UNIT-1: Concepts of worksheet

1.1 Fundamentals of Worksheet:

A worksheet is a collection of cells where you keep and manipulate the data.
Each Excel workbook can contain multiple worksheets.
A worksheet is a collection of rows and columns. When a row and a column
meet, they form a cell. Cells are used to record data. Each cell is uniquely
identified using a cell address. Columns are usually labelled with letters while
rows are usually numbers.
A workbook is a collection of worksheets. By default, a workbook has three cells
in Excel. You can delete or add more sheets to suit your requirements. By
default, the sheets are named Sheet1, Sheet2 and so on and so forth. You can
rename the sheet names to more meaningful names i.e. Daily Expenses,
Monthly Budget, etc.

1.1.1
Concepts of workbook
A workbook is a file that contains one or more worksheets to help you
organize data. You can create a new workbook from a blank workbook or a
template.
 UNIT-1: Concepts of worksheet

1. Active Cell: A cell which is currently selected. It will be highlighted by a

rectangular box and its address will be shown in the address bar. You can
activate a cell by clicking on it or by using your arrow buttons. To edit a cell, you
double-click on it or use F2 to as well.
2. Columns: A column is a vertical set of cells. A single worksheet contains 16384
total columns. Every column has its own alphabet for identity, from A to XFD.
You can select a column clicking on its header.
3. Rows: A row is a horizontal set of cells. A single worksheet contains 1048576
total rows. Every row has its own number for identity, starting from 1 to
1048576. You can select a row clicking on the row number marked on the left
side of the window.
4. Fill Handle: It’s a small dot present on the lower right corner of the active cell. It
helps you to fill numeric values, text series, insert ranges, insert serial numbers,
etc.
5. Address Bar: It shows the address of the active cell. If you have selected more
than one cell, then it will show the address of the first cell in the range.
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6. Formula Bar: The formula bar is an input bar, below the ribbon. It shows the
content of the active cell and you can also use it to enter a formula in a cell.
7. Title Bar: The title bar will show the name of your workbook, followed by the
application name (“Microsoft Excel”).
8. File Menu: The file menu is a simple menu like all other applications. It contains
options like (Save, Save As, Open, New, Print, Excel Options, Share, etc).
9. Quick Access Toolbar: A toolbar to quickly access the options which you
frequently use. You can add your favorite options by adding new options to
quick access toolbar.
10. Ribbon Tab: Starting from the Microsoft Excel 2007, all the options menus are
replaced with the ribbons. Ribbon tabs are the bunch of specific option group
which further contains the option.
11. Worksheet Tab: This tab shows all the worksheets which are present in the
workbook. By default you will see, three worksheets in your new workbook with
the name of Sheet1, Sheet2, Sheet3 respectively.
12. Status Bar: It is a thin bar at the bottom of the Excel window. It will give you an
instant help once you start working in Excel.

adding worksheet
You can insert as many worksheets as you want. To quickly insert a
new worksheet, click the plus sign at the bottom of the document window.

formula bar
Excel formula bar is a special toolbar at the top of the Excel worksheet window,
labeled with function symbol (fx). You can use it to enter a new formula or copy
an existing one.
 UNIT-1: Concepts of worksheet
The formula bar comes very handy when you are dealing with a pretty long
formula and you want to view it entirely without overlaying the contents of the
neighbour cells.
The formula bar gets activated as soon as you type an equal sign in any cell or
click anywhere within the bar.

In the modern versions of Excel, you can unhide formula bar by going to
the View tab > Show group and selecting the Formula Bar option.

Insert Cell
Step 1. Choose the cell or numbers of cells where you want to add new cells.
Meaning if you want to add ten new cells then select ten cells on the worksheet.

Step 2. If you want to terminate any selection then simply click on any cell from
the worksheet to cancel the selection.

Step 3. Next, go to the Home tab and click on "Insert" from the Cells category.

Step 4. Now, click on "Insert Cells" to continue.

 UNIT-1: Concepts of worksheet

Delete worksheet
To delete a worksheet, right click on a sheet tab and choose Delete.
1. For example, delete Sheet2.

format cells
When we format cells in Excel, we change the appearance of a number without
changing the number itself. We can apply a number format (0.8, $0.80, 80%, etc)
or other formatting (alignment, font, border, etc).
1. Enter the value 0.8 into cell B2.
2. Select cell B2.
3. Right click, and then click Format Cells (or press CTRL + 1).
 UNIT-1: Concepts of worksheet

cell size (row-height, column weight)

Resize rows
 UNIT-1: Concepts of worksheet
1. Select a row or a range of rows.
2. On the Home tab, in the Cells group, select Format > Row Width.
3. Type the row width and select OK.

Resize columns
1. Select a column or a range of columns.
2. On the Home tab, in the Cells group, select Format > Column Width.
3. Type the column width and select OK.

Automatically resize all columns and rows to fit the data

1. Select the Select All button Select All at the top of the worksheet, to
select all columns and rows.
2. Double-click a boundary. All columns or rows resize to fit the data.

rename worksheet
To give a worksheet a more specific name, execute the following steps.
1. Right click on the sheet tab of Sheet1.
2. Choose Rename.

Protect sheet
1. Right click a worksheet tab.
 UNIT-1: Concepts of worksheet
2. Click Protect Sheet.
3. Enter a password.
4. Check the actions you allow the users of your worksheet to perform.
5. Click OK.
6. Confirm the password and click OK.

lock cell
1. Select the cells you want to unlock.
2. Click the Format button on the Home tab.
3. Select Format Cells.
4. Click the Protection tab.
5. Clear the Locked check box.
You can also toggle the lock on and off by clicking the Format button and
selecting Lock Cell.
Locking and unlocking cells only takes effect once the sheet is protected.
6. Click OK.

1.1.2
Cut and Paste
When you cut a cell, its content is removed from the original location and
placed in the Clipboard.
1. Select the cell or cell range you want to cut.
2. Click the Cut button on the Home tab.
Shortcut: Press Ctrl + X.
3. Click the cell where you want to paste your data.
4. Click the Paste button.
 UNIT-1: Concepts of worksheet

Shortcut: Press Ctrl + V.

The text is moved from its original location into the selected cell.

Copy and Paste

When you copy a cell, the selected cell data remains in its original location and
is added in a temporary storage area called the Clipboard.
1. Select the cell or cell range you want to copy.

2. Click the Copy button on the Home tab.

 UNIT-1: Concepts of worksheet

Shortcut: Press Ctrl + C.

3. Click the cell where you want to paste your data.
4. Click the Paste button.

Shortcut: Press Ctrl + V.

The text you copied is duplicated in the new location.

 UNIT-1: Concepts of worksheet
Paste special
You might want to paste the contents of a cell, but not its formatting. Or maybe
you want to transpose the pasted data from rows to columns. Or, you might
need to paste the result of a formula instead of the formula itself.

Format painter
When it comes to copying formatting in Excel, Format Painter is one of the most
helpful and underused features. It works by copying the formatting of one cell
and applying it to other cells.
1. Select the cell with the formatting you want to copy.
2. On the Home tab, in the Clipboard group, click the Format Painter button.
The pointer will change to a paint brush.
3. Move to the cell where you want to apply the formatting and click on it.
Done! The new formatting is copied to your target cell.

font size and font face

When you enter data in a worksheet, Excel automatically uses the Calibri font
style in size11 but if you prefer a different font style or size, here’s how you
can change them:

1. Select the cell or cell range that has the text or number you want to
format.
2. Click the arrow next to Font and pick another font.
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fill color
1. With the cells selected, press Alt+H+H.
2. Use the arrow keys on the keyboard to select the color you want. The arrow
keys will move a small orange box around the selected color.
3. Press the Enter key to apply the fill color to the selected cells.

font color
Select the Home tab in the toolbar at the top of the screen and click on the Font
Color button in the Font group.

font alignment
4. Select the cells you want to align.
5. On the Home tab, in the Alignment group, select a horizontal alignment
option:

Align Left Center Align Right

6. On the Home tab, in the Alignment group, select a vertical alignment option:

Top Align Middle Align Bottom Align

1.2 Alignment, indent, Number format, percent style, coma

style, increase/decrease decimal
1.2.1 Insert picture, shapes
1. Select the cell you want to add an image or shape.
2. Click Pictures button in INSERT Tab. A Dialog Box will appear which will enable
you to choose the image file or shape.
3. Excel will insert the image or shape to the Worksheet. you can drag it around
and resize it to suit your needs. Excel also provides a Format tab in the Ribbon
to edit the images.
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1.2.2 Insert Textbox, Header & Footer, Symbols
1. Select the cell you want to add a Textbox or Header & Footer or Symbols

2. Click Pictures button in INSERT Tab. A Dialog Box will appear which will enable
you to choose the Textbox or Header & Footer or Symbols.

3. Excel will insert the Textbox or Header & Footer or Symbols to the Worksheet.

1.2.3
Protect sheet and Workbook
1. On the Review tab, click Protect Sheet.

2. In the Allow all users of this worksheet to list, select the elements you
want people to be able to change.
Option Allows users to
UNIT-1: Concepts of worksheet
Select Move the pointer to cells for which the Locked box is checked on
locked cells the Protection tab of the Format Cells dialog box. By default, users are allowed
to select locked cells.

Select Move the pointer to cells for which the Locked box is unchecked on
unlocked the Protection tab of the Format Cells dialog box. By default, users can select
cells unlocked cells, and they can press the TAB key to move between the unlocked
cells on a protected worksheet.

Format cells Change any of the options in the Format Cells or Conditional Formatting dialog
boxes. If you applied conditional formatting before you protected the worksheet,
the formatting continues to change when a user enters a value that satisfies a
different condition.

Format Use any of the column formatting commands, including changing column width
columns or hiding columns (Home tab, Cells group, Format button).

Format rows Use any of the row formatting commands, including changing row height or
hiding rows (Home tab, Cells group, Format button).

Insert Insert columns.

columns

Insert rows Insert rows.

Insert Insert new hyperlinks, even in unlocked cells.

hyperlinks

Delete Delete columns.

columns
Note: If Delete columns is protected and Insert columns is not protected, a user
can insert columns but cannot delete them.

Delete rows Delete rows.

Note: If Delete rows is protected and Insert rows is not protected, a user can
insert rows but cannot delete them.

Sort Use any commands to sort data (Data tab, Sort & Filter group).
Note: Users can't sort ranges that contain locked cells on a protected worksheet,
regardless of this setting.
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Use Use the drop-down arrows to change the filter on ranges when AutoFilters are
AutoFilter applied.
Note: Users cannot apply or remove AutoFilter on a protected worksheet,
regardless of this setting.

Use Format, change the layout, refresh, or otherwise modify PivotTable reports, or
PivotTable create new reports.
reports

Edit objects Doing any of the following:

Make changes to graphic objects including maps, embedded charts, shapes, text
boxes, and controls that you did not unlock before you protected the worksheet.
For example, if a worksheet has a button that runs a macro, you can click the
button to run the macro, but you cannot delete the button.
Make any changes, such as formatting, to an embedded chart. The chart
continues to be updated when you change its source data.
Add or edit notes.

Edit View scenarios that you have hidden, making changes to scenarios that you have
scenarios prevented changes to, and deleting these scenarios. Users can change the values
in the changing cells, if the cells are not protected, and add new scenarios.

3. Optionally, enter a password in the Password to unprotect sheet box and

click OK. Reenter the password in the Confirm Password dialog box and
click OK.
UNIT-1: Concepts of worksheet