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INTRODUCTION TO MICROSOFT EXCEL

Presentation · July 2019

DOI: 10.13140/RG.2.2.18849.15208/1

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Muhammad Abiodun Sulaiman

Federal University of Technology Minna
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Table of Contents
MICROSOFT EXCEL INTERFACE ....................................................................................................... 1
Home ........................................................................................................................................................ 2
Insert ........................................................................................................................................................ 3
Draw ......................................................................................................................................................... 5
Page Layout ............................................................................................................................................. 6
Formulas .................................................................................................................................................. 7
Data .......................................................................................................................................................... 8
Review .................................................................................................................................................... 10
View ........................................................................................................................................................ 11
Help ........................................................................................................................................................ 13

Table of Figures
Figure 1: Snapshot of Home Tab ...............................................................................3
Figure 2: Snapshot of Insert Tab ................................................................................5
Figure 3: Snapshot of Draw Tab ................................................................................6
Figure 4: Snapshot of Page Layout Tab.....................................................................7
Figure 5: Snapshot of Formulas Tab..........................................................................8
Figure 6: Snapshot of Data Tab ...............................................................................10
Figure 7: Snapshot of Review Tab...........................................................................11
Figure 8: Snapshot of View Tab ..............................................................................12
Figure 9: Snapshot of Help Tab ...............................................................................13

MICROSOFT EXCEL INTERFACE

The MS-Excel interface consists of groups of blocks arranged as rows and columns (also

known as cells). Rows are arranged horizontally, while columns are arranged vertically. Note

that each row specifies a particular entity, while each column specifies the attributes (features

or properties) of each entity contained in the rows. Usually, the first columns contain the

header/description of the information contained in subsequent columns, while the rows

contain information (data) about individual entities/observations. The arrangement of rows

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 and columns made up a Spreadsheet. Depending on the version of Microsoft Office installed

on your computer, the Microsoft Excel different functions (menu driven) arranged in order of

similarity of functions into tabs on its menu bar. These tabs include:

Home
The functions in the home tab are arranged in order of their similarity into sub-

headings which are:

i. Clipboard: for copying and pasting contents on the excel spreadsheet.

ii. Font: here, you get to format your input data by using choice font, font size,

switch between increase and decrease font size, bolden, underline and other

actions on your entries.

iii. Alignment: here, you get to align your entries, wrap texts, merge and center

texts, and other actions.

iv. Number: here, you get to change the data type of the input entries. This allows

for easy performance of operations on the entries. Please note that it is

essential to ensure that the right data type is selected while preparing your

input information for performing analytical operations.

v. Styles: here, you get to format your input entries to allow for easy spotting of

trends and patterns using bars, colors, and icons to visually highlight

important values. You can also format tables, and style cells.

vi. Cells: here, you get perform additional cell operations such as: inserting a new

cell, deleting an existing cell, and formatting cell(s).

2|Page
 vii. Editing: here, you get to perform operations such as sorting (either in

ascending or descending order), find & select, quick analysis, and other

editing operations.

viii. Analysis: here, you get to perform analysis to drive insights from the input data.

Figure 1: Snapshot of Home Tab

Insert
The functions in the insert tab are arranged in order of their similarity into sub-

headings which are:

i. Tables: this consist of pivot table (used to summarize input data), tables

(formatted tables).

ii. Illustrations: this allows for picture, shape, SmartArt, and similar objects into

the Excel spreadsheet.

iii. Add-ins: these are set of tools that makes the utilization of Excel easier for

users, as they allow for the performance of advanced analytic operations

3|Page
 which would have been difficult to handle using MS-Excel alone, but with the

add-ins in place, complex analyses can be done in less time and from the

comfort of MS-Excel.

iv. Charts: this section contains series of charts which can be used to visualize

input data. These charts include bar chart, histogram, pie chart, scatter plot

Etc.

v. Tours: for Geographical Information System (GIS) datasets; data containing

geographical information such as Longitude, Latitude, name of city, County,

Country Etc.

vi. Spark Lines: these are mini charts placed in single cells, each representing a

row in your selection.

vii. Filters: these are used to navigate through data points by setting certain

criterion. The two major tools available in this section is Filter to filter data

visually, and Timeline used to filter dates interactively.

viii. Links: used to insert links for quick access to a webpage or file.

ix. Comments: used to make notes about a specific part of the document

(spreadsheet).

x. Text & Symbols: used to insert either texts or symbols into the spreadsheet.

4|Page
Figure 2: Snapshot of Insert Tab

Draw
The functions in the insert tab are arranged in order of their similarity into sub-

headings which are:

i. Drawing tools: this allows for drawing objects in the spreadsheet using

varieties of tools such as: pen (of different thickness), eraser (for cleaning

part, or the entire drawn object).

ii. Convert: this allows for conversion of ink drawings to either shape(s) or

mathematical expressions.

iii. Replay: this automatically replay the creation of visible ink spaces.

5|Page
Figure 3: Snapshot of Draw Tab

Page Layout
The functions in the insert tab are arranged in order of their similarity into sub-

headings which are:

i. Themes: this allows for changing of themes, colors, fonts, and effects.

ii. Page Setup: this allows for the setting of margins, orientation, paper size, print

area and more.

iii. Scale to Fit: this allows for setting scale features such as Width, height, and

Scale.

iv. Sheet Options: this allows for enabling or disabling certain features on the

sheet such as: gridlines and headings.

v. Arrange: this allows for bringing/sending an object one step

forward/backward. i.e., bring the object in front of other objects, or hiding it

behind other objects.

6|Page
Figure 4: Snapshot of Page Layout Tab

Formulas
The functions in the insert tab are arranged in order of their similarity into sub-

headings which are:

i. Insert Functions: this allows for working with the formula in the current cell.

It also allows for choosing from the range of available formulas in Excel.

ii. Function Library: this presents users with varieties of functions carefully

curated under categories such as: Financial, Logical, Text, Etc.

iii. Defined Names: this allows for manipulation (creation, editing, and deletion,

and finding of all name references used in a spreadsheet). This allows for

naming a particular cell range and referencing the range with the assigned

name rather specifying the cells involved.

7|Page
 iv. Formular Auditing: this allows for precedency and dependency tracing; which

cell(s) is the selected cell dependent on, and which cell(s) is dependent on the

selected cell?

v. Calculation: this allows for choosing automatic/manual calculation of

formula(s).

Figure 5: Snapshot of Formulas Tab

Data
The functions in the insert tab are arranged in order of their similarity into sub-

headings which are:

i. Get and Transform data: MS-Excel allows for connecting to data from

external source(s) such as Facebook, SQL, MS-Access database, and other

sources. It also allows for the transformation of the connected data points.

This ensured that the data points (cells) are well formatted and are ready to

use for analytical purposes.

8|Page
 ii. Queries and Connections: this allows for data manipulation and connection

creation using advanced tools such as SQL (Structured Query Language) and

DAX (Data Analysis Expression).

iii. Data Types: this allows for conversion of selected cell(s) to either of

company’s database or stock database to retrieve relevant data.

iv. Sort and Filter: This allows for sorting (largest – smallest, or smallest –

largest, A – Z, Z – A, Etc.), filtering input data based on certain criterions.

v. Data Tools: this allows for data wrangling and cleaning. Here, we are

presented with tools that are used for removing duplicates, flash fill

(automatic filling of values), data validation, splitting a column of text into

multiple columns.

vi. Forecast: this allows for running a forecast analysis on input data, such that

we can have a glimpse of what to expect over a period, judging by the

previous record(s).

vii. Outline this allows for arranging cell contents into either of groups and/or sub-

groups and sub-totals.

9|Page
Figure 6: Snapshot of Data Tab

Review
The functions in the insert tab are arranged in order of their similarity into sub-

headings which are:

i. Proofing: this allows for grammatical proofing such as spell check,

workbooks statistics.

ii. Accessibility: ensures that the file follows best accessibility practices and

allows for MS-Office to fix issues quickly easy-to-follow directions or

recommendations.

iii. Insights: allows for learning more about selected text, such that you get to

definitions, images, and related points about the selected text.

iv. Language: allows for translating selected texts into other languages.

xi. Comments: used to add comment(s) about a specific part of the document

(spreadsheet).
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 v. Notes: used to add a note(s) about a specific part of the document

(spreadsheet).

vi. Protect: prevent unwanted changes from others, by limiting their ability to edit

the document.

Figure 7: Snapshot of Review Tab

View
The functions in the insert tab are arranged in order of their similarity into sub-

headings which are:

i. Sheet View: allows for quick navigation between the different sheets

contained in the document.

ii. Workbook View: sets the view format of a document and seeing how /what

the document will look like upon printing.

iii. Show: this presents users with the opportunity of choosing desired zoom

dimension.
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 iv. Window: presents users with an option of opening a new window (blank

spreadsheet), (un)freezing of panes, Etc.

v. Switch Window: this allows for swift navigation between opened workbooks.

vi. Macro: this allows for process automation by creating a macro which

performs a specific task. Users can also create a button and assign a macro to

this button for ease of navigation and getting things done.

Figure 8: Snapshot of View Tab

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 Help
The functions in the insert tab are arranged in order of their similarity into sub-

headings which are:

i. Help: this presents users with the opportunity of getting help through the listed

options on the tab such as: Online Help, Contact Support, Feedback, Training

and more.

ii. Community: this allows for interactions with fellow users of MS-Excel and

other Microsoft Office users.

Figure 9: Snapshot of Help Tab

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