MICROSOFT

EXCEL BASICS
MS Excel Application
MS Excel Window
Workbooks and
Worksheets

MS Excel Application
What is Microsoft Excel?
a spreadsheet program that is used
to create worksheets and to perform
simple and advanced calculations
helps manage and analyze large
quantities of numerical data

MS Excel Window

MS Excel Window
Elements
Formula Bar
Name Bar
Column Headings
Row Headings
Cell Selector
Worksheet tabs

Workbooks and Worksheets

What is a workbook?
an Excel file
used to hold numerical data, formulas, and other objects

What is a worksheet?
composed of cells organized into rows and columns

Workbooks and Worksheets

Steps in creating a workbook
1.

Click the Office button > New.

2.

From the Categories at the right side, under Templates, choose Blank
and recent.

3.

Click the Create button.

Workbooks and Worksheets

Steps in creating a workbook using an Excel template
1.

Click the Office button > New.

2.

You can then select one of the options in the Templates category or
from the Microsoft Office Online.

3.

Choose from the list of options under Microsoft Office Online (e.g.
Budgets) displayed in the second column.

4.

Click the Download button to open the Downloading Template dialog

box informing you of the process.

Workbooks and Worksheets

Steps in saving a workbook
1.

Click the Office button > Save or click the Save button from the Quick
Access toolbar.

2.

Type the name you want to give to your workbook in the File name
entry box.

3.

Excel saves new documents in a default location, the My Documents

folder. Use the Save in list to save the file to a different location.

4.

Click the Save button to save the workbook.

Workbooks and Worksheets

Steps to open an existing workbook
1.

Click the Office button > Open.

2.

Use the Look in drop-down list box if the file is not located in the
current folder. Select the correct drive and folder where the file is
located.

3.

Select the file you want to open.

4.

Click the Views > Preview to see a preview of the workbook before
opening it.

5.

Click Open to open the file selected.

Workbooks and Worksheets

Steps in entering text into a cell
1.

Select the cell where you want to enter the text by using the mouse,
the keyboard arrows, or enter cell address on the Address bar.

2.

Type the text.

3.

Press <Enter>.

Workbooks and Worksheets

Column Labels
placed across the top of the table to identify the logical category that the
column data represent

Row Labels
placed along the left side of the table to identify the logical category that
the row data represent

Workbooks and Worksheets

Steps in changing the direction of the <Enter> key
1.

Click the Office button.

2.

Click the Excel Options button to open the Excel Options dialog box.

3.

Access the Advanced category.

4.

Tick the checkbox After pressing Enter, move selection under the
Editing options area.

5.

Click the Direction drop-down box and choose an option.

Workbooks and Worksheets

Steps in entering values
1.

Click in the cell where you want to enter the value.

2.

From the Number group of Home tab, click the Number Format list box
and choose the type of value to enter. Choose Number.

3.

Type the value.

4.

Press <Enter> or the <Tab> key. The values entered will appear rightaligned in the cell.

Workbooks and Worksheets

Steps to input negative number
1.

Click in the cell where you want to enter the value.

2.

From the Number group of Home tab, click the Number Format list box
and choose the type of value to enter. Choose Number.

3.

Type the value.

4.

Press <Enter> or the <Tab> key. The values entered will appear rightaligned in the cell.

Workbooks and Worksheets

Steps in entering date and time
1.

Click the cell where you want to input a date or a time.

2.

Use the format MM/DD/YY or MM-DD-YY (among others) to enter a

date.

3.

When entering time, you will need to specify AM or PM since Excel

uses a 12-hour clock.

4.

Press <Enter>.

Workbooks and Worksheets

Ways to open Format Cells dialog box
Click the More Options button of the Number group.
Click the Format button from Cells group and choose Format Cells option.
Press <Ctrl + 1> as shortcut key.

Workbooks and Worksheets

Steps in using the Fill feature for copying cells
1.

Click the Fill handle of the cell that holds the data you want to copy.

2.

Drag the fill handle vertically (up or down) or horizontally (to the left or
right) to copy the data into neighboring cells.

3.

Release the mouse button and notice that the data is filled into the
selected cells.

Workbooks and Worksheets

Steps in creating a custom series using the Fill feature
1.

Enter the first two values of the series into adjacent cells.

2.

Select both cells by clicking the first cell and dragging the selection
over the second cell.

3.

Drag the fill handle to the other cells that will be included in the series.

Workbooks and Worksheets

Steps in creating a custom series using the Series dialog box
1.

Enter the first number.

2.

Select the cells that you want to contain the series.

3.

From the Home tab > Editing group, click the Fill button drop-down list
and choose Series to open the Series dialog box.

4.

Enter the Step value for the series. You can also enter the Stop value
for the series in case you do not want to select the exact cells that you
will use in the series.

5.

Click OK to create the series.

Workbooks and Worksheets

AutoComplete Feature
Excel keeps a list of all the labels that you have used on a column and
suggests a completion of a new label you are entering based on the list

Workbooks and Worksheets

Different methods in moving among worksheets
Click the tab of the worksheet you want to go to. Use the tab scroll
buttons to bring the tab into view.
Press <Ctrl + PageDown> to move to the next worksheet and <Ctrl +
PageUp> to move to the previous one.

Workbooks
and
Worksheets
Key combinations in moving around the worksheet
Up-arrow key
Down-arrow key
Right-arrow or TAB key
Left-arrow or <SHIFT + TAB> key
Page Up
Page Down
Home
Ctrl+End
Ctrl+Home
Ctrl+arrow key

Workbooks
and
Worksheets
Techniques in using the mouse in moving through the worksheet
Click on any cell
Click up or down arrows on the vertical scrollbar
Click left or right arrows on the horizontal scrollbar
Drag the vertical or horizontal scrollbar

Workbooks
and
Worksheets
Steps in inserting rows and columns
1.

Select the row or column header or a cell in the row where you want to add
a new row or column.

2.

From the Cells group, click the Insert button and choose Insert Cells or
Insert Sheet Rows or Insert Sheet Columns.

Workbooks
and
Worksheets
Steps in deleting rows and columns
1.

Choose the rows or columns you want to delete by clicking on the row or
column header.

2.

Click the Delete button from the Cells group. However, clicking the dropdown arrow of the Delete button still allows you to choose from certain
options: Delete Cells or Delete Sheet Rows/Columns.

Workbooks
and
Worksheets
Steps in inserting a single cell or a group of cells into your
worksheet
1.

Select the area where you want to insert the new cell. Excel inserts the
same number of cells you selected.

2.

Click the Insert drop-down box and choose Insert Cells to open the Insert
dialog box.

3.

Select Shift cells right or Shift cells down (or choose to insert entire row or
column).

4.

Click OK.

Workbooks
and
Worksheets
Steps in deleting a single cell or a group of cells into your
worksheet
1.

Select the cell or group of cells you want to delete.

2.

Click the Delete drop-down box from the Cells group.

3.

Choose Delete Cells to open the Delete dialog box.

4.

Select Shift cells left or Shift cells up to specify how the remaining cells in
the worksheet should shift to fill the space left by the deleted cells.

5.

Click OK.

Workbooks
and
Worksheets
Steps in adjusting column width and row height
1.

Position the mouse pointer on the right border of the column or lower
border of a row and a sizing tool will appear.

2.

Drag the column or row border to the desired width. You can also doubleclick the sizing tool to automatically adjust the width or height according to
the widest entry.

Workbooks
and
Worksheets
Steps in specifying the column width
1.

Select the column/s you want to change.

2.

From the Cells group, click the Format button > Column Width.
Alternatively, you can right-click the column header and choose Column
Width from the context menu.

3.

Type the column width into the text box.

4.

Click OK.

Workbooks
and
Worksheets
Steps in specifying the row height
1.

Select the row/s you want to change.

2.

From the Cells group, click the Format button > Row Height. You may also
use the context menu by right-clicking the row header and choosing Row
Height to open the Row Height dialog box.

3.

Type the row height into the dialog box.

4.

Click OK.

Workbooks
and
Worksheets
Ways to select a worksheet
Select a single worksheet by clicking the tab that corresponds to the
worksheet.
Select consecutive worksheets by holding down the <Shift> key and clicking
the tabs of the worksheets you need to select.
Select nonconsecutive worksheets by holding down the <Ctrl> key and
clicking the tabs of the worksheets you want to select.

Workbooks
and
Worksheets
Steps in inserting a worksheet to a workbook
1.

Select the worksheet that you want to be located on the right of the
inserted worksheet.

2.

Click the Insert button from the Cells group and choose Insert Sheet. Other
options for inserting a worksheet are:
Click the Insert Worksheet icon right beside the last worksheet of your workbook.
Right-click the worksheet where to insert another worksheet.
Press <Shift + F11> as shortcut key.

Workbooks
and
Worksheets
Steps in deleting worksheets
1.

Select the worksheet(s) you want to delete.

2.

From the Cells group of Home tab, click the Delete button and choose
Delete Sheet. Right-click in the worksheet tab to open the context menu.

3.

Click the Delete button to delete the worksheet.

Workbooks
and
Worksheets
Steps in copying and moving worksheets
1.

Select the worksheet that you want to copy or move.

2.

Click the Format button from the Cells group. Click the Move or Copy Sheet
option to open the Move or Copy dialog box.

3.

Select where you want the worksheet to be moved to using the To book
drop-down list. Also, use the Before Sheet option to identify which
worksheet should be preceded.

4.

Check the Create a copy option to copy the worksheet instead of moving it.

5.

Click OK.

Workbooks
and
Worksheets
Steps in renaming worksheets
1.

Double-click the tab of the worksheet you want to rename.

2.

Type the new name for the worksheet and press <Enter>.