides of the hidden
column/row
To wrap text in cells
 Select the cells you want to wrap
 Use the Wrap Text command on the Home tab
To merge cells using the Merge & Center command
 Select the cell range you want to merge
 Use the Merge & Center command on the Home tab
Options:
1. Merge & Center
2. Merge Across
3. Merge Cells
4. Unmerge Cells
To center across selection
 Select the desired cell range
 Click the arrow on the lower-right corner of the Alignment group on the Home
tab
 Select Center Across Selection from the Horizontal drop-down menu

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Freezing rows
 Click the row below the row(s) to freeze
 Click the Freeze Panes command under the view tab, then choose Freeze
Panes from the drop-down menu
Freezing columns
 Click the column to the right of the column(s) to freeze
 Click the Freeze Panes command under the view tab, then choose Freeze
Panes from the drop-down menu
Unfreezing panes
 Click the Freeze Panes command
 Select Unfreeze Panes from the drop-down menu
To replace cell content
 Click the Find and Select under the Home Tab
 Select Replace from the drop-down menu
 Type the text you want to find in the Find what: field in the Find and Replace
dialog box
 Type the text you want to replace it with in the Replace with: field, then click
Find Next
 If you want to replace it, select one of the replace options. Choosing Replace
will replace individual instances, while Replace All will replace every instance
of the text throughout the workbook
III. Formatting Cells
Changing font size
 Select the cell(s) you want to change
 Click the drop-down arrow next to the Font Size command on the Home Tab
 Select the desired font size
Changing font
 Select the cell(s) you want to change
 Click the drop-down arrow next to the Font command on the Home Tab
 Select the desired font
Changing font color
 Select the cell(s) you want to change
 Click the drop-down arrow next to the Font Color command on the Home Tab
 Select the desired color
Using the Bold, Italic, and Underline commands
Select the cell(s) you want to change

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Click the Bold (B), Italic (I), or Underline (U) command on the Home tab depending
on your desired format
Adding a fill color
 Select the cell(s) you want to change
 On the Home tab, click the drop-down arrow next to the Fill Color command,
then select the fill color you want to use
Adding a Boarder
 Select the cell(s) you want to change
 On the Home tab, click the drop-down arrow next to the Borders command,
then select the border style you want to use
Applying a cell style
 Select the cell(s) you want to change
 Click the Cell Styles command on the Home tab
 Choose the desired style from the drop-down menu
To change horizontal text alignment
 Select the cell(s) you want to change
 Click one from three horizontal alignment commands on the Home tab
To change vertical text alignment
 Select the cell(s) you want to change
 Click one from three vertical alignment commands on the Home tab
IV. Saving
 Locate and Click the Save command on the Quick Access Toolbar
 If you're saving the file for the first time, the Save As pane will appear in
backstage view
 The Save As dialog box will appear. Select the location where you want to
save the workbook
 Put a file name and hit save
V. Creating Simple Formulas
How to create a formula
 Select the cell you want to put the formula
 Type the equals sign (=)
 Type the cell address of the cell 1 in the formula
 Add the mathematical operator you want to use
 Type the cell address of the cell 2 in the formula
 Press Enter
Using the point-and-click method

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  Select the cell that will contain the formula
 Select the cell you want to reference first in the formula
 Type the equals sign
 Type the mathematical operator you want to use
 Select the cell you want to reference second in the formula
 Press Enter
Copying formulas using the fill handle
 Select the cell containing the formula you want to duplicate
 After you release the mouse
 Editing a formula
 Select the cell containing the formula you want to edit
 Option 1: Click the formula bar to edit the formula, Option 2: double-click the
cell to view and edit the formula
 When the boarder appears, press Enter
VI. Worksheet Basics
Creating a new blank Worksheet
 Click File
 Click New
Open an existing Worksheet
 Click File
 Click Open
 Select Computer
 Click on Browse
 Choose the location
 Double click the file you want to open
Pinning a Worksheet
 Click File
 Click Open
 Hover the mouse over the worksheet you want to pin
 Click the pushpin icon
 To unpin a workbook
 Click the pushpin one more time
Creating a new workbook from a template
 Click File
 Click New
 Select a template to review it
 Click Create to use desired template
Converting a workbook

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  Click File
 Click Convert
 The Save As dialog box will appear. Select the location where you want to
save the workbook, enter a file name for the workbook, and click Save
To reference cells across worksheets
 Locate the cell you want to reference, and note its worksheet
 Navigate to the desired worksheet
 Locate and select the cell where you want the value to appear
 Type the equals sign (=), the sheet name followed by an exclamation point (!),
and the cell address.
 Press Enter on your keyboard
Opening a new window for the current workbook
 Click the New Window command under the view tab
Splitting a worksheet
 Select the cell where you want to split the worksheet
 Click the Split command under the view tab
Inserting a new worksheet
 Locate and click the New sheet button near the bottom-right corner of the
Excel window
Copying a worksheet
 Right-click the worksheet you want to copy
 Click Move or Copy from the worksheet menu
 The Move or Copy dialog box will appear. Choose where the sheet will appear
in the before sheet: field
 Check the box next to Create a copy
 Click OK
Renaming a worksheet
 Right-click the worksheet you want to rename
 Click Rename from the worksheet menu
 Put a name
 Click anywhere outside the worksheet tab, or press Enter on your keyboard
Moving a worksheet
 Click and drag the worksheet you want to move until a small black arrow
appears above the desired location
 Release the mouse
Changing the worksheet tab color
 Right-click the desired worksheet tab
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  Hover the mouse over Tab Color
 On the Color menu, select the desired color
Deleting a worksheet
 Right-click the worksheet you want to delete
 Click Delete from the worksheet menu
To group worksheets
 Select the first worksheet you want to include in the worksheet group
 Press and hold the Ctrl key on your keyboard
 Select the next worksheet you want in the group
 Continue to select worksheets until all of the worksheets you want to group
are selected, then release the Ctrl key
To ungroup worksheets
 Right-click a worksheet in the group
 Select Ungroup Sheets from the worksheet menu
Checking Spelling in a worksheet
 Click the Spelling command under the review tab
 On the spelling dialog box, choose a suggestion (Note: For each spelling error
in your worksheet, Spell Check will try to offer suggestions for the correct
spelling)
 Click Change to correct the error
 Click OK to close Spell Check on the next dialog box
Options in Ignoring spelling "errors"
1. Ignore Once
2. Ignore All
3. Add
Finding contents
 Click Find and Select under the Home Tab
 Select Find from the drop-down menu
 Enter the content you want to find in the dialog box
 Click Find Next (Note: Click Find Next to find further instances or Find All to
see every instance of the search term)
 Click Close to exit
Using Document Inspector
 Click File
 Click Check for Issuesfrom the Info pane
 Select Inspect Document from the drop-down menu (Note: You may be
prompted to save your file before running Document Inspector)

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  On the Document Inspector check or uncheck boxes, depending on the
content you want to review, then click Inspect
 When the inspection results appears you may now hit close
Protecting your workbook
 Click File
 Click Protect Workbookfrom the Info pane
 In the drop-down menu, choose the option that you want
 Click ok when a dialog box appears
Turning on Track Changes
 Click the Track Changes command under the Review tab
 Select Highlight Changes from the drop-down menu
 When the Highlight Changes dialog box appears, Check the box next to Track
changes while editing
 Verify that the box is checked for Highlight changes on screen
 Click OK
 If prompted, click OK to allow Excel to save your workbook
 Select the edited cell to see a summary of the tracked changes
To list changes on a separate worksheet
 Save your workbook
 Click the Track Changes command under the Review Tab
 Select Highlight Changes from the drop-down menu
 When the Highlight Changes dialog box appears, Check the box next to List
changes on a new sheet
 Click OK
Reviewing tracked changes
 Click Track Changes under the Review Tab
 Select Accept/Reject Changes from the drop-down menu
 If prompted, click OK to save your workbook
 When the dialog box appears, Make sure the box next to the When: field is
checked and set to Not yet reviewed
 Click OK
 Click Accept or Reject for each change in the workbook when another dialog
box appears
 Uncheck the box next to Track changes while editing when another dialog box
appears
 Click OK
 Click yes to confirm that you want to turn off Track Changes and stop sharing
your workbook
Note: Even after accepting or rejecting changes, the tracked changes will still appear
in your workbook. To remove them completely, you'll need to turn off Track Changes.

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From the Review tab, click Track Changes, then select Highlight Changes from the
drop-down menu
Adding a comment
 Click the cell
 Click New Comment under the Review Tab
 Type your comment when a comment box appears
 Click anywhere outside the box to close the comment (The comment will be
added to the cell, represented by the red triangle in the top-right corner)
 Select the cell again to view the comment
Editing a comment
 Click the cell
 Click Edit Comment under the Review Tab
 Edit the comment when the comment box appears
 Click anywhere outside the box to close the comment
Showing or hiding comments
 Click Show All Comments under the Review Tab (All comments in the
worksheet will appear)
 Click the Show All Comments command again to hide them
Deleting a comment
 Click the cell
 Click Delete under the Review Tab
VII. Printing
1. Go to the File tab.

2.Select Print.

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3. Select the desired printer

Printing active sheets

 Select the worksheet you want to print
 Click the first worksheet, hold the Ctrl key on your keyboard to print multiple
worksheets
 Click any other worksheets you want to select
 Navigate to the Print pane
 Select Print Active Sheets from the Print Range drop-down menu
 Click Print
Printing entire workbook
 Go to the Print pane
 Choose Print Entire Workbook from the Print Range drop-down menu
 Click Print
To print a selection
 Highlight the Cells
 Go to the Print pane
 Choose Print Selection from the Print Range drop-down menu

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  Click Print
To fit content before printing
 Go to the Print pane
 Select the desired option from the Scaling drop-down menu
 To include Print Titles
 Click the Page Layout tab on the Ribbon
 Click the Print Titles command
 Choose rows or columns to repeat on each page in the Page Setup dialog
box
 Click the Collapse Dialog button next to the Rows to repeat at top: field
 Select the row(s) you want to repeat at the top of each printed page when the
cursor became a small selection arrow, and the Page Setup dialog box is
collapsed
 Click the Collapse Dialog button again when row 1 is already added to the
Rows to repeat at top: field (Note: To repeat a column as well, use the same
process shown in steps 4 and 5)
 Click OK
To adjust page breaks
 Click the Page Break Preview command to change to Page Break view
 Click and drag one of these lines to adjust that page break (Note: Vertical and
horizontal blue dotted lines denote the page breaks)
To modify margins in the Preview pane
 Go to the Print pane
 Select the margin size from the Page Margindrop-down menu

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 Activity # 1
Name : ____________________________________ Date: ________________________

User Account : ______________________________ Computer Number: _____________

I. Topic

Getting Started With Excel 2016

II. Course Learning Outcome

1. Student should be familiar with the excel 2016 environment.

III. Objectives

At the end of this activity student will be able to:

1. Know how to navigate excel 2016.
2. Value the importance of knowing the ins and out of excel 2016.
3. Apply what is learned and create your own spreadsheet.

IV. Problem Specification.

Create a spreadsheet and perform the ff: functions Save, Email, Quick Print

V. Solution

1. Open a new spreadsheet

2. Modify Ribbon Display Options to Show Tabs
3. Click the dropdown on Quick Access Toolbar
4. Click Save, Email, Quick Print
5. Click View and Screenshot the appearance

VI. Output

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 Activity # 2
Name : ____________________________________ Date: ________________________

User Account : ______________________________ Computer Number: _____________

I. Topic

Cell Basics

II. Course Learning Outcome

1. Student should know be familiar with the Basics of a Cell

III. Objectives

At the end of this activity student will be able to:

1. Know the basics of a cell.

2. Value the importance of knowing how a cell is important in creating a spreadsheet.

3. Apply what is learned and create a spreadsheet.

IV. Problem Specification.

Create 5 Columns that will list all the names of your classmates then duplicate it in 5 rows
and put 5 colors per column to indicate the color coding

V. Rubrics

1.25 Mastery The student knows the topic

2.0 Near Mastery The student knows the topic but no mastery yet

3.0 Limited Mastery The student knows a little bit the topic and no mastery yet

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 Activity # 3
Name : ____________________________________ Date: ________________________

User Account : ______________________________ Computer Number: _____________

I. Topic

Formatting a Cell

II. Course Learning Outcome

1. Student should know how to format a Cell

III. Objectives

At the end of this activity student will be able to:

1. Know how to edit a cell in their desired style

2. Value the importance of knowing how to edit a cell
3. Apply what is learned and edit the previous activity using a new style
IV. Problem Specification.

Edit the spreadsheet on the previous activity and change the font style using
Aharoni(column), Algerian(column2/3), Batang(column4/5) and change the cell styles to
accent(column1 to 5).

V. Solution

1. Open the previous activity

2. Highlight all cells in column1, On the Home tab, click the drop-down arrow
next to the Font command and choose aharoni
3. Highlight all cells in column2 and column 3, On the Home tab, click the drop-
down arrow next to the Font command and choose algerian
4. Highlight all cells in column 4 and column 5, On the Home tab, click the
drop-down arrow next to the Font command and choose batang
5. Highlight all cells from column1 to 5, then Click the Cell Styles command on
the Home tab and choose accent2

VI. Output

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 Activity # 4
Name : ____________________________________ Date: ________________________

User Account : ______________________________ Computer Number: _____________

I. Topic

Creating Basic Formula

II. Course Learning Outcome

1. Student should know how to create a simple formula.

III. Objectives

At the end of this activity student will be able to:

1. Know how to create a simple formula.

2. Value the importance of a formula in a spreadsheet.
3. Apply what is learned and create a spreadsheet with a simple formula.
IV. Problem Specification.

Create a multiplication table using excel 2016

V. Rubrics

1.25 Mastery The student knows the topic

2.0 Near Mastery The student knows the topic but no mastery yet

3.0 Limited Mastery The student knows a little bit the topic and no mastery yet

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