MICROSOFT EXCEL

Information and Communication

Technology
What is Microsoft Excel?
 Microsoft Excel is a member of the
spreadsheet family of software.
Spreadsheet software is used to store
information in columns and rows
which can then be organized and/or
processed. Spreadsheets are
designed to work well with numbers
but often include text.
Capacity of Excel
 16,384 columns of information.
 up to 1,048,576 rows. (over 17
trillion cells of information and that's
only on the first sheet!!!)
 By default there are 3 sheets of
information in one workbook, and the
number of sheets can be increased, if
needed.
Advantages
 Calculations can be performed quickly
and accurately
 Editing and formatting of the contents
can be done easily
 Large size worksheet can be stored
completely and can be easily
retrieved when needed
 Values can be recalculated with the
new sets of data
Advantages
 Data can be converted into graphs
and charts
 Updates values whenever changes
occur
 Simplifies and automates all
procedures relating to creating,
changing, updating, printing, and
graphing of spreadsheet data
Applications of Spreadsheets
 Perform calculations
 Payroll
 Balance sheets
 Income statements
 Inventory management and maintenance
 Projections: salary, sales, cash flow, break-even
analysis, depreciation and budget
 Grading sheet
 Functions: mathematical, statistics,
trigonometric, financial and data management
functions
Applications of Spreadsheets
 Create graphs
 Market trends
 Sales analysis
 Market share analysis
 Keep records
 Directory
 Inventory
 Accounts payable
 Personnel reporting receivable
 Check registers
Launching Excel
 Start
 All Programs
 Microsoft Office
 Microsoft Office Excel 2007
Excel Window
WORKBOOK WINDOW/PAGE
CELL
 This is the basic unit of the spreadsheet. It is a
location that can contain information and is
most often defined by its column and row
address.
ACTIVE CELL/SELECTED CELL
 The cell which has the dark border
around it is the active cell. This is the
cell that can be acted upon and
indicates where the insertion point is
located.
BLOCK
 A group of adjacent cells forming a
rectangle is called a block. It is
defined by the addresses of the two
cells that are in the opposite corners
of the rectangle block area, from the
top left cell in the block to the bottom
right cell in the block. A block of cells
can be marked by using the mouse or
by holding down the shift key and
using the arrow keys.
BLOCK
WORKBOOK
 This is Excel's name for a file. The
workbook can have multiple sheets
with different information on each
sheet. This permits you to keep
related data in one file rather than
break it up into several different files.
CONSTANT VALUES
 Data that you type directly into a cell
is called a constant value by Excel.
These can include text, whole
numbers, decimal numbers, dates,
times, currency, percentages, and
scientific notation.
FORMULAS
 A formula is a sequence of values, cell
references, names, functions, or
operators that produces a new value
from existing values.
Moving Around the Worksheet
Key Action
 Right one cell
 Left one cell
 Up one cell
 Down one cell
Home Beginning of row
Ctrl+Home Cell A1/beginning of worksheet
Ctrl+End Last occupied cell on the
worksheet
Moving Around the Worksheet
Key Action
Page Up Up one screen
Page Down Down one screen
Alt+Page Up Left one screen
Alt+Page Down Right one screen
Ctrl+G Go to a specific cell
Entering data
EDITING DATA
 Double click on the cell
 Click on the Formula Bar
 F2
Types of Data
 Text – Any characters which are not
to be used in calculations
 Numbers – Data to be used in
calculations, e.g. numbers, formulae
and characters such as + - / * % etc.
ENTERING FORMULAS
+ addition
- subtraction
* multiplication
/ division
% percentage
^ exponentiation

Excel requires that EVERY formula begin

with an equal sign (=) or plus sign (+).
 Statistical Functions
Function Description
=Sum(range) Calculates the total of a range
of numbers
=Average(range) Calculates the average of a
range of numbers
=Max(range) Calculates the maximum
number in a range.
=Min(range) Calculates the minimum
number in a range.
=Count(range) Calculates the number of
entries in a range
AUTOSUM BUTTON
CHANGING COLUMN WIDTHS
 Format – Column – Autofit Selection
 Click and drag
 Double click
Adjusting Column Width to the
Longest Entry
Insert/Delete Row/Column
 Right click 
Insert/Delete
row/column
Moving/Copying Data
 Drag and Drop
 Ctrl+C
 Ctrl+X
 Ctrl+V
USING STYLE OPTIONS
Currency Style

Percent Style

Comma Style

Increase Decimal

Decrease Decimal
Format Cells
NUMBER TAB
ALIGNMENT TAB
FONT TAB
BORDERS TAB
Merge a Cell
Text Wrapping
Rotating Text
USING BORDERS
BUTTON
USING BORDERS
BUTTON
Using Autofill
 Click and drag to fill next cells.
PRINTING
 Centering Vertically and Horizontally
 Adjusting Margins
SORTING
WORKING WITH MULTIPLE
SHEETS
 Naming Sheets
 Deleting a Sheet
WHEN YOUR APPLICATION GETS
LARGER
 Freezing Column and Rows
CREATING CHARTS
Block the cells to create a chart.
Click the Chart Wizard
Select the chart type
Select the source data (if you
haven’t selected the data)
Choose the way the data series
should display (rows or columns)
CREATING CHARTS
Key in the chart title
Choose the location of your chart