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Introduction to

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Microsoft Excel 2016
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Session: 06
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 Objectives

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• Explain the way to Create, Find, and Share

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Excel files

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• Explain how to format Excel sheets

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• Describe Functions and Formulas in MS Excel

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 Getting Started (1-2)

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• Microsoft Excel is a part of

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Microsoft Office suite, which
includes other programs, such

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as Word, PowerPoint, Outlook,

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One Note, and so on.

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• Excel can help to organize,
calculate, analyze, revise,

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update, and present the data in

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ways that will help to takeec
forecasting decisions.
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Start Menu with MS Excel

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 Getting Started (2-2)

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• The File tab replaces the Office button

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from Excel 2007. It can be clicked to
check the backstage view, from where

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a file is opened, created, printed, or
any other file related operations are

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done
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Quick Access Toolbar can be found
just above the File tab and its purpose Ribbon on Excel Spreadsheet

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is to provide a convenient resting
place for the Excel’s most frequently

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• The Title bar lies in the middle and at
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the top of the Excel window. The title
bar shows the name of the Excel file
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and the sheet titles

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 Create File

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• Click Excel 2016 from the

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Start menu to open a new

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Excel file

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• Save the new file by

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clicking on Save As option
and select the location on

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the computer, name the
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file and press Enter ec Backstage View
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 Find File

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• Searching for an Excel file is an

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easy task. Select the Open

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option from the File menu,

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displays the Open dialog box

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• This dialog box lists all the
recently opened or recently

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worked upon Excel files

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• Recently used workbooks canec
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be easily found from this list
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Recently Used Workbooks in Excel

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 Share File

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• To invite others to view or edit the

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workbooks in the cloud, click the
Share button in the top right corner

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of the Excel window

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• Clicking the Share button displays

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the Share window
• Through the Share pane, the user

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can get a sharing link or send

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invitations to the people selected
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 Formatting Excel Sheets

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Format Extension Description

• When an Excel workbook is saved, it Excel

Workbook
.xlsx The default XML-based file format for Excel 2007-
2013. Cannot store Microsoft Visual Basic for

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automatically gets saved in .xlsx format Applications (VBA) macro code or Microsoft Office
Excel 4.0 macro sheets (.xlm)

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• Excel 2016 supports saving in other Excel
Workbook
.xlsm The XML-based and macro-enabled file format for
Excel 2007-2013. Stores VBA macro code or Excel 4.0
(code) macro sheets (.xlm)
formats but whenever the user saves a

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Strict Open .xlsx An ISO strict version of the Excel Workbook file format
workbook in another file format, some XML (.xlsx)

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Spreadsheet
of its formatting, data, and features Excel Binary
Workbook
.xlsb The binary file format (BIFF12) for Excel 2007-2013

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might not be saved Excel Add-in .xlam The XML-based and macro-enabled Add-In format for
Excel 2007-2013. An Add-In is a supplemental
• File formats that are supported in Excel program that is designed to run additional code.

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Supports the use of VBA projects and Excel 4.0 macro
2016 are: ec CSV (comma .csv
sheets (.xlm)
Saves a workbook as a comma-delimited text file for

– Excel file format delimited) use on another Windows operating system, and
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ensures that tab characters, line breaks, and other
characters are interpreted correctly. Saves only the
– Text file format
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active sheet
DIF .dif Data Interchange Format. Saves only the active sheet
– Other file format
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Excel File Formats

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 Page Formatting

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• Formatting a worksheet includes
changing the display and

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representation of data

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• MS Excel holds data in a box called
cell, which can hold different data

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types, such as Numbers, Currency,

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Dates, Text, and so on
• Number: This displays the cell

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format as number with separator
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Number Tab on the Format Cells Dialog Box

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 Print Formatting

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• An entire worksheet or a part of

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the worksheet can be printed

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• If the data which the user wants

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to print is in the form of MS Excel
table, the table can be printed

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• A part of the worksheet can be
printed by selecting the following:

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Settings -> Print Active Sheet ->

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Print ec
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Print Window in MS Excel

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 Name Groups of Data

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• Excel can help to organize the data

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into Groups, allowing to easily

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show or hide the different sections
of a worksheet

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• If there is a list of data that needs

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to be grouped or summarized, an

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outline of up to 8 levels can be
created, one under each group

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Auto Online Group
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• On the Data tab, in the Outline
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group, click the arrow under Group
and then click Auto Online
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Formulas and Functions in Excel (1-3)

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• Most worksheets are created to provide

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solutions to specific questions Operator Name Example Result

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• All Excel formulas have the same basic + Addition =10+5 15

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structure: An ‘=’ sign followed by one or - Subtraction =10-5 5
more ‘operands’ which can be values,

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/ Division =10/5 2
ranges, or cell references separated by

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one or more ‘operators’ * Multiplication =10*5 50

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• Operators can be addition (+), % Percentage =10% 0.1
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Subtraction (-), division (/), multiplication Arithmetic Formulas
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(*), and so on
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Formulas and Functions in Excel (2-3)

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• A comparison formula compares two

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Operator Name Example Result
or more numbers, text strings, cell = Equal to =10=5 FALSE

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> Greater than =10>5 TRUE
contents, or function results < Less than =10<5 FALSE

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• If the statement is true, the formula >= Greater than or =’a’>=’b’ TRUE
Equal to
returns the value as TRUE and if it is

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<= Less than or =’a’<=’b’ FALSE
false, the formula returns the logical Equal to

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value as FALSE
Comparison Formulas

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 Formulas and Functions in Excel (3-3)

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• A text formula returns text as the

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value or result

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• Text formulas use the & operator to

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work with text cells, text strings within Sample Text Formula
‘quotations’ and text function results

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 Summary (1-2)

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• The file created and saved in Excel is called a • The cell formats that appear after right‐clicking a
Workbook. It contains a collection of worksheets cell are:

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and might look similar to a ledger, and helps General: This is the default cell format.
Number: This displays the cell format as number with separator.
perform multiple calculations and other tasks

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Currency: This displays the cell format as currency with currency sign.
automatically Accounting: This format is similar to currency, used for accounting
purposes.
• Ribbon contains commands organized in three

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Date: This format has various options and date can be stored using
components: any one of them. For
example, 14‐Mar, 14‐Mar‐12, 3/14, 03/14/12, Mar‐12, and so on.
Tabs: They appear across the top of the Ribbon and contain groups of Time: This format has several options and time can be stored using

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related commands. Home, Insert, Page Layout are the examples of any one of them. For
ribbon tabs. example, 13:30, 13:30 PM, 1:30 PM, and so on.
Groups: They organize related commands; each group name appears Percentage: This represents the cell value in percentage with decimal

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below the group on the Ribbon. For example, group of commands values. For example,
related to fonts or group of commands related to alignment, and so on. 78.50%, 1.398%, and so on.
Commands: Commands appear within each group as mentioned in Fraction: The cell value is presented as fraction. For example, ¼, ½,

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topic. and so on.
Scientific: This represents the cell value as exponential such as
• ec
To invite others to view or edit the workbooks in the
cloud, click the Share button in the top right corner
7.85E+01.
Text: This displays cell as normal text.
Special: This formatting option is used for special entries such as Zip
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of the Excel window. Clicking the Share button codes, Phone numbers, and
displays the Share window. Through the Share pane, so on.
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the user can get a sharing link or send invitations to Custom: The cell format can be selected from the ‘Custom’ list as per
requirement.
the people selected.
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 Summary (2-2)

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• Most worksheets are created to provide solutions to

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specific questions. All Excel formulas have the same basic

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structure: An ‘=’ sign followed by one or more ‘operands’
which can be values, ranges, or cell references separated by

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one or more ‘operators’.

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• Data validation is used to restrict the type of data or the

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values that the user enters into a cell. One of the most

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common data validation users is to create a drop‐down list.
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• To convert these data sets into numbers, select a column
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with this problem and apply Text to Columns.
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