You are on page 1of 6

A spreadsheet (spreadsheet program) is a computer application that allows the user to manipulate

tables consisting of rows and columns of data. The data may be in the form of numbers,
formulas, or text. Spreadsheets can be used for storing, editing and analyzing numerical data,
including financial statements, statistical statements and “What-if?” financial projections. The
application allows for the creation of charts to aid financial or statistical presentations.

LESSON 1: EXCEL® BASICS

Starting Excel®

 Activate the Windows® Start menu.

 From the Programs menu, select the Microsoft® Office folder, then select Microsoft®
Office Excel® 2007.

A blank worksheet appears. This is where you will prepare your spreadsheet. Excel® assigns
“Book 1" in the Title bar as the workbook name until you provide a name.

In Excel®, a workbook is the file in which you work and store your data. By default, a
workbook contains three sheets but more can be added. This allows the user to organize related
data in a single file.

Data can be entered and edited on several worksheets simultaneously. Calculations can be
performed based on data from multiple worksheets. When a chart is created, it can be placed on
the worksheet with its related data or on a separate sheet.

The names of the sheets appear on tabs at the bottom of the workbook window. The active sheet
is Sheet1; however the other sheets can be activated by clicking on the respective sheet name
tab. Sheets can be renamed to reflect the data they contain.

CaFSET (Antigua) Office Workbook. Written by Richard Lewis and Jessie Lewis © 2009 by CaFSET (Antigua) 69
Excel® Workbook Lesson 1: Excel® Basics

Parts of a Worksheet

A worksheet is divided into rows and columns. The rows are indicated by numbers, which
appear to the left of the worksheet (1 to 1048576), while the columns are indicated by letters,
which appear above the worksheet (A to XFD).
Quick Access Toolbar Ribbon Title
Office Button Formula Bar
Pointer
Pointer

Name Box
Column Headings
Cell Pointer

Worksheet Area Vertical Scroll Bar


Row Headings

Sheet Tab Status Bar Horizontal Scroll Bar Zoom Control


Mode Indicator
View Shortcuts

A row and a column intersect to form a cell. Each cell has an address consisting of a column
letter followed by a row number (for e.g., B6 - where column B and row 6 intersect). The active
cell is indicated by a rectangular highlight called the cell pointer or cell indicator. The address
of the active cell is displayed in the Name Box, while the content of the active cell is displayed
in the Formula Bar.

The spreadsheet operates in different modes (e.g., Ready, Enter and Edit). The mode is indicated
by the mode indicator (at the bottom left of the status bar). Excel® is ready to accept data when
the mode indicator displays Ready. When an entry is being made in a cell, the mode indicator
displays Enter. When the content of a cell is being edited, the mode indicator shows Edit.

Navigating within Excel®

Tab Moves the cell pointer one cell to the right


Shift + Tab Moves the cell pointer one cell to the left
Home Takes you back to column A from anywhere on the worksheet

70 CaFSET (Antigua) Office Workbook. Written by Richard Lewis and Jessie Lewis © 2009 by CaFSET (Antigua)
Excel® Workbook Lesson 1: Excel® Basics

Ctrl + Home Takes you back to cell A1 from anywhere on the worksheet
Ctrl  Takes you back to column A from anywhere on the worksheet
Ctrl  Takes you to column XFD (the last column on the worksheet)
Ctrl  Takes you to row 1 in a blank worksheet or the last row containing data
Ctrl  Takes you to row 1,048,576 (the last row on the worksheet)
Page Up Takes you one page up from the current cursor position
Page Down Takes you one page down from the current cursor position
Ctrl + PgUp Switches to the previous worksheet
Ctrl + PgDn Switches to the next worksheet
Arrow keys Move the cell pointer one cell to the left, right, up or down
F5 (GOTO) Takes the cell pointer to a specified cell
Delete Erases the contents of a cell

In editing an entry
F2 Enters the Edit mode
Ctrl  Moves the insertion point (cursor) to the left or beginning of the word or value
Ctrl  Moves the insertion point to the beginning of the next word or value
Home Moves to the beginning of the entry
End Moves to the end of the entry
Backspace Erases the characters to the left of the insertion point
Delete Erases the highlighted selection or the characters to the right of the insertion point
Esc Erases all characters in the entry (before the enter key is pressed)

In selecting a range
Shift  Selects the current cell along with the cell to the left
Shift  Selects the current cell along with the cell to the right
Shift  Selects the current cell along with the cell above
Shift  Selects the current cell along with the cell below
Shift + PgDn Selects one page down from the insertion point
Shift + PgUp Selects one page up from the insertion point

Error Values in Excel®


Sometimes, you may encounter error values when working with formulas and functions.
Following is a list of some of these error values.

Error Cause
#DIV/0! The formula contains an explicit division by zero (0) or the divisor is
referencing a blank cell or a cell that contains a zero value
#N/A Missing data in a formula or missing argument in a function
#NAME? Using a name that does not exist, missing quotation marks in a text, missing
colon in a range reference or misspelling the name of a function
#NUM! Using an incorrect value or a non-numeric argument where a numeric
argument is required
#REF! Invalid cell referencing or reference to cells that have been deleted
#VALUE! Using text in a formula where a number or logical value is required
##### The cell width is too small for the value returned from a formula or a function

CaFSET (Antigua) Office Workbook. Written by Richard Lewis and Jessie Lewis © 2009 by CaFSET (Antigua) 71
Excel® Workbook Lesson 2: Creating a Basic Excel® Worksheet

LESSON 2: CREATING A BASIC EXCEL® WORKSHEET

Entering Data

Unless otherwise specified, Excel® will automatically align labels to the left of a cell and values
to the right.

Exercise 1

Let us prepare a worksheet to show the Sales figures, by Quarter, for the different branches of
R & J Health Stores (for the year 2008).

 Move the mouse pointer to cell C1 and click. The cell pointer moves to cell C1. (This
may also be done by the use of the cursor control keys - arrow keys).

 Type the following and then press the Enter key:

R & J HEALTH STORES

 Move the cell pointer to cell A4 and type:

BRANCHES

 Use the right arrow key to move to cell B4. Enter the following in cells B4, C4, D4 and
E4, respectively:

1st QUARTER
2nd QUARTER
3rd QUARTER
4th QUARTER

The labels will extend beyond the right border of each cell. This will be adjusted later.

 In cells A5 through to A9, respectively, enter:

English Harbour
High Street
Main Street
Market Street
Old Parham Rd.

 In cells B5 through to E9 (written as B5:E9), enter the following sales figures:

72 CaFSET (Antigua) Office Workbook. Written by Richard Lewis and Jessie Lewis © 2009 by CaFSET (Antigua)
Excel® Workbook Lesson 2: Creating a Basic Excel® Worksheet

If you need to edit the contents of any cell, move the cell pointer to that cell and press the
F2 (Edit) function key, make the changes and then press Enter.

Saving a Worksheet

 Click the Microsoft® Office button.

 Click Save As

 Type Excel Lesson 2 in the slot provided for the filename, and press the Enter key or
click Save. (Remember to select the medium on which you wish to save your file.)

Previewing a Worksheet

 Place the cell pointer in cell A1. Press and hold down the Shift key. Use the right and
down arrow keys to move the cell pointer across to cell E9. The range of cells (A1:E9) is
now highlighted.

The mouse could also be used to select the range (group) of cells to be printed.
With the mouse pointer positioned in cell A1, press and hold down the left mouse button.
Drag the cell pointer across and down to cell E9 and then release the mouse button.

 Click on the Page Layout tab.

 Select the Set Print Area option from Print Area in the Page Setup group.

 Click the Microsoft® Office button.

 Select the Print Preview option from Print. The paper-layout of the document appears.

 Press Esc to exit Print Preview.

CaFSET (Antigua) Office Workbook. Written by Richard Lewis and Jessie Lewis © 2009 by CaFSET (Antigua) 73
Excel® Workbook Lesson 2: Creating a Basic Excel® Worksheet

Printing a Worksheet

 Click the Microsoft® Office button.

 Click Print (the shortcut is Ctrl + P).

Note: If more than one copy is required, specify this in the slot provided (Number of copies).

 Click OK to send the worksheet to the printer.

 Click on the Page Layout tab.

 Select the Clear Print Area option from Print Area in the Page Setup group.

 Save your work.

Closing a Worksheet

 Close the worksheet by selecting the Close option from the Microsoft® Office button.

Note: Another way to close the worksheet is to click on the worksheet’s Close button .

Exiting Excel®

 Click the Microsoft® Office button.

 Click Exit Excel.

Note: Another way to exit Excel® is to click on the Close button located in the Title bar.

You should now be back at the Windows® desktop.

74 CaFSET (Antigua) Office Workbook. Written by Richard Lewis and Jessie Lewis © 2009 by CaFSET (Antigua)