WORD PROCESSING

INTRODUCTION TO MICROSOFT EXCEL

INTRODUCTION
• Numbers provide the data, and formulas calculate that data to
produce a useful result.
• Labels simply identify what numbers represent.
• Besides calculating numbers, spreadsheets can also store lists of data
organized in rows and columns.
CELL
• A cell is the intersection of a row and a column. It is the basic unit of a
worksheet.
• Each cell has its own name—or cell address—based on its column and
row.
• In this example, the selected cell intersects column
C and row 5, so the cell address is C5.
• The cell address will also appear in the Name box.
• Note that a cell's column and row headings are
highlighted when the cell is selected.
CELL
• A group of cells is known as a cell range.
• Rather than a single cell address, you will refer to a cell range using
the cell addresses of the first and last cells in the cell range, separated
by a colon.
• For example, a cell range that included cells A1, A2, A3, A4, A5, A6, A7
and A8 would be written as A1:A8.
TYPING DATA INTO A CELL
• To type data in a single cell, follow these steps:
 Click a cell or Press the up, down, right, or left arrow key to highlight
a cell.
 The highlighted cell is known as an active cell and its address would show in
the name box.
 This cell is hence ready to receive data.
 Type a number (such as 15 or 25.5) or a label (such as students).
TYPING DATA INTO MULTIPLE CELLS
• Pressing one of the following four keystrokes will select a different
cell;
 Enter: Select a cell below
 Tab: Select the cell to the right in the same row
 Shift + Enter: Select the cell above in the same column
 Shift + Tab: Select the cell to the left in the same row
• To select multiple cells for typing data in, follow these steps;
 Highlight multiple cells by holding down the left mouse button and
dragging across such cells.
Now type a number or a label in the highlighted cells.
FORMATTING CELLS
• Excel can format the appearance of cells to change the font,
background color, text color or font size.
• Some of the individual formatting styles you can choose follow;
 Font and font size
 Text styles (underlining, italic, and bold)
 Text and background color
 Borders
 Alignment
 Text wrapping and orientation
FORMATTING CELLS WITH BUILT-IN
STYLES
• Select the cell or cells that you want to format with a built-in style.
• Click the Home tab.
• Click the Cell Styles icon in the Styles group.
• Move the mouse pointer over a style.
• Click the style you want.
FORMATTING FONTS AND TEXT
STYLES
• Select the cell or cells whose font or font size you want to change.
• Click the Home tab.
• Click the Font list box.
• Click the font you want to use.
• To change the font size, click on a specific value or type in the value or
click the increase or decrease font size icon.
FORMATTING WITH COLOUR
• The font color defines the color of the numbers and letters that
appear inside a cell. (The default font color is black).
• The fill color defines the color that fills the background of the cell.
(The default fill color is white).
 Select the cell or cells that you want to color.
 Click the Home tab.
 Click the downward-pointing arrow that appears to the right of the
Font color icon.
 Click the color you want to use for your text.
 Click the downward-pointing arrow to the right of the Fill Color icon.

NAMING CELLS
• Users can give cells a more descriptive name rather than referring to
them by their alphanumeric combination.
 Select the cell or cells that you want to name.
 Click in the Name box, which appears directly above the A column
heading.
 Type a descriptive name without any spaces and then press Enter.
• You can move to the named cell by following the procedure below;
 Click the downward-pointing arrow to the right of the Name box.
 Click the named cell you want to view.
EDITTING OR DELETING A CELL
NAME
• Click the Formulas tab.
• Click the Name Manager icon in the Defined Names group.
• Edit or delete the named cell as follows:
 To edit the name, click the cell name you want to edit and then click
the Edit button. Change the name or the cell reference in the Edit
Name dialog box that appears.
 To delete the name, click the cell name you want to delete and then
click the Delete button.
• Click Close.
TYPING IN SEQUENCES WITH
AUTOFILL
• If you need to input data that has a definite succession or pattern,
excel has the ability to predict the rest and fills them for you.
• It may be a label such as months of the year or numbers such as 1,2,3.
• You only type the first or second inputs and excel fills out the rest.
• To use this shortcut, follow these steps;
 Click a cell and type a month (such as January or just Jan) or a day
(such as Monday or just Mon).
 Now place your cursor at the bottom right corner of that active cell
such that the cursor turns into a black crosshair.
Now hold down the lmb and drag across the other cells such that it
fills in the rest of the data.
NUMBERS
FORMATTING NUMBERS
• Select one or more cells using the keyboard or the mouse.
• Click the Home tab.
• Click the Number Format list box in the Number group.
 The Number group also displays three icons that let you format
numbers as currency, percentage or with commas in one click.
• Click a number format style, such as Percentage or Scientific.
NUMBERS
DISPLAYING NEGATIVE NUMBERS
• Excel can display negative numbers in parentheses (–5) or in red so
you can’t miss them.
 Select the cell or range of cells that you want to modify.
 Click the Home tab.
 Click the Format icon in the Cells group.
 Choose format cells.
 In the Category list, choose Currency or Number.
 You can choose how to format negative numbers only if you
format your numbers by using the Currency or Number category.
 Click a negative number format and then click OK.
NUMBERS
FORMATTING DECIMAL NUMBERS
• If you format cells to display numbers with decimal places, such as
15.29 or 15.29014, you can modify how many decimal places appear.
 Select the cell or cells that contain the numbers you want to format.
 Click the Home tab.
 Click in the Number Format list box and choose a format that
displays decimal places, such as Number or Percentage.
SEARCHING A SPREADSHEET
• Excel lets you search for the following;
 Specific text or numbers.
 All cells that contain formulas.
 All cells that contain conditional formatting.
SEARCHING FOR A TEXT
• Click the home tab
• Click the find and select icon in the editing group.
• Click find from the pull-down menu.
• Click in the Find What text box and type the text or number you want
to find.
• Click close to make the box go away.
EDITING A SPREADSHEET
• This means changing the displayed data such as the labels, numbers
and formulas that make up a spreadsheet.
• To edit data in a cell, double-click the cell that contains the data. A
cursor is displayed in the cell and this allows you to either delete or
type in new data.
RESIZING ROWS AND COLUMNS
• Place the mouse pointer over the bottom line of a row heading, such
as between the number 1 and 2 or over the line of a column heading
such as between A and B.
• The cursor should turn into a two-way pointing arrow.
• Hold down the lmb and drag to either increase or decrease the size of
that row or column.
• Resizing can also be done precisely and this involves typing specific
values in a row and column height box.
 click on the alphabet corresponding to the specific column to select
the entire column or the number to select an entire row.
Click the format icon in the cells group.
Click row or column height depending on which one you’d want
ADDING AND DELETING ROWS AND
COLUMNS
• Click on the heading of the row or column you want to insert another
next to.
• In the cells group on the home tab, click on the arrow next to the
insert icon.
• Choose insert sheet rows or insert sheet columns.
 Excel inserts a column to the left of the selected columns or a row
above the selected row.
• Deleting a columns or row follows the same procedure (NB: deleting a
column or row deletes its content as well).
ADDING, RENAMING, REARRANGING
AND DELETING SHEETS
• Excel lets you create multiple sheets that allows you to save in a single
workbook (file). Shift+F11 creates a new sheet or click on the + icon
next to the current sheet name to create a new sheet.
• Default sheets are named sheet#. For a descriptive name, double-click
on the name of the sheet to edit the name or right click on it and
select rename to type a new name.
• Hold down the lmb on the sheet name and drag across other sheets
to place them at a preferred location.
• To delete a sheet, right click on the name of the sheet and select
delete from the list. (NB: deleting an entire sheet deletes its content
as well.)
PRINTING OUT A WORKBOOK
• To print out a copy of a spreadsheet, certain details should be taken into
consideration. This would help avoid printing out unnecessarily large
sheet with data distorted. Some parameters may include;
 page layout view
Defining a print area
Defining paper orientation and size
Defining printing margins
Defining page break
Printing row and column headings
Adding header or footer

PAGE LAYOUT VIEWS
• Page layout views are very important especially when you want to print
out an excel sheet.
• Excel displays sheets in 3 ways; Normal, Page Break and Page Layout views.
• The normal view is the default view.
• The Page Break Preview displays the boundaries of each page so users
know how each page would like once printed.
• The Page Layout view displays the spreadsheet in a way as if it were
printed.
• The 3 views can be found at the bottom right corner of the excel window.
ADDING A HEADER OR FOOTER
• A header appears at the top of the sheet and may explain the
information in the spreadsheet such as 2020/2021 Students Class List.
• A footer may display just a page number or other content.
 On the insert tab, click the text icon.
 Click on the header and footer icon.
 Type your header text in the header text box.
 Click the Go To footer icon in the navigation box and type your footer
text there as well.
PRINTING GRIDLINES
• Users can choose to omit gridlines when printing out their worksheet.
 Click the Page Layout tab.
 To print gridlines, select the Print check box under the Gridlines
category.
 To print row and column headings, select the Print check box under
the Heading category.
DEFINING A PRINT AREA
• A user may decide to print only a certain portion of the entire
spreadsheet.
 Select the cells that you want to print.
 Click the Page Layout tab.
 Click the Print Area icon in the Page Setup group.
 Choose Set Print Area.
 Click the File tab and then click Print.
 Click Print.
INSERTING PAGE BREAKS
• Move the cursor to the cell that defines where the vertical and
horizontal page breaks should appear.
• Click the Page Layout tab.
• Click the Breaks icon in the Page Setup group.
• Choose Insert Page Break.
DEFINING PRINTING MARGINS
• Users can define a specific margin so they may be able to either
squeeze or expand their spreadsheet to fill a page.
 Click the Page Layout tab.
 Click the Margins icon in the Page Setup group.
 Choose a page margin style you want to use.

• If you choose Custom Margins in Step 3, you can define your own
margins for a printed page.
DEFINING PAPER ORIENTATION AND
SIZE
• Paper sizes define the physical dimensions of the page. They may be
in landscape or portrait mode.
 Click the Page Layout tab.
 Click the Orientation icon in the Page Setup group.
 Choose Portrait or Landscape.
 Click the Size icon in the Page Setup group.
 Select a paper size.
PRINTING IN EXCEL
• Click the File tab.
• Click Print.
• (Optional) Select any options, such as changing the number of copies
to print or choosing a different page size or orientation.
• Click the Print icon near the top of the middle pane.
FORMULAS
• A formula is an expression that operates on values in a range of cells
or a cell.
• Formulas can be as simple as adding two or more numbers or as
complicated as calculating data from other formulas so that changes
in a single cell can ripple throughout an entire spreadsheet.
• Formulas consist of three crucial bits of information:
 An equal sign (=)
 One or more cell references.
 The type of calculation to do on the data (addition, subtraction, and
so on).
CREATING FORMULAS IN EXCEL
• The equal sign (=) simply tells Excel not to treat the formula as text
but as instructions for calculating something.
• A cell reference is simply the unique row and column heading that
identifies a single cell, such as A3 or J6.
• The mathematical operator tells excel what operation should be
performed on the data found in the specified cell reference.
• The most common operators are +, -, * and / although there are
several other operators.
operator function example Result
+ Addition
- Subtraction
* Multiplication
/ Division
% Percentage
^ Exponentiation
= Equal =5=4 False
> Greater than =7>3 True
< Less than
>= Greater than or equal to =23>=14 True
<= Less than or equal to
<> Not equal to =10<>23 True
& Text concatenation =“Hello my “& “dear” Hello my dear
TYPING A FORMULA IN EXCEL
• To type a formula;
 select the cell you want to place your formula.
 type the equal sign to tell excel you’re creating a formula instead of
ordinary numbers or labels.
 create a formula using any of the cell references or address by combining
them with a mathematical operator. For example; if cell E8 has value 12
and cell B6 has value 6, then a user can add the content of the two cells by
typing;
 =E8+B6
After typing press enter to display the result.
Alternatively, users can click on the cells directly without typing their
references and the same result would still appear.
ORGANIZING FORMULAS WITH
PARENTHESES
• Some formulas may be simple to type and understand whiles others
may be very cumbersome to comprehend.
• Combining several mathematical operators in one formula may render
the formula harder to read and understand.
• Excel performs calculations based on precedence, that is where
several cell references are been manipulated using 2 or more
mathematical operators in a formula, precedence tells excel which
operators to calculate first.
• For example for a formula such as =A3+B5-C3/G2, excel calculates
–C3/G2 first before A3+B5 then manipulates the two parts.
Mathematical operator Description

: (colon), (single space), ,(coma) Reference operators

- Negation

% Percent

^ Exponentiation

* Multiplication and division

/
+ Addition and subtraction
-
& Text concatenation

= < > < = > = <> comparison

COPYING AND REPEATING
FORMULAS
• A user may want to repeat formulas but with different cell addresses
for each case.
• For instance a user may want to add the same number of cells in
adjacent columns.
• Typing the cell addresses in each case may be very tedious.
• Hence, excel allows users to copy and paste formulas such that once
pasted, excel automatically adds the data in that column.
SEARCHING FOR FORMULAS
• It can be difficult knowing which cells contain numbers and formula
because formulas display numbers in a cell.
• Excel can highlight all cells containing formulas by following these
steps;
 click the home tab
Click the find and select icon in the editing group.
Click formulas from the pull-down menu.
• Excel highlights all cells that contain formulas.
CONDITIONAL FORMATTING
• Conditional formatting allows a formula to display output depending
on the data received.
• For example suppose you have a formula that calculates the sum of
numbers in cells in a column, you could format the formula to display
the output in red if the sum is less than 100 or display in blue if its
more than 100.
• Excel offers three types of conditional formatting for identifying
values.
 Data bars: Higher values display more color while lower values
display less color.
 Color scales: Different colors identify different ranges of values.
 Icon sets: Different icons identify different ranges of values.
COMPARING DATA VALUES IN
CONDITIONAL FORMATTING
• To apply conditional formatting;
 Select the cells to which you want to apply conditional formatting.
 Click the Home tab and then click the Conditional Formatting icon in
the Styles group.
 Move the mouse over Data Bars, Color Scales, or Icon Sets in the
menu.
 Click the type of conditional formatting you want.
EDITING A FORMULA
• After typing a formula, excel allows you to edit the formula later on. It
can be done either in the formula bar of in the cell itself.
• To edit a formula in the formula bar;
 click in the cell containing the formula so the formula displays in the
formula bar.
 click in the bar to edit the formula.
• To edit a formula in the cell itself;
 double-click in the cell containing the formula.
 the formula appears allowing you to edit it.
GOAL SEEKING
• The goal seek allows users to submit data so excel predicts the outcome.
• You submit a goal or target to achieve, an initial condition and the equation
to check and excel calculates for the initial condition given the set goal.
• The goal seek is used to calculate for the value of certain variables in a
polynomial function.
• For an equation 3x^2 – 6x + 5 = 10; the goal is 10 and we are looking for a
value x when inserted into the equation gives you the goal 10.
• We first set x to 0 such that excel will iterate over several values in an
attempt to find a new value x that satisfies the equation.
• The equation is first typed into a cell as a formula, where x is replaced with 0.
• On the data tab, in the forecast section, click on the what-if analysis
and then click on goal seek tool.
• The goal seek box appears requiring the user to make some 3 inputs.
• The set cell asks a user to define the cell address of the cell in which
the formula or equation was typed.
• The ‘to value’ asks the user to input the goal and the ‘by changing
cell’ asks for the cell address of the initial condition which is 0.
• Click on okay to view the new value of x.
FUNCTIONS
• Functions in excel are complex formula.
• They are prebuilt or inbuilt formulas just like any other programming
languages.
• For instance, suppose a user has over 30 cells containing data in a column of
references A1 to A30. Typing A1+A2+A3+A4+…. All the way to A30 in order to
add them could be very tedious.
• Hence, excel gives an inbuilt function called ‘sum’ for adding all the values at
go.
• The user just has to type ‘’=SUM(A1:A30)’’ that is type the first and last cell
references separated by a ‘:’ and excel adds all the data in the cells.
• The colon tells excel to add up all the values in between both references.
FUNCTIONS
• A typical function uses one or more cell references such as;
 Single cell references such as ‘=ROUND(C8,3)’, which rounds the
number found in cell C8 to three decimal places.
 Contiguous (adjacent) cell ranges such as ‘=SUM(B4:B25)’, which
adds all the numbers found in cells B4, B5, B6, B7, B8 all to B25.
 Noncontiguous cell ranges such as =SUM(A4,B7,C11), which adds all
the numbers found in cells A4, B7, and C11.
FUNCTION
• To use a function;
 Click in the cell where you want to create a formula by using a function.
 Click the Formulas tab.
 Click on any of the function icons in the Function Library panel to reveal
a list of categories under the function.
 Click on a function to reveal the function arguments dialog box.
 Click the cell references you want to use.
 Repeat Step 5 as many times as necessary.
 Click OK.
CHARTING AND ANALYZING DATA
• Excel can convert data into a variety of charts such as pie charts, bar
charts and line charts.
• By letting you visualize your data, Excel helps you quickly understand
what your data means so you can spot trends and patterns.
PARTS OF A CHART IN EXCEL
• Data series: The numeric data that Excel uses to create the chart
• X-axis: The width of a chart.
• Y-axis: The height of a chart.
• Legend: Text to explain what each visual part of a chart means.
• Chart title: The purpose of the entire chart.
CHART TYPES IN EXCEL
• Column chart: Displays quantities as vertical columns that grow
upward. Useful for creating charts that compare two items, such as
sales per month or sales per salesperson.
• Line chart: Displays quantities as lines. Essentially shows the tops of a
column chart.
• Area chart: Identical to a line chart except that it shades the area
below each line.
• Bar chart: Essentially a column chart turned on its side where bars
grow from left to right.
• Pie chart: Compares multiple items in relation to a whole, such as
which product sales make up a percentage of a company’s overall
CREATING A CHART IN EXCEL
• Click the Insert tab.
• Click a chart icon in the Charts group, such as the Pie or Line icon.
• Click a chart type.
• An empty chart area appears as no data has been selected for plotting.
• Right click in the empty area and click on select data.
• The select data source box appears with two entry points; legend
entries box and horizontal axis label box.
• The legend entry box allows to select data series on for the vertical
axis and the horizontal axis for the horizontal axis.
• Click on add under the legend entry to reveal the edit series box.
There, type in the series name the title for your values for the y axis.
• In the series values section, erase the ={1} and type the cell address
for the range of values for your y-axis and click ok.
• Now click on edit under the horizontal axis labels section.
• Do the same for the horizontal by selecting the range of cells
containing your data points. Click ok to view your plot.
• Once a chart has been created, certain chart elements such as the
chart title, axis titles, data tables and legends all can be added to the
chart.
• Clicking on the newly created chart reveals the design tab on the
menu bar.
• On this tab, the first tool, chart elements allow users to insert several
features such as gridlines, axis names, chart title, legend, etc.
• Users can also change the type of chart and move chart from the
tools under the design tab.