Introduction to Computing

Lab # 3 Introduction to MS Excel

 Getting Familiar with Microsoft Excel

MICROSOFT POWER POINT Microsoft Excel is the most widespread program for creating spreadsheets on the market today. Spreadsheets allow you to organize information in rows and tables (which create cells), with the added bonus of automatic mathematics. Spreadsheets have been used for many, many years in business to keep track of expenses and other calculations. Excel will keep track of numbers you place in cells, and if you define cells to refer to each other, any changes made in one cell will be reflected in these referring cells. It sounds a bit complicated, but Excel makes it all a breeze.

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Microsoft Excel will automatically open with a blank spreadsheet spanning many columns and rows. You will notice a number of toolbars with many more options included.
Prepared by Engr. Nusrah Kanwal 22

which have been placed in bold. SIMPLE FORMULAS: "92. C2. you call it by its column letter." The current cell(s) will always be listed in the "Name Box. while text automatically aligns to the left. This gives an average of the three grades. and will change itself to reflect each new row. The formula will be copied down in each cell. Prepared by Engr. If you wanted to do the same for students 2 through 5. you would enter in similar formulas for each cell from "E3" to "E6" replacing the column and row numbers where appropriate. click the bottom right corner of the selection box. An easy method to replicate formulas is to select the cell which contains the original formula ("E2" in this case). which is then shown in the cell "E2" (where the formula was entered).67" was not entered as the contents for cell "E2. As you'll notice." The "formula bar" has the following entered into it: =(B2+C2+D2)/3 By following the normal order of operations. To refer to a particular cell. and drag down several rows (to "E6" in this example)." which appears on the left below the toolbars. numbers. and then by its row letter. or formulas (don't worry about formulas quite yet). Nusrah Kanwal 23 . keeping track of the grades for five students.Introduction to Computing Lab # 3 Introduction to MS Excel You have a huge window of cells in front of you. and D2) are all added to each other. the cell in the uppermost left corner would be "A1. What can you do with them? Cells can contain text. Room has been allowed at the top and the left for column and row headings. and then divided by 3. numbers automatically align to the right. A SIMPLE SPREADSHEET: This is what a basic spreadsheet may look like. For example. the contents of the three cells in parenthesis (B2.

Excel will sort your information with the specifications you entered. Select Insert >> Rows. To insert a new column. To insert a new blank row. let’s select “Then by” as “Grade 3” just for the practice of doing so (“Descending” order. which is in Column E. Select Insert >> Columns. place your cursor directly below where you would like a new row. Let’s sort it by the average grade. Nusrah Kanwal 24 . For example.Introduction to Computing Lab # 3 Introduction to MS Excel INSERT ROWS & COLUMNS: You may find that you need to insert a new. A new window will appear asking how you would like to sort the information. SORTING: One of Excel’s powerful features is its ability to sort. If there were other criteria you wished to sort by as secondary measures. let’s take our student grade example from above. Now let’s select the “Sort” option from the “Data” menu. you could do so. place the cursor in a cell directly to the right of where you would like the column. while still retaining the relationships among information. as well). blank row where there isn't a blank row any more. What if we wanted to sort the grades in descending order? First. The results should look something like this: Prepared by Engr. let’s select the information we want to sort. be sure to set by “Descending” order.

Prepared by Engr. Next. highlight the data. Let’s create a column chart from the student grade data from before.Introduction to Computing Lab # 3 Introduction to MS Excel CELL FORMATTING: You may notice that. You can also set the formatting for things such as the date. as you increase the cell’s width. by default. For example. Excel will leave as many decimal points as possible within the cell’s width restraints. Nusrah Kanwal 25 . experiment with the settings to see what works best for you. the number of decimal points increases. Select “Cells” from the “Format” menu. CHART WIZARD: Excel allows you to create basic – to – intermediate charts based off of information and data within your spreadsheets. The other tabs provide even more ways to customize your spreadsheet and its appearance. etc. A new window will appear with a wide variety of ways in which to customize your spreadsheets. First. time. The “Font” tab will also allow you to change the default font used on the spreadsheet. currency. if we wanted to set the percentages fixed to only two decimal points. select “Chart” from the “Insert” menu. you can make this selection under the “Number” category within the “Number” tab.

2D column chart). “Series in” allows you to choose by which value you want to arrange the chart. and pick the first sub-type on the right (a normal. Click “Next. Prepared by Engr.Introduction to Computing Lab # 3 Introduction to MS Excel A new window will appear asking which type of chart you would like to create. etc. Select “Column” from the “Chart Type” on the left side. let’s do a basic pie chart. you’ll be asked to select your “data range”. it should already be entered into the appropriate area.” In this window.) and comparing the student scores next to each other. Let’s arrange it by rows. Since you’ve already selected the area before. this will break it down by “Grade” (such as Test 1. Test 2. this is the area of your spreadsheet that you wish to generate a chart from. Nusrah Kanwal 26 . For this example.

Introduction to Computing Lab # 3 Introduction to MS Excel Click “Next. you will place it within the same spreadsheet.” and your chart will appear in your spreadsheet! Prepared by Engr. Nusrah Kanwal 27 . Click “Finish.” The final step will ask whether you want the chart as an object in your current spreadsheet or in a new one.” In step three you can give the chart a name (“Chart Title”). Click “Next. generally. label the X and/or Y axis. etc.

so that it is ticked Click OK Type some text and note how it wraps Press the Enter Key MERGING CELLS: Sometimes you may want a particular effect that can best be achieved by merging cells. Drag this down to A12 and then release the button Excel should have filled in the months of the year Now try days of the week (type mon or monday) Fill two adjacent cells with 0 and 5. as in the example. select cells Click on the Alignment tab Tick the Merge cells box Prepared by Engr. A1:A6) Type some characters or a number Press the Ctrl and Enter keys at the same time Remove the highlighting by clicking in any cell WORD WRAP: A long string of text can be made to wrap onto several lines within a cell using this facility. To merge cells: Select the cells that are to be merged From the Format menu. Nusrah Kanwal 28 . Click in a cell and then select Cells from the Format menu Click on the Alignment tab Click in the wrap text box. try the following: On a new worksheet. You can read all about this in the built-in Help For now. click in A1 Type Jan Point precisely to the fill handle (small black +) in the bottom right-hand corner of the cell.Introduction to Computing Lab # 3 Introduction to MS Excel AUTOFILL: Excel has an AutoFill facility that is very useful. 15. Highlight an area of cells (for example. select both cells and drag the fill handle to generate 10. 20…… FILLING CELLS WITH THE SAME DATA: There is a quick way of entering the same data into a range of cells.

you may wish to click the Wrap text box as well Click OK To unmerge cells: Select the cells to be unmerged From the Format menu. Enter values in the Header/Footer fields to indicate how far from the edge of the page this text should appear. MARGINS: Change the top. bottom. To force a worksheet to be printed on one page. and add headers and footers. Prepared by Engr. Nusrah Kanwal 29 . The size of the worksheet on the page can also be formatted under the Scaling title. Select the Orientation under the Page tab in the Page Setup dialog box to make the page Landscape or Portrait. and right margins under the Margins tab.Introduction to Computing Lab # 3 Introduction to MS Excel If the upper left cell of those selected contains a lot of text. select Cells Click on the Alignment tab De-select the Merge cells box Click OK PAGE SETUP: The page setup allows you to format the page. set margins. select Fit to 1 page(s). To view the Page Setup select File > Page Setup from the Menu bar. left. Check the boxes for centering Horizontally or Vertically to center the page.

Nusrah Kanwal 30 .Insert the page number of each page. center. Page Number . Date . Time . Total Number of Pages . Size.Add the current time. Format Text – After highlighting the text click this button to change the Font.Add the current date. click the Custom Header or Custom Footer buttons. Tab Name .Introduction to Computing Lab # 3 Introduction to MS Excel HEADER/FOOTER: Add preset Headers and Footers to the page by clicking the drop-down menus under the Header/Footer tab. and Style. If the worksheet is several pages long and only the first page includes titles for the columns. SHEET: Click the Sheet tab and check Gridlines box under the Print section if you want the gridlines dividing the cells to appear on the page. or right on the page. or to make your own.Add the name of worksheet. File Name . A new window will open allowing you to enter text in the left. select Rows to repeat at top from the Print titles section to choose a title row that will be printed at the top of each page.Use this feature along with the page number to create strings such as "page 1 of 15". To modify a preset Header or Footer.Add the name of the workbook file. Prepared by Engr.

Students of Grade I Male Name Age Color of Eyes Hair Name Female Age Color of Eyes Hair Students of Grade II Male Name Age Color of Eyes Hair Name Female Age Color of Eyes Hair L3_T2. L3_T3.Introduction to Computing Lab # 3 Introduction to MS Excel LAB TASKS L3_T1. Prepared by Engr. Use Excel to create the visa application form. Use Excel to create this simple form. which calculates the average of 5 subjects for a student. Create a mark sheet on Microsoft excel. Nusrah Kanwal 31 . given on the next page.

Nusrah Kanwal 32 .Introduction to Computing Lab # 3 Introduction to MS Excel Prepared by Engr.

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