Overview
This lecture introduces Microsoft Excel, covering its layout, navigation, data entry, formulas, formatting, key features across tabs, and file management essentials.
Introduction to Excel
- Excel is a Microsoft program for creating spreadsheets to organize, analyze, and store data in tables.
- Access Excel via the taskbar, Start menu, or by creating a blank workbook or using templates.
Basic Definitions and Spreadsheet Structure
- Data is organized in rectangular cells within columns (vertical) and rows (horizontal); a cell is referenced by column and row (e.g., D5).
- A group of cells forms a spreadsheet (worksheet); multiple spreadsheets make up a workbook.
- Tabs are found across the top (Home, Insert, etc.), each displaying a ribbon with grouped icons for related commands.
Navigating Excel
- Move between cells using mouse clicks, arrow keys, tab (right), and enter (down).
- Use Ctrl+arrow keys to jump to spreadsheet edges; Ctrl+G or name box to go to a specific cell.
- Ribbon can be minimized or restored for workspace customization.
- Mouse cursor changes shape for actions like moving, resizing, or autofilling cells.
Entering and Editing Data
- Enter data by clicking cells and typing; overwrite or edit contents by double-clicking or using the formula bar.
- Copy (Ctrl+C), paste (Ctrl+V), and insert rows/cells as needed.
- Sort data (e.g., by date) via the Data tab.
- Undo mistakes with Ctrl+Z.
Common Formulas and Functions
- Use SUM, AVERAGE, and other functions via Insert Function or Autosum.
- Formulas begin with “=”; reference cells to perform calculations.
- Use quick stats (sum, count, average) in the status bar when highlighting numbers.
- Autofill sequences (numbers, months) by dragging the small cross at cell corner.
Formatting Data
- Merge and center titles, bold and underline headers, adjust font and size from the Home tab.
- Resize columns or rows for fit by double-clicking borders.
- Format numbers as currency, apply colors, and add borders for clarity.
- Conditional formatting highlights cells based on rules (e.g., values over $100).
- Use Find/Replace, Format Painter, and add comments for collaboration.
Key Tabs and Features
- Insert tab: add pivot tables (summarize data), charts, pictures, shapes, sparklines, and slicers for visualization and filtering.
- Page Layout: adjust print settings, orientation, margins, themes, and set print area for output.
- Formula tab: access financial, logical (IF), date/time, and statistical functions.
- Data tab: sort, filter, split text (Text to Columns), remove duplicates, and set data validation rules.
- Review tab: spell check, add comments/notes, and review feedback.
- View tab: show/hide gridlines/headings, freeze panes, and manage macros.
File Management and the File Tab
- Use the File tab to save, create new or open existing workbooks, print, manage accounts, and close workbooks.
- Print preview shows pages before printing; set or clear print area as needed.
- Manage workbook themes and user information.
Key Terms & Definitions
- Cell — Intersection of a column and row in a spreadsheet.
- Column — Vertical set of cells labeled A, B, C, etc.
- Row — Horizontal set of cells labeled 1, 2, 3, etc.
- Workbook — A file containing one or more spreadsheets.
- Sheet (Worksheet/Spreadsheet) — One tab/page in a workbook.
- Tab — Menu at the top (Home, Insert, Data, etc.).
- Ribbon — Area with grouped icons below each tab.
- Formula — Calculation starting with “=” referencing cells.
- Function — Predefined formula like SUM or AVERAGE.
- Pivot Table — Tool to summarize and analyze data.
- Conditional Formatting — Feature to auto-format cells based on set rules.
Action Items / Next Steps
- Practice opening Excel, creating a blank workbook, and entering sample data.
- Experiment with formulas (SUM, AVERAGE) and basic formatting tools.
- Explore sorting/filtering, inserting charts, and using the File tab to save and print.