Creating a Worksheet and an Embedded Chart

Excel Important Vocab

Active cell ScreenTips
Cell Workbook
Column Worksheet
Command group Screen Tips
Command tabs Workbook
Name box Worksheet
Quick Access Toolbar
Ribbon
Row
Microsoft 2016
The foundation of Excel and locations where you do
your work are
Cells
Rows
Columns

Worksheets are part of the workbook.

Each tab is divided into task-specific command
groups with commands and options that relate to the
group name.
Software Orientation (1 of 2)
The ribbon in Microsoft Office Excel 2016 is made up of a
series of tabs, each related to specific kinds of tasks that you
perform in Excel. The Home tab, shown below, contains the
commands that people use the most when creating Excel
documents.

Each tab contains groups of commands related to specific

tasks or functions.
Software Orientation (2 of 2)
Commands that have an arrow associated with them (see
AutoSum and Find & Select on the previous slide) have
other options available for the task.
The Dialog Box Launchers in groups display additional
commands not shown on the ribbon.
In the figure on the previous slide, the Clipboard, Font,
Alignment, and Number groups have associated dialog
boxes or task panes, whereas Styles, Cells, and Editing do
not.
What is Excel?
A powerful spreadsheet program that lets users to
organize data, complete calculations, make decisions,
graph data.
The 4 major parts of Excel
Workbooks and Worksheets
Charts
Tables
Web support
When Excel Starts…
It creates a new blank workbook called Book1
Ribbon
A broad band that runs across the top of the Excel
window that organizes commands and tools into an
easy to use interface.
Workbook
Is like a notebook.
It is made up of column and rows
Data is put in the cells of the workbook.
Worksheet
Spreadsheets inside the workbook.
Excel opens a new workbook with 3 sheets.
You can add additional worksheets as long as your
computer has enough memory to accommodate
them.
Sheet Tab
Each worksheet has a sheet name that is on a sheet
tab.
Located at the bottom of the workbook.
The Worksheet Explained
Organized into a
rectangular grid
containing vertical
columns and horizontal
rows.
Cells in the Worksheet
Active Cell Cell
A cell that is highlighted or A box on the worksheet grid
outlined by a bold rectangle. identified by the intersection
This is also called the current of a column and a row.
cell or highlighted cell.
Command group
Task-specific groups divided among the command
tabs appropriate to the work a user currently
performs.

What is a worksheet?
A worksheet is a grid composed of rows, columns,
and cells.
Each worksheet column starts at the top of the
worksheet and goes to the bottom of the worksheet
and is identified by a letter.
Each row starts at the left edge of the worksheet and
continues to the right edge and is identified by a
number.
Each box, or cell, on the grid is identified by the
intersection of a column and row.
Rows and Columns ID
Column heading
identified by a
letter above the
grid.
Row heading is
identified by a
row number on
the left side of
the grid.
A Workbook
Spreadsheet file
It can be compared to a physical book with many
pages.
When you open a blank workbook, the temporary
filename (Book1) and the program name (Excel)
appear in the title bar at the top of the screen.
Book1 (or Book2, Book3, and so on) is a temporary
title for your workbook until you save the workbook
with a name of your choice.
A new Workbook
The new workbook contains one worksheet (Sheet1)
by default.
The sheet tabs are located just above the Status bar
and are identified as Sheet1, Sheet2, and Sheet3.
(think of these as pages. )
Rename worksheets to identify their content.
Add worksheets with the New sheet (+) button as
needed.
What is a Cell?
The intersection of each column and row
A cell is a basic unit of a worksheet in which you
enter data.
Each worksheet has 16,384 columns, 1,048,576 rows
for a total of 17,179,869,180 cells.
Cell Reference
A cell is referred to by its unique address
To identify a cell, specify the column letter first,
followed by the row number.
Active Cell
The one cell into which you can enter data.
Active cell identified in 3 ways:
A heavy border surrounds the cell
Cell reference shows above column A in the Name box.
The column heading and row heading are highlighted.
Identifying an Active Cell
Gridlines
The horizontal and vertical lines on the worksheet
itself.
Gridlines make it easier to see and ID each cell in the
worksheet.
They can be turned off, but best to leave them on.
Worksheet Window
Worksheet Window
You view the portion of the worksheet displayed on
the screen through a worksheet window.
Use the scroll bars, scroll arrows, and scroll boxes to
move the worksheet around.
Status Bar
Status Bar
Presents info about:
 the worksheet,
the function of the button the mouse pointer is
pointing to
 or the mode of Excel.
THE RIBBON
The Ribbon
The control center in Excel
Provides easy, central access to the tasks you perform
while creating a worksheet.
The ribbon has:
Tabs, groups, and commands.
Each tab surrounds a collection of groups
Each group contains related commands.
More on the Ribbon
Has seven top-level tabs:
Home, Insert, Page, Layout, Formulas, Data, Review
and View.

Command Tabs
Name Box
Located below the ribbon at the left end of the
formula bar. When a user types a cell location into
this box and presses Enter, the insertion point moves
to that cell.
Home Tab
Quick Access Toolbar
A toolbar that gives you fast and easy access to the
tools you use most often in Excel.
Screen Tips
Small, onscreen rectangles that display descriptive
text when you rest the pointer on a command or
control.
Home Tab is..
Called the Primary tab
Contains groups with the more frequently used
commands.
The active tab is the tab currently displayed.
Dialog box Launcher
When click displays a dialog box or a task pane.
Dialog Box
Contains
additional
commands and
options for the
group.
Task Pane
Is a window that has
more commands and
can stay open while you
work on the worksheet.
Formula Bar
Appears below the Ribbon
You can make bigger by dragging the sizing handle or
clicking the expand button.
Splitting the Window
When a worksheet contains a lot of data, you can see
only a small portion of the worksheet in Excel’s Normal
and page Layout views.
The Split command enables to view the worksheet in two
panes or four quadrants.
The Split command lets you use the scroll bars on the
right and at the bottom of the window to display
different sections of the worksheet at the same time so
you can compare or contrast data or see what effect a
change in one part of the worksheet might have on a
distant part of the worksheet.
Working with an Existing Workbook
Many workbooks require frequent updating because
existing data has changed or new data must be added.
Workers frequently open an existing workbook,
update information, and then save the workbook to
be revised later.
Filenames should reflect the type of data contained in
the file and be descriptive so you can locate and
retrieve files quickly.
Filenames can be up to 255 characters long, including
the filename extension.
Most people use short descriptive filenames that
clearly identify the content of the workbook.
Selecting a Cell
To enter data into a cell, you first must select it.
Easiest way to select a cell (make it active) is to use
the mouse and click.
Use the arrow keys to move around the spreadsheet.
Entering Text
In Excel, any set of characters containing a letter,
hyphen (as in a phone number) or space is considered
text.
Text is used to:
Place worksheet titles, column titles, and row titles on
the worksheet.
Alignment of Text
Excel left-aligns text in a cell.
Left-aligned means the cell entry is positioned at the
far left in the cell.
When text is longer than the width of a column, Excel
shows the overflow characters in adjacent cells to the
right as long as these adjacent cells contain no data.
Functions/Formulas
AUTOSUM--a function used to add a column or row
of numbers.
AVERAGE—function used to add a series of numbers
and then divide by the number in that series.
MAX—function used to determine or identify the
largest number in a group of selected number.
MIN—function to identify the smallest number.

Function—a built-in formula.

Navigating the Worksheet
An Excel worksheet can contain more than one
million rows and more than sixteen thousand
columns.
There are several ways to navigate through
worksheets that contain numerous rows and columns:
• Arrow keys
• Scroll bars
• The mouse 
Navigating Data with the Go To
Command
The workbook used in these exercises is neither long nor
particularly complicated. When dealing with much larger
databases, or longer sets of workbooks, you might wish
you had some easier means to get around the data than
just scrolling.
The Name Box indicates the current cell you are in as
well as gives you the opportunity to name the cell or a
range.
The Go To command can take you to particular points in
a worksheet, including cells and cell ranges that you
name yourself.
Step by Step: Navigate Data with the
Go To Command
Correcting Mistakes While Typing
If you type the wrong letter, and see it before you hit
ENTER, use the BACKSPACE key to delete characters.
Editing a Cell’s Contents
 Changes can be made quickly and easily in electronic records.
 To edit information in a worksheet, make changes directly in the cell
or edit the contents of a cell in the formula bar.
 When you enter data in a cell, the text or numbers appear in the cell
and in the formula bar.
 Before changes can be made, you must select the information that is
to be changed.
 Selecting text means that you highlight the text to be changed.
• You can select a single cell or a portion of the cell’s text in the
formula bar.
• You can also double-click in a cell to position the insertion point
for editing.
Step by Step: Edit a Cell’s Contents (1 of 6)
GET READY. OPEN a blank workbook.
Click cell A1, type
Fabrikam and then
press Enter. The
insertion point
moves to cell A2
and nothing appears
in the formula bar
Click cell A1. Notice
that the formula bar
displays Fabrikam,
shown here.
Step by Step: Edit a Cell’s Contents (2 of 6)
Click after Fabrikam in the formula bar, type a space,
type Incorporated, and then press Tab. The
insertion point moves to cell B1 and nothing appears
in the formula bar
Step by Step: Edit a Cell’s Contents (3 of 6)
4. Click cell A1 and in the formula bar, double-click on
Incorporated to select it. Type Inc. and then press
Enter.
5. Type Sales and then press Enter.
6. Click cell A2 and then click after Sales in the formula
bar.
7. Press Home. The insertion point moves to the beginning
of the formula bar.
8. Type Monthly and then press the spacebar. Press
Enter.
9. In cell A3, type January and then press Enter.
Step by Step: Edit a Cell’s Contents (4 of 6)
10. Click cell A3, type February, and then press
Enter. Cell A3’s original text is gone and
February replaces January.
11. Click cell A3 and then press Delete. The entry in
cell A3 is removed.
12. Above row 1 and to the left of column A, click the
Select All button. All cells on the worksheet are
selected.
13. Press Delete. All entries are removed. 
PAUSE. CLOSE the workbook without saving and
LEAVE Excel open for the next exercise.
Step by Step: Edit a Cell’s Contents (5 of 6)
When you are in Edit mode:
• The insertion point appears as a vertical bar and most commands
are inactive.
• You can move the insertion point by using the left and right arrow
keys.
• The Edit indicator appears at the left end of the Status bar.
Use the Home key on your keyboard to move the insertion
point to the beginning of the cell, and use the End key to
move the insertion point to the end of the cell.
You can add new characters at the location of the
insertion point.
Step by Step: Edit a Cell’s Contents (6 of 6)
To select multiple characters while in Edit mode,
press Shift while you press the arrow keys.
You also can click and drag the mouse pointer over
the characters that you want to select.
There are several ways to modify the values or text
you enter into a cell:
• Erase the cell’s contents.
• Replace the cell’s contents with something else.
• Edit the cell’s contents.
Level 2--Packet
Formulas, Functions, Formatting and Web Queries
Using Data Types to Populate a Worksheet
You can enter three types of data into Excel: text,
numbers, and formulas.
Text entries contain alphabetic characters and any
other characters that do not have a purely numeric
value.
The strength of Excel is its capability to calculate and
analyze numbers based on the numeric values you
enter. Of course, if you enter the wrong numbers, you
get the wrong calculations. For that reason, accurate
data entry is crucial.
Entering Dates
Dates are often used in worksheets to track data over a
specified period of time.
Dates can be used as row and column headings.
Dates are serial numbers. They are sequential and can
be added, subtracted, and used in calculations.
Dates can also be used in formulas and in developing
graphs and charts.
The way a date is displayed in a worksheet cell depends
on the format in which you type the characters.
In Excel 2016, the default date format uses four digits for
the year and the date is right-justified.
Filling a Series with Auto Fill
Excel provides Auto Fill options that automatically
fill cells with data and/or formatting.
To populate a new cell with data that exists in an
adjacent cell, use the Auto Fill feature either through
the command or the fill handle.
The fill handle is a small green square in the lower-
right corner of a selected cell or range of cells.
A range is a group of adjacent cells that you select to
perform operations on all of the selected cells.
When you refer to a range of cells, the first cell and
last cell are separated by a colon (for example,
C4:H4).
Filling a Series with Flash Fill
Flash Fill allows you to quickly fill a column of data using
an example that is based on existing data in adjacent
columns.
You can almost instantly create columns for first and last
names if the full name appears in another column.
After you enter the initial item (such as the first name) in
a column and start to type the second item in that
column, Excel displays a preview of entries formatted the
same way in the rest of the column.
If the presented preview of the data is what you want, just
press Enter to fill the column with the entries.
Cutting, Copying, and Pasting Data
Excel’s Cut, Copy, and Paste commands are used to copy
or move entire cells with their contents, formats, and
formulas.
You can copy specific contents or attributes from the cells.
You can copy the value from the original cell but retain
the formatting of the destination cell.
You can perform cut, copy, and paste functions using: 
• The mouse
• Ribbon commands
• Shortcut commands, such as Ctrl+C (copy), Ctrl+X (cut), and
Ctrl+V (paste)
• The Office Clipboard pane
Copying a Data Series with the Mouse
By default, drag-and-drop editing is turned on so that you
can use the mouse to copy (duplicate) or move cells.
Select the cell or range of cells you want to copy and hold
down Ctrl while you point to the border of the selection.
When the pointer becomes a copy pointer (arrow with a
plus), you can drag the cell or range of cells to the new
location.
As you drag, a scrolling ScreenTip identifies where the
selection will be copied if you release the mouse button.
Entering Numbers
• You can enter numbers into cells to represent
amounts.
• A number can contain only:
– 0 1 2 3 4 5 6 7 8 9.+,- () /$%Ee
• If a cell entry contains any other keyboard character
(including spaces) Excel interprets it as text and treats
it accordingly.
Formula
Equation that performs a calculation.
Function is a preset formula.
Every formula begins with an =
Formula includes:
Equal sign =
Values or cell references
Operator (* + - /
Automatic Recalculation
Every time you enter a value into a cell in the
worksheet, Excel automatically recalculates all
formulas.
Enter a Formula using
Keyboard
=
Manually type in formulas such as =d4*c4
Use the FILL HANDLE to copy the formula to
adjacent cells.
Fill Handle
Point Mode
An alternative to entering the formulas in cells
Use the mouse to point and select cells for use in a
formula.
Even with Point Mode you must type the = and the
operator (* + -, etc.)
When should I use Point Mode to
Enter Formulas?
Using Point mode to enter formulas often is faster
and more accurate than using the keyboard.
Fill Handle
A small rectangle in the
lower-right corner of the
active cell or active
range.
Range Finder
Easy way to verify that a
formula references the
cells you want it to
reference.
Use to check which cells
are referenced in the
formula assigned to the
active cell.
Allows you to make
immediate changes to
cells referenced in a
formula.
Formatting Numbers
Using the Ribbon
Accounting Number Format
To add a dollar sign to a number, you should use the
Accounting number format.
Shows a dollar sign to the left of the number, inserts a
comma every three places to the left of the decimal
point
Displays numbers to the nearest cent.
Fixed Dollar sign
A dollar sign displayed to the far left in the cell
Often with spaces between in and the first digit.
Floating dollar sign
Appears immediately to the left of the first digit with
no spaces.
Comma Style Format
Used to tell Excel to show numbers with commas and
no dollar sign.
Can be assigned to a range of cells by clicking the
Comma Style button
Inserts a comma every 3 spaces to the left of the
decimal point
Causes numbers to be displayed to the nearest 100ths.
Best fit or Auto adjust
The width of the column will increase or decrease so
the widest entry will fit in the column.
######## in a column means the column is too
narrow.
Merging Cells
Creating a single cell by combining two or more
selected cells.
Select the cell range
Click the Merge and Center button
Worksheet titles and subtitles are usually merged and
centered over a worksheet.
Merge and Center Button
Home

Merge and Center

Fill Handle
Printing the Worksheet
Use print preview
Turn on gridlines—I want them to show
Create a header for the class
Print in landscape
Values Version of Worksheet
Shows the results of the formulas you have entered
Doesn’t show actual formulas used.
Formulas Version
Shows the actual formula you have entered
Press CTRL + ACCENT MARK (` )
Useful for debugging a worksheet.
Questions?