SPREADSHEETS
Defining Spreadsheet
A spreadsheet is a computer application that simulates a paper worksheet. It displays multiple cells that together make up a grid
consisting of rows and columns, each cell containing either alphanumeric text or numeric values. Spreadsheets are frequently used
for financial information because of their ability to re-calculate the entire sheet automatically after a change to a single cell is made.
Spreadsheet Programs:
1. VisiCalc is usually considered the first electronic spreadsheet.
2. Lotus Symphony was an integrated software package for creating and editing text, spreadsheets, charts and other
documents on DOS operating systems.
3. Microsoft Excel (full name Microsoft Office Excel) is a spreadsheet-application written and distributed by Microsoft for
Microsoft Windows and Mac OS X. It features calculation, graphing tools, pivot tables etc. It has been the most widely
used spreadsheet application available.
4. OpenOffice.org Calc is a freely available, open-source program modeled after Microsoft Excel. Calc can both open and
save in the Excel (XLS) file format
Starting MS Excel
There are several options in opening MS Excel:
Using Programs Menu
- Click the START button, point to ALL PROGRAMS menu, find MICROSOFT OFFICE and click MICROSOFT
EXCEL.
Using Search Textbox
- Click the START button, on the SEARCH textbox type the keyword EXCEL to open the spreadsheet application
program.
Using Desktop Icon
- Double click the MS Excel icon
The Excel Window
Workbook
Also called a spreadsheet, the Workbook is a unique file created by Excel.
Column Headings
Each Excel spreadsheet contains 16,384 columns. Each column is named by a letter or combination of letters.
Row Headings
Each spreadsheet contains 1,048,576 rows. Each row is named by a number.
Name Box
Shows the address of the current selection or active cell.
Formula Bar
Displays information entered-or being entered as you type-in the current or active cell. The contents of a cell can also be edited in
the Formula bar.
Cell
The most basic part of an Excel document is the box that holds a piece of data, called a cell. A cell is an intersection of a column
and row.
Navigation Buttons and Sheet Tabs
Navigation buttons allow you to move to another worksheet in an Excel workbook. Used to display the first, previous, next or last
worksheets in the workbook.
Sheet tabs separate a workbook into specific worksheets. A Workbook defaults to three worksheets. A Workbook must contain at
least one worksheet.
LESSON 3 – EXCEL BASICS
Moving around the worksheet
You can move around the spreadsheet in several different ways.
To Move the Cell Pointer:
To activate any cell, point to a cell with the mouse and click.
To move the pointer one cell to the left, right, up, or down, use the keyboard arrow keys.
Movement Key stroke
One cell up up arrow key
One cell down down arrow key or ENTER
One cell left left arrow key
One cell right right arrow key or TAB
Top of the worksheet (cell A1) CTRL+HOME
End of the worksheet (last cell containing data) CTRL+END
End of the row CTRL+right arrow key
End of the column CTRL+down arrow key
Any cell CTRL + G to open the Go To dialog box
To Scroll Through the worksheet:
The vertical scroll bar located along the right edge of the screen is used to move up or down the spreadsheet. The horizontal
scroll bar located at the bottom of the screen is used to move left or right across the spreadsheet.
The PageUp and PageDown keys on the keyboard are used to move the cursor up or down one screen at a time. Other keys that
move the active cell are Home, which moves to the first column on the current row, and Ctrl+Home, which moves the cursor to the
top left corner of the spreadsheet or cell A1.
To Move between worksheets
As mentioned, each Workbook defaults to three worksheets. These worksheets are represented by tabs-named Sheet1, Sheet2
and Sheet3-that appear at the bottom of
the Excel window.
To Move from one worksheet to
another worksheet:
Click on the sheet tab (Sheet1, Sheet2 or Sheet 3) that you want to display
To Name a worksheet, you can use any of the following methods:
In the CELLS group of the Home tab, choose FORMAT, and select RENAME SHEET
Double Click the Sheet Tab
Right-click the tab for the worksheet you want to rename and choose Rename from the shortcut menu.
Create, Open and Save Workbooks
To CREATE a new blank workbook:
1. Click the File tab. This takes you to Backstage view.
2. Select New.
3. Select Blank workbook under Available Templates. It will be highlighted by default.
4. Click Create. A new blank workbook appears in the Excel window.
To OPEN an existing workbook:
1. Click the File tab. This takes you to Backstage view.
2. Select Open. The Open dialog box appears.
3. Select your desired workbook, then click Open.
To SAVE a worksheet, you can use any of the following methods:
Click the SAVE button in the Quick Access toolbar
Press F12 to open the Save As dialog box
Click FILE tab and from the menu, select SAVE or SAVE AS command.
Enter, Edit and Delete Data
Entering Text in a Cell
You can enter various kinds of data in a cell:
1. Numbers: Your numbers can be from the entire range of numeric values: whole numbers (example, 25), decimals
(example, 25.67) and scientific notation (example, 0.2567E+2). Excel displays scientific notation automatically if you enter
a number that is too long to be viewed in its entirety in a cell. You may also see number signs (# # # # # #) when a cell
entry is too long. Widening the column that contains the cell with the above signs will allow you to read the number.
2. Text: First select the cell in which data has to be entered and type the text. Press ENTER key to finish your text entry. The
text will be displayed in the active cell as well as in the Formula bar. If you have numbers to be treated as text use an
apostrophe (‘) as the first character. You cannot do calculations with these kind of data entry. Text is automatically left-
aligned. Text is 10-point Arial by default. Excel has Autocomplete and Autocorrect feature for text entry.
3. Date and Time: When you enter dates and times, Excel converts these entries into serial numbers and kept as
background information. However, the dates and times will be displayed to you on the worksheet in a format opted by you.
4. Data in Series: You can fill a range of cells either with the same value or with a series of values with the help of AutoFill.
Editing Information in a Cell
Information in a spreadsheet is likely to change over time. Information can be changed in either of two ways.
Quick and Easy Method:
Click the cell that contains the information to be changed.
Type the new entry. The old entry is replaced by the new entry.
If the original entry is long and requires only a minor adjustment (in spelling, for example), then you can directly edit the information
in the cell.
Method 1: Direct Cell Editing
Double-click on the cell that contains the information to be changed.
The cell is opened for direct editing.
Make the necessary corrections.
Press Enter or click the Enter button on the Formula bar to complete the entry.
Method 2: Formula Bar Editing
Click the cell that contains the information to be changed.
Edit the entry in the formula bar.
Method 3: Pressing F2
Deleting Information in a Cell
To Delete Data that Already Appears in a Cell:
Click the cell that contains the information to be deleted.
Press the Delete key, or
Right-click and choose Clear Contents from the shortcut menu.
To Delete Data Being Typed But Not Yet Added to the Cell:
Cancel an entry by pressing the Escape key.
Selecting Multiple Cells
The currently-selected cell in Excel is called the active cell. You can also select a group of adjacent cells, or a cell range. Many
operations can be done against a cell range: move it, copy, it, delete it or format it. A cell range can be defined in different ways:
select a specific range of cells, select multiple columns or rows, or select the entire worksheet.
To Select a Range of Cells:
Move to the first cell in the range.
The mouse pointer becomes a large cross.
Click-and-hold the left mouse button and drag left or right, up or down to the last cell you want to select.
Release the mouse button.
Before a cell can be modified or formatted, it must first be selected (highlighted). Refer to the table below for selecting groups of
cells.
Cells to select Mouse action
One cell click once in the cell
Entire row click the row label
Entire column click the column label
Entire worksheet click the whole sheet button
Cluster of cells drag mouse over the cells or hold down the SHIFT key while using the arrow keys
Modifying Spreadsheets
In order to create an understandable and professional document you will need to make adjustments to the cells, rows, columns and
text. Use the following processes to assist when creating a spreadsheet.
Cut, Copy, and Paste Data
You can use the Cut, Copy, and Paste commands in Microsoft Office Excel to move or copy entire cells or their contents. NOTE:
Excel displays an animated moving border around cells that have been cut or copied. To cancel a moving border, press ESC.
