Starting Microsoft Excel

Microsoft Excel
 Is an electronic spreadsheet tool that can be
used to input, organized, calculate, analyze,
and display business data
Understanding the Excel Window
 Understanding the Excel Window
 Task Pane – is a dockable dialog window that
provides a convenient way to use commands,
gather information , and modify Excel
documents.

 Menu Bar – is visible no matter which Excel

activity is taking place, contains Excel menus.

 Toolbars – allows you to execute commands

with a single click.
 Understanding the Excel Window
 Standard Toolbar – normally appears below
the menu bar, contains buttons that executes
popular menu bar commands such as Print,
Cut, Insert Table, etc…

 Formatting Toolbar – contains buttons that

change the appearance of a worksheet.
 Understanding the Excel Window
 Formula bar – displays the active cell’s contents,
appearing at the top of the screen, in which you
can enter cell contents or edit existing contents.

 Workbook window – a workbook can contain up

to 255 worksheet, and each worksheets contains
columns and rows that are labeled with letters and
numbers respectively. A worksheet contains 256
columns (with labels A to IV) and 65536 rows
with numeric labels from 1 to 65536
 Understanding the Excel Window
 Status Bar – is located at the very bottom of
the window, shows general information about
the worksheet and selected keyboard keys.
 Worksheet Terms
 Cell – is the insertion of row and column and
identified by a cell reference, such as “ A1 “

 Cell reference – or cell address, is a cell’s

identification consisting of its column letter(s)
followed by its row number

 Active cell – the cell you are currently working

 Worksheet Terms
 Name box – appearing on the left of the
formula bar, displays active cell’s address or its
assigned name.

 Formula bar – displays the active cell’s

contents, appearing at the top of the screen, in
which you can enter cell contents or edit
existing contents

 Column – a vertical group of cells within a

worksheet
 Worksheet Terms
 Row – a horizontal group of cells within a
worksheets.

 Range – a group of cell. Ranges are often

referenced for formulas, printing, and designating
information to be copied or cut. Ranges can be
selected by dragging over the cell.

 Sheet – a layer of the Excel file or workbook.

Excel workbook, can have a multiple sheets or
layers.
 Worksheet Terms
 Workbook – a collection of worksheets
contained within a single file.

 Worksheet – a single layer or single sheet

within a workbook. A worksheet can contain
data, charts, or both.
 Entering Data into the Worksheets
 You can enter three types of data into Excel
worksheets cells;

 Text – entries are any combination of

characters that you can type on the keyboard
including symbols, numbers, letters, and space.
While text can used data, it almost always
identifies and documents important worksheet
columns, rows, and cell. Sometimes called as
labels.
 Entering Data into the Worksheets
 Values– are numbers that represents a
quantity, date, or time.

 Formulas – are expression that begins with an

equal sign and can contain cell references,
arithmetic operators, values, and Excel built-in
functions that results in a calculated values that
is displayed in a worksheet cell.
 Entering Data into the Worksheets

Formulas begin with an equal sign. The equal

sign informs the Excel that you are entering a
formula, not a label. A formula can contain
values, arithmetic operators, and cell
addresses. For example :

=(C5-C7)/(D43+D28)*30.23

References cells and contains a constant

Entering Data into the Worksheets
 (demo Entering Text)
- formatting fonts
- Aligning text in cells
- Format cells
-Adjusting Row height and Column
width
- Adding and Removing Rows and
Columns
 Entering Data into the Worksheets
 (demo entering numbers)

- pound signs (#####)

-date and time

- copying data to other cells

 Understanding Excel Formulas
Operator Performs
^ Exponentiation
+ Addition
- Subtraction
* Multiplication
/ Division
Sample Formula Result
=A1^3 Enters the result of
raising the value in
cell A1 to the third
power
= A1+A2 Enters total values
in cells A1 and A2
=A1-A2 Subtracts the value
in cell A2 from the
value in cell A1
=A1*A2 Multiplies the value
in cell A1 and A2
=A1/B1 Divides the value in
cell A1 by the value
in cell B1
 Understanding Excel Formulas

The natural order of math operators:

 Exponent (^) and calculation within

parenthesis

 Multiplication and Division

 Addition and Subtraction

 Recognizing Error Results
Error Description
#### The column isn’t wide enough to display the number, either widen the
column, shrink the font
#Div/0! Dividing zero is invalid; note that a black cell has a value of zero
#N/A Data is “not available”, usually because your formula is referencing
an NA function or value
#Name? The formula references a name that is unknown to Excel
#Num! The formula is using an invalid number
#Ref! A cell reference is no longer valid
#Value! The formula contains an invalid operator or argument; perhaps it is
trying to add a value to a numeric one
 Understanding Excel Formulas
 Copying Formula
(demo)

 Using Relative and Absolute Addresses

 Absolute references – is a cell reference in a
formula that does not change when copied to
new location; you designate it as absolute.
 Relative reference – a cell reference in a
formula that is adjusted when the formula is
copied
(demo)
 Performing calculation with Function
 What are function?

Functions are ready-made formulas that

perform a series of operations on a specified
range of values

example: =SUM(A1:H1)
 Performing calculation with Function
Commonly Used Excel Functions
Function Example Description
AVERAGE =AVERAGE(B4:B9) Calculates the mean or average of a group
of cell values
COUNT =COUNT(A3:A7) Counts the number of cell that holds
values in the selected range or group of
cell. This can also be used to tell you how
many cells are in a column, which tells
you how many rows re in your
spreadsheet
IF =IF(A3>=1000,”BONUS”,” Returns the maximum value in a range of
NO BONUS”) cells
MIN =MIN(B4:B10) Returns the minimum value in a range
PMT =PMT(0.0825/12,360,18000 Calculates the monthly payment on 30-
0) year loan (360 monthly payments) at
8.25% a year. (0.0825/12 a month) for
$180,000
 Performing calculation with Function
Commonly Used Excel Function
Function Example Description
SUM =SUM(A1:A10) Calculates the total in a range of cell
 Function
 IF Function
- the IF function will check the logical
condition of a statement and return one value if
true and a different value is false.

IF(conditional test, expression if true, expression if false)

 Function
Relational Meaning
Operator
 Example #1 of IF
< Less than function:
> Greater than
= Equal to =IF(B2>=1000,100,50)
<= Less than or equal to
>= Greater than or equal to
<> Not Eqaul to
 Function
 Example #2

=IF(B2>=1000, “A $1000 or better”, “Less than a grand”)