MS EXCEL

Introduction
• Excel is a spreadsheet program that allows you to store, organize,
and analyze information. While you may believe Excel is only used by
certain people to process complicated data, anyone can learn how to
take advantage of the program's powerful features. Whether you're
keeping a budget, organizing a training log, or creating an invoice,
Excel makes it easy to work with different types of data
Cells
• Whenever you work with Excel, you'll enter information—or
content—into cells. Cells are the basic building blocks of a worksheet.
You'll need to learn the basics of cells and cell content to calculate,
analyze, and organize data in Excel
Understanding cells
• Every worksheet is made up of
thousands of rectangles, which
are called cells. A cell is the
intersection of a row and a
column. Columns are
identified by letters (A, B, C),
while rows are identified by
numbers (1, 2, 3).
Cell Name
• Each cell has its own name—or
cell address—based on its
column and row. In this example,
the selected cell intersects
column C and row 5, so the cell
address is C5. The cell address
will also appear in the Name
box. Note that a cell's column
and row headings are
highlighted when the cell is
selected.
Cell Range
• You can also select multiple cells at the same time. A group of cells is
known as a cell range. Rather than a single cell address, you will refer
to a cell range using the cell addresses of the first and last cells in the
cell range, separated by a colon. For example, a cell range that
included cells A1, A2, A3, A4, and A5 would be written as A1:A5.
Cell Range

Cell range A1:A8 Cell range A1:B8

Cell content
• Any information you enter into a spreadsheet will be stored in a cell.
Each cell can contain different types of content, including text,
formatting, formulas, and functions.
Text
• Cells can contain text, such as letters, numbers, and dates
Formatting attributes
• Cells can contain formatting attributes that change the way letters,
numbers, and dates are displayed. For example, percentages can
appear as 0.15 or 15%. You can even change a cell's background
color.
Formulas and functions
• Cells can contain formulas and functions that calculate cell values. In
our example, SUM(B2:B8) adds the value of each cell in cell range
B2:B8 and displays the total in cell B9.
To modify column width
• Position the mouse over the column line in the column heading so
the white cross
• Click, hold, and drag the mouse to increase or decrease the column
width
• Release the mouse. The column width will be changed
To AutoFit column width
• The AutoFit feature will allow you to set a column's width to fit its
content automatically.
• Position the mouse over the column line in the column heading so
the white cross
• Double-click the mouse. The column width will be changed
automatically to fit the content
To delete rows
• It's easy to delete any row that you no longer need in your workbook
• Select the row(s) you want to delete. In our example
• Click the Delete command on the Home tab
• Deleting columns is the same
To merge cells using the Merge & Center
command
• Select the cell range you want to merge
• Select the Merge & Center command on the Home tab
• The selected cells will be merged, and the text will be centered.
Cell borders and fill colors
• Cell borders and fill colors
allow you to create clear and
defined boundaries for
different sections of your
worksheet
• Select the cell(s) you want to
modify
• Click the drop-down arrow
next to the Borders command
on the Home tab. The Borders
drop-down menu will appear
Cell Borders
• Select the border style you want to use. In our example, we will
choose to display All Borders.
• The selected border style will appear.
To add a fill color
• Select the cell(s) you want to modify
• Click the drop-down arrow next to the Fill Color command on the
Home tab. The Fill Color menu will appear
• Select the fill color you want to use
Format Painter
• If you want to copy formatting from one cell to another, you can use
the Format Painter command on the Home tab. When you click the
Format Painter, it will copy all of the formatting from the selected cell.
You can then click and drag over any cells you want to paste the
formatting to
Cell styles
• Instead of formatting cells manually, you can use Excel's predesigned
cell styles. Cell styles are a quick way to include professional
formatting for different parts of your workbook, such as titles and
headers
To apply a cell style
• Select the cell(s) you want to modify
Cell Style
• Click the Cell Styles command on the Home tab, then choose the
desired style from the drop-down menu
Formatting text and numbers
• One of the most powerful tools in Excel is the ability to apply specific
formatting for text and numbers. Instead of displaying all cell content
in exactly the same way, you can use formatting to change the
appearance of dates, times, decimals, percentages (%), currency ($),
and much more.
To apply number formatting
• Select the cells(s) you want to modify
• Click the drop-down arrow next to the Number
Format command on the Home tab. The
Number Formatting drop-down menu will
appear
• Select the desired formatting option
To rename a worksheet
• Whenever you create a new Excel workbook, it will contain one
worksheet named Sheet1. You can rename a worksheet to better
reflect its content
To rename a worksheet
• Right-click the worksheet you want to
rename, then select Rename from the
worksheet menu
• Type the desired name for the
worksheet.
• Click anywhere outside of the
worksheet, or press Enter on your
keyboard. The worksheet will be
renamed
To insert a new worksheet
• Locate and select the New sheet button
• A new blank worksheet will appear
To copy a worksheet
• If you need to duplicate the content of one worksheet to another,
Excel allows you to copy an existing worksheet
• Right-click the worksheet you want to copy, then select Move or Copy
from the worksheet menu
To copy a worksheet
• The Move or Copy dialog box will appear. Choose where the sheet
will appear in the Before sheet: field. In our example, we'll choose
(move to end) to place the worksheet to the right of the existing
worksheet
• Check the box next to Create a copy,
then click OK.
To use the fill handle
• There may be times when you need to copy
the content of one cell to several other cells in
your worksheet. You could copy and paste the
content into each cell, but this method would
be time consuming. Instead, you can use the
fill handle to quickly copy and paste content to
adjacent cells in the same row or column
• Select the cell(s) containing the content you
want to use. The fill handle will appear as a
small square in the bottom-right corner of the
selected cell(s).
To use the fill handle
• Click, hold, and drag
the fill handle until
all of the cells you
want to fill are
selected
• Release the mouse
to fill the selected
cells