MICROSOFT EXCEL

Introduction to MS EXCEL
MICROSOFT EXCEL

Microsoft Excel is a spreadsheet

application developed by Microsoft. It
features calculation, graphing tools etc.
Excel forms part of Microsoft Office.
 What is Spreadsheet?
• It
is an electronic worksheet whereby data is entered and
stored in rows and columns, for most of the time, for
calculation purposes. Microsoft is a powerful spreadsheet
that runs under Microsoft Windows environment
• It consists of rows and columns.
• Workbook is a collection of worksheets or spreadsheets.
Excel Basics
Excel spreadsheets organize information (text and
numbers) by rows and columns:

This is a row.
Rows are represented
by numbers along the
side of the sheet.

This is a column.
Columns are
represented by letters
across the top of the
sheet.
Excel – a history of rows and columns

Max. Rows Max. Columns

Excel 2010 1,048,576 16,384

Excel 2007 1,048,576 16,384

Excel 2003 65,536 256

Excel 2002 (XP) 65,536 256

Parts of MS
EXCEL 2010
PARTS AND FUNCTIONS
•QUICK ACCESS TOOLBAR is a customizable
toolbar that contains a set of commands
that are independent of the tab that is
currently displayed. You can move the Quick
Access Toolbar from one of the two possible
locations, and you can add buttons that
represent commands to the Quick Access
Toolbar.
•FILE TAB

is a tab on the Office ribbon that gives you

access to file functions. For example, from the
File tab you can access the Open, Save, Close,
Properties, and Recent file options
•OFFICE RIBBON.

The user interface in Microsoft Office

applications introduced with Office 2007.
Except for the File menu, the Ribbon replaced
all the traditional menus with tabbed toolbars
and buttons. Menus Became Toolbars.
•FORMULA BAR

A toolbar at the top of the Microsoft Excel

spreadsheet window that you can use to enter
or copy an existing formula in to cells or
charts. It is labeled with function symbol (fx).
By clicking the Formula Bar, or when you
type an equal (=) symbol in a cell, the Formula
Bar will activate.
•NAME BOX (Cell reference area)

is the box to the left of the formula bar that

displays the cell that is currently selected in
the spreadsheet. If a name is defined for a cell
that is selected, the Name Box displays the
name of the cell. You can use the Name Box
to define a name for a selected cell as well.
ACTIVE EXCEL
each small rectangle or box is known as a
cell. The active cell is the selected cell in
which data is entered when you begin typing.
Only one cell is active at a time. The active
cell is the cell surrounded by a black border.
•SHEET TAB

A sheet, sheet tab, or worksheet tab is the

current worksheet that is being displayed.
Every Excel file is capable of having multiple
worksheets, and after opening an Excel file.
By default, you have three sheet tabs
"Sheet1" the default worksheet, "Sheet2",
"Sheet3", and an additional tab that allows
you to add additional sheets to the Excel file.
•COLUMN LETTER

the column heading or column header is the

gray-colored row containing the letters (A, B,
C, etc.) used to identify each column in the
worksheet. The column header is located
above row 1 in the worksheet.
•ROW NUMBER
or row heading or row header is the
gray-colored column located to the left
of column 1 in the worksheet containing
the numbers (1, 2, 3, etc.) used to
identify each row in the worksheet.
QUIZ
A. IDENTIFICATION
•1. A File that you create in MS EXCEL
•2. It is an electronic worksheet whereby data
is entered and stored in rows and columns,
for most of the time, for calculation purposes
•3. Are represented by numbers along the side
of the sheet.
•4. Are represented by letters across the top
of the sheet.
•5. Gray-colored row containing the letters
(A, B, C, etc.)
•6. The current worksheet that is being
displayed
•7. A toolbar at the top of the Microsoft
Excel spreadsheet window that you can use
to enter or copy an existing formula in to
cells or charts. It is labeled with function
symbol (fx).
•8. Intersections of rows and columns
•9. The box to the left of the formula bar
that displays the cell that is currently
selected in the spreadsheet
•10. Replaced all the traditional menus with
tabbed toolbars and buttons.
 1.
B. IDENTIFY THE PARTS 2.
3.
OF MS EXCEL
WORKSHEET 4.

5.
6.
7.

8.

9.
B. NAMING CELL, RANGE, COLUMNS
AND ROWS
REVIEW:
Data Entry
 Data Entry
There are two ways to enter information into a cell:

1. Type directly into the

cell.
Click on a cell, and type in
the data (numbers or text)
and press Enter.

2. Type into the formula

bar.
Click on a cell, and then
click in the formula bar (the
space next to the ). Now
type the data into the bar
and press Enter.
 Data Entry
1. Open Excel (Start  All Programs  MS Office  Excel).
2. Enter the following information into your spreadsheet:
CREATING A FORMULA
FORMULAS AND FUNCTIONS
• Formulas are equations that perform calculations in
your spreadsheet. Formulas always begin with an equals
sign (=). When you enter an equals sign into a cell, you
are basically telling Excel to “calculate this.”

• Functions are Excel-defined formulas. They take data

you select and enter, perform calculations on them, and
return value(s).
FORMULA
•A FORMULA calculates values to return
a result
•The standard format of a formula starts
with an EQUAL SIGN (=) followed by the
function name/operators and the
address of the cell
Mathematical Operations
Addition - plus sign ( + )
Division - forward slash ( / )
Multiplication - asterisk ( * )
Exponentiation - caret ( ^ )
Brackets – parenthesis ()
Range – colon (;)
Separate range – comma (,)
 More on Functions
• All functions have a common format – the equals sign
followed by the function name followed by the input
in parentheses.
• The input for a function can be either:
• A set of numbers (e.g., “=AVERAGE(2, 3, 4, 5)”)
• This tells Excel to calculate the average of these numbers.
• A reference to cell(s) (e.g., “=AVERAGE(B1:B18) or
“=AVERAGE (B1, B2, B3, B4, B5, B6, B7, B8)”
• This tells Excel to calculate the average of the data that
appear in all the cells from B1 to B8.
• You can either type these cell references in by hand or by
clicking and dragging with your mouse to select the cells.
Built –in Mathematical Functions
FUNCTION NAME INDICATION
SUM Total of the value
AVERAGE Average of the value
MAX Highest value
MIN Lowest value
COUNT Calculate the number of cell used (only for
numbers)
COUNT A Calculate the number of cell used (for
numbers, characters not blank)
Functions for Descriptive Statistics
Below are several functions you will need to
learn for this class. Try them out with the
practice data set.
=AVERAGE(first cell:last cell): calculates the mean
=MEDIAN(first cell:last cell): calculates the median
=MODE(first cell:last cell): calculates the mode
=VARP(first cell:last cell): calculates the variance
=STDEVP(first cell:last cell): calculates the standard deviation
 You may directly write the functions for these statistics into
cells or the formula bar, OR
 You may use the function wizard ( in the toolbar)
Functions for Descriptive Statistics
• Your Excel
spreadsheet should
now look like this:
CREATING A SIMPLE WORKSHEET
• Any characters that EXCEL cannot interpret as a
number, date, or formulas are considered as text entry.
You can enter up to a maximum 0f 32000 characters per
cell. Text entries are always left justified while data
entries are right justified.
• You can perform data calculation only with Data Entry