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Microsoft Excel Basics

(Microsoft Office 2010)

 KIIT 2014
 Objectives
After completing this lesson, you should be
able to do the following:
• Define the terms spreadsheet and worksheet.
• Identify the parts of a worksheet.
• Start Excel, open an existing workbook, and save
a workbook.
• Move the active cell in a worksheet.
• Select cells and enter data in a worksheet.
• Edit and replace data in cells.
• Zoom, preview, and print a worksheet.
• Close a workbook and exit Excel.

 KIIT 2014
 Introduction to
Spreadsheets
• Microsoft Excel 2010 is the spreadsheet
program in Microsoft Office 2010.
• A spreadsheet is a grid of rows and
columns can be use for data to storage,
organizing and analyzing. You may enter
text, numbers, and get the results of
calculations.
• In Excel, a computerized spreadsheet is
called a worksheet. The file used to store
worksheets is called a workbook.

 KIIT 2014
 Introduction to
Spreadsheets
• For MS Excel 2010, Row numbers ranges from 1
to1048576; in total 1048576 rows, and Columns ranges
from A to XFD; in total 16384 columns.

 KIIT 2014
 Starting Excel
• You start Excel from the Start menu in
Windows. Click the Start button, click All
Programs, click Microsoft Office, and then
click Microsoft Excel 2010.
• The Excel program window has the same
basic parts as all Office programs: the title
bar, the Quick Access Toolbar, the Ribbon,
Backstage view, and the status bar.

 KIIT 2014
 Starting Excel
(continued)
• Excel program window

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 Saving a Workbook
 The Save command saves an existing
workbook, using its current name and save
location.
 The Save As command lets you save a
workbook with a new name or to a new
location.

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 Moving in a Worksheet
• Keys for moving the active cell in a
worksheet

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 Searching for Data
• The Find command locates data in a
worksheet, which is particularly helpful
when a worksheet contains a large amount
of data. You can use the Find command to
locate words or parts of words.
• The Replace command is an extension of
the Find command. Replacing data
substitutes new data for the data that the
Find command locates.

 KIIT 2014
 Searching for Data
• Find and Replace options

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 Opening an Existing
Workbook
• Opening a workbook means loading an
existing workbook file from a drive into the
program window.
• To open an existing workbook, you click
the File tab on the Ribbon to display
Backstage view, and then click Open in the
navigation bar. The Open dialog box
appears.

 KIIT 2014
 Resizing Columns and
Rows
• Resize a column by placing the pointer on
the right edge of the column heading
and dragging. For a precise column width,
enter the value in the Column Width dialog
box.
• To change the row height, drag the border
of the row heading or enter a height in
the Row Height dialog box.

 KIIT 2014
 Resizing Columns and
Rows (continued)
• AutoFit determines the best width for a
column or the best height for a row.
• Place the pointer on the right edge of the
column heading (or below the row
heading) until the pointer changes to a
double-headed arrow. Then, double-click to
resize the column or row to the best fit.

 KIIT 2014
 Changing the Appearance
of Cells
• A theme is a preset collection of design
elements, including fonts, colors, and
effects.
• As you format cells, Live Preview shows
the results of the different formatting
options.
• A font is the design of text. The default
font for cells is Calibri.
• Font size determines the height of
characters in points (default size for cells
is 11 points).
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 Appearance of Cells
(continued)
• Font gallery

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 Appearance of Cells
(continued)
• Number Formats

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 Using Styles to Format
Cells
• A style is a combination of formatting
characteristics.
• A cell style is a collection of formatting
characteristics you apply to a cell or range
of data.
• To remove, or clear, all the formatting
applied to a cell or range of cells, use the
Clear button on the Home tab.

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 Using Styles to Format
Cells (continued)
• Cell styles gallery

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 Entering Formulas
• The equation used to calculate values
based on numbers entered in cells is
called a formula.
• Each formula begins with an equal sign
(=).
• The results of the calculation appear in the
cell in which the formula is entered.

 KIIT 2014
 Entering Formulas
(continued)
• Worksheet formulas consist of two
components:
– operands
– operators
• An operand is a constant (text or
number) or cell reference used in a
formula.
• An operator is a symbol that indicates
the type of calculation to perform on the
operands, such as a plus sign (+) for
addition.
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 Entering Formulas
(continued)
• Mathematical operators

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 Comparing Relative, Absolute,
and
Mixed Cell References
• A relative cell reference adjusts to its
new location when copied or moved to
another cell.
• Absolute cell references do not
change when copied or moved to a new
cell.
• Cell references that contain both relative
and absolute references are called mixed
cell references.
– References preceded by a dollar sign do not
change.
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 Comparing Relative, Absolute,
and
Mixed Cell References
• Mixed cell references

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 Functions
• A function is a shorthand way to write an
equation that performs a calculation.
• A formula with a function has three parts:
– The equal sign identifies the cell contents as a
formula.
– The function name identifies the operation to
be performed.
– The argument is the value the function uses
to perform a calculation.

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 Functions (continued)
• Parts of a function

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 Functions (continued)
• To open the Insert Function dialog box,
click the Insert Function button on the
Formula Bar.

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 Creating Charts
• A chart is a graphical representation of
data.
• The four most commonly used charts are a
column chart, a line chart, a pie chart, and
a scatter chart.
• These charts as well as several other types
of charts are available in the Charts group
on the Insert tab on the Ribbon.

 KIIT 2014
 Chart Types
• A column chart uses bars of varying heights to
illustrate data in a worksheet. It is useful for
showing relationships among categories of data.
• A line chart uses points connected by a line to
show data, and is ideal for illustrating trends over
time.
• A pie chart shows the relationship of parts to a
whole. Each part is shown as a “slice” of the pie.
• A scatter chart, sometimes called an XY chart,
shows the relationship between two categories of
data, such as a person’s height and weight.

 KIIT 2014