BIL106 – INFORMATION TECHNOLOGIES - II

MS EXCEL

Asst. Prof. Dr. Alper FIDAN

alperfidan@aydin.edu.tr

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 MS EXCEL

1. What is Ms Excel?
2. The Excel Start Screen
3. The parts of the Excel window
4. Window Properties

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 1.What is Ms Excel?

We are going to mention about the Microsoft Excel which is a part of Microsoft
Office
With Excel, you can prepare and print any kind of electronic table with the style that
is neccesary. Also Excel can do any task and more that was done with a calculator
As Microsoft Windows, Excel has many different versions like (2003, 2007, 2010,
2013 etc.)
We are going to learn Excel 2019 which is one of the latest versions.

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 1.What is Ms Excel?

Excel, is a program that allows user to hold any kind of data (especially
numeric data) in the form of tables or lists and it gives the ability to analyze all
the data that you have.
Excel can draw graphics about your data and can easiliy report and
summarize, sort and create querries. All data are kept in the files that you
created.
File extension is «xlsx»

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 2. The Excel Start Screen

To create an excel file, use your right mouse button on desktop…

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 2. The Excel Start Screen
When you open Excel for the first time, the Excel Start Screen will appear. From
here, you'll be able to create a new workbook, choose a template, and access
your recently edited workbooks.

From the Excel Start Screen, locate and select Blank workbook to access the Excel
interface.
 3. The parts of the Excel window

Workbook: Any file created on Excel is a workbook

WorkSheet: In a workbook there are some tabs that are found at the end of page.

Each of them is called as worksheet.

Rows, Columns: Excel pages are consist of rows and columns. Every worksheet

consists of 16384 rows and 256 columns. On the left side, there are row numbers can

be seen in the style of 1, 2, 3... and ‘’column headers" are A, B, C ...

CELL: The boxes which are the intersection of column and rows.

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 3. The parts of the Excel window

Name Box: The name of any chosen cell is shown in namebox.

Ribbon: The area that consist of tabs and buttons is called as the ribbon.

Tabs: The buttons that are found on the ribbon. Their names are home, insert, page

layout etc.

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 3. The parts of the Excel window

Status bar: The area at the bottom of the worksheet is called as status bar.

Quick Access Toolbar: The toggle that is found at the top left of workbook.

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 4.Window Properties

Status bar: The area at the bottom of the worksheet is called as status bar.

Quick Access Toolbar: The toggle that is found at the top left of workbook.

This icon saves the workbook with given name.

This icon helps to undo your last changes in the workbook.

This icon is redo button. It helps to go one step further. And the icon that is
found right of this helps to show extra toggles that can be added to quick Access toolbar.

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 4. Window Properties
Header Bar
As shown in the Picture the file name and the type is shown in this bar..
There are three icons on the right side.

This icon minimize the current screen.

If this icon is clicked the file will be smaller on the screen. If it is clicked
again the file will be maximized
This icon closes the file.

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 5. Cell Formatting

Cell Resizing

A cell size can not be changed alone. Instead a column or a row’s size can
be changed. For resizing a column or rows click on that and drag the border.
To carry the data in cell you can use multiple ways. You can click to your
right mouse button on that cell and choose cut, and bring your mouse to another
cell and with your right mouse button click to paste. Or you can just choose the cell
and drag it to any other cell to copy the information of the cell.

Shortcuts;
Copy Ctrl+C;
Cut Ctrl+X
Past Ctrl+V
e

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 5. Cell Formatting

Auto Complate

If first few characters is macthed to the data that are

previously

written data to any other cell, Excel will auto complate the rest of the

characters. Only text and numbers are auto complated. Date or time

information will not be complated.

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 5. Cell Formatting

Auto Fill

Excel, can auto fill weekdays, months and

numbers. For example if you write January to any cell
and when this cell is chosen, if the dot on the lower
right of the cell is dragged, to the below rest of the
months will be auto complated. In number at least
two data must be entered.
For example if 1 is written to the first cell and 2
is written to the second rest of the numbers
can be seen if first two numbers are dragged.

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 5. Cell Formatting

Entering Formula

The most important feature of Excel is the

formulas that are entered to any cell. To enter a
formula you must use = sign. If the equal sign is not
used Excel will not consider the data as formula.

Details will be given in future lectures.

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 5. Cell formatting

Selection

Mouse or SHIFT+arrow key combination can be used for chosing multiple

cells.
For selection of the cells that are not near, Ctrl+ left mouse key is used. For
choosing whole column or row, clicking to the header of that column or row will
work.
Choosing whole page: When clicked choses whole page. It is used for
deleting all the data in the worksheet.

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 6. Excel Data Entry

Data entry to a cell/ Delete

For entering data, the number or text desired can be written and than
enter or tabs key on the keyboard can be used.
In any cell, if the data is wider than the cell width, ##### will
be seen. Cell
width must be increased for seeing the whole data.
If an information is wanted to be deleted from any cell, new information or
data an be overwritten to the cell. Same process can also be done by pressing the
DELETE key.

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 6. Excel Data Entry

Data Entry II
Before entering data to a cell, first the cell is chosen for data entry and
data is written from keyboard. After entry is completed, all work is completed by
pressing enter, tab or arrow keys. If the width of text is bigger than the width of
the cell and if the next cell is empty, writing process is shown by next cell. But no
data is recorded to the next cell in fact.

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 6. Excel Data Entry

Data Entry III

To see different options in
Excel for data entry to any cell, bring
your mouse over that cell (E5 in our
example) and right click.
If Format Cells is
chosen from
the menu, you will see a new
window
that enables entering different
type of data

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 6. Excel Data Entry

Data Entry IV
As seen from the opened
window, in Excel different type of
values can be entered to any cell.
They are grouped under the
number tab of format cell window.

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 7. Format Cells

Alignment
The features like alinging,
merging and filling cells can active
the general view of an electronic
table. For all this tasks, first “format
Cells” window must be opened and
then alignment option must be
chosen.
If a text, which is longer
than cell width, wanted to be written
to a cell then wrap text must be
chosen.

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 7. Format Cells

Merging Cells
In Excel one of the most used
task also is creating one huge cell by
merging multiple cells. Merging cells can
be vertically, horizontally or in two ways.
For merging cells first the cells must be
chosen and then merge cells option is
chosen which is shown on the figure. To
cancel this feature first you must chose
the cell which is merged and then again
chose “Merge cells” option.

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 7. Format Cells
Font Styles
Font style can be changed by
font tab which is under format cells
window. When font style is chosen a
window like the figure will be seen. With
this window you can change font style,
size, color and create some effects for
the fonts. You can also view the changes
from preview window. There is also one
more option for some this features with
right mouse click on the worksheet

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 7. Format Cells

Cell Borders
Borders can be added to
one side or all sides of any cell. For
this feature border tab must be
chosen which is under format cells
menu. Then you must choose border
option under this tab. This feature is
shown in figure.

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 7. Format Cells

Filling Cells
For increasing the view
of the electronic table cells
can be filled with with colors
and patterns. Fill tab must be
chosen to use this feature.

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