Excel 2016 Basics

Dr. Mamta Nair

 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.
 Getting to know Excel

• If you've previously used Excel 2010 or Excel

2013, then Excel 2016 should feel familiar. If
you are new to Excel or have more experience
with older versions, you should first take some
time to become familiar with the Excel
interface.
 Spreadsheet: Electronic sheet of paper organized by columns &
rows

• The advantage of an electronic

spreadsheet is it allows you to easily
change data and have all “related”
calculations automatically update..
 The Excel interface

• Working with the Excel environment

• The Ribbon and Quick Access Toolbar are
where you will find the commands to perform
common tasks in Excel. The Backstage
view gives you various options for saving,
opening a file, printing, and sharing your
document.
Excel Interface ( Parts of Excel Window)
 Interface of Excel
• Excel 2016 uses a tabbed Ribbon system instead
of traditional menus. The
Ribbon contains multiple tabs, each with
several groups of commands. You will use these
tabs to perform the most common tasks in Excel.
• Each tab will have one or more groups.
 Groups and Tabs
• Some groups will have an arrow you can click
for more options.

• Click a tab to see more commands.

 To change the Ribbon Display Options:

• The Ribbon is designed to respond to your

current task, but you can choose
to minimize it if you find that it takes up too
much screen space. Click the Ribbon Display
Options arrow in the upper-right corner of the
Ribbon to display the drop-down menu.
 The Quick Access Toolbar

• Located just above the Ribbon, the Quick

Access Toolbar lets you access common
commands no matter which tab is selected. By
default, it includes the Save, Undo,
and Repeat commands. You can add other
commands depending on your preference.
 How to use Tell me:

• The Tell me box works like a search bar to help

you quickly find tools or commands you want
to use.
 Worksheet views
• Excel 2016 has a variety of viewing options that change how
your workbook is displayed. These views can be useful for
various tasks, especially if you're planning to print the
spreadsheet. To change worksheet views, locate the
commands in the bottom-right corner of the Excel window
and select Normal view, Page Layout view, or Page Break
view.
 Normal view
• Normal view  is the default view for all
worksheets in Excel.
 Page Layout view
• Page Layout view displays how your
worksheets will appear when printed. You can
also add headers and footers in this view.
 Page Break view
• Page Break view allows you to change the
location of page breaks, which is especially
helpful when printing a lot of data from Excel.
 Backstage view
• Backstage view gives you various options for
saving, opening a file, printing, and sharing
your workbooks.
 Onedrive
• Many of the features in Office are geared toward
saving and sharing files online. OneDrive is Microsoft’s
online storage space you can use to save, edit, and
share your documents and other files. You can access
OneDrive from your computer, smartphone, or any
• Once you have a Microsoft account, you'll be able to
sign in to Office. Just click Sign in in the upper-right
corner of the Excel window. of the devices you use.
 Benefits of using OneDrive
• Once you’re signed in to your Microsoft account, here are a few of the things
you’ll be able to do with OneDrive:
• Access your files anywhere: When you save your files to OneDrive, you’ll be able
to access them from any computer, tablet, or smartphone that has an Internet
connection. You'll also be able to create new documents from OneDrive.
• Back up your files: Saving files to OneDrive gives them an extra layer of
protection. Even if something happens to your computer, OneDrive will keep
your files safe and accessible.
• Share files: It’s easy to share your OneDrive files with friends and coworkers. You
can choose whether they can edit or simply read files. This option is great for
collaboration because multiple people can edit a document at the same time
(this is also known as co-authoring).
 Saving and opening files
• When you’re signed in to your Microsoft account, OneDrive
will appear as an option whenever you save or open a file. You
still have the option of saving files to your computer. However,
saving files to your OneDrive allows you to access them from
any other computer, and it also allows you to share files with
friends and coworkers.
• For example, when you click Save As, you can select either
OneDrive or This PC as the save location.
 Rows, Columns and Cells
• The horizontal lines on a spreadsheet are rows . They are
names as 1,2,3… and so on
• The vertical lines on a spreadsheet are columns. They are
labelled as A,B,C..AA,BB…and so on
• Cell is a cross section/intersection of a row and column
• Cell address- each cell has a UNIQUE address which is a
combination of Coulmn number and row number
• e.g. A10, M23 etc
• Total number of rows in Excel 2016 is – 1,048,576
• Total number of column in Excel 2016 – 16,384
 Row , Column and Cell
• Each box is referred to as a “cell”. Cells may
contain Labels, Values or Formulas that result
in a value or label. A cell is identified first by
its column letter and then by its row number
 Task
• Open Excel 2016.
• Click Blank Workbook to open a new spreadsheet.
• Change the Ribbon Display Options to Show Tabs.
• Using the Customize Quick Access Toolbar, click to
add New, Quick Print, and Spelling.
• In the Tell me bar, type the word Color. Hover over Fill
Color and choose a yellow. This will fill a cell with the
color yellow.
• Change the worksheet view to the Page Layout option.
• Share the screen