Excel Basics Overview

Overview

This lecture provides a thorough introduction to Microsoft Excel, covering spreadsheet structure, entering and editing data, formulas and functions, basic formatting, chart creation, and printing/publishing options.

Getting Started with Excel

• Excel workbooks contain one or more worksheets (sheets).
• Sheets are made up of columns (letters) and rows (numbers).
• The intersection of a column and row is called a cell (e.g., A1, C3).
• A range is a group of cells, denoted as upper left cell:lower right cell (e.g., D4:J14).
• The ribbon at the top contains tabs (Home, Insert, etc.) with grouped tool buttons.
• Key layout areas: name box (shows selected cell), formula bar (enter/edit formulas), quick access toolbar (customizable shortcuts), scroll bars, and zoom slider.

Entering and Editing Data

• Select a cell before typing; hit Enter to move down, Tab to move right.
• Use Autofill handle (small square at cell selection) to continue data patterns (e.g., 1, 2, 3...).
• Double-click a cell to edit inside without erasing content.
• Use Ctrl+C/Ctrl+V to copy/paste; Ctrl+X to cut.
• Use Find and Replace (Ctrl+H) to update values quickly.
• Right-click cells or use the Home tab to clear contents or formatting.
• Insert rows/columns by right-clicking row numbers/columns letters and choosing Insert.
• Resize columns by double-clicking the line between column letters.

Formulas and Cell References

• Formulas start with =, use operators (+, -, *, /).
• Prefer using cell references in formulas for dynamic calculations (e.g., =C2*D2).
• Autofill handle can copy formulas down a column.
• Relative reference (C3*D3) changes as you copy; absolute reference ($H$1) stays fixed.
• Error messages indicate issues in formulas (e.g., dividing by zero).
• You can name cells/ranges in the name box for easier reference in formulas.

Functions

• Functions are built-in formulas like SUM, AVERAGE, MAX, MIN, and COUNT.
• To sum a range: =SUM(D2:D71).
• Use AutoSum for quick calculations beneath data columns.
• Named ranges can be used directly in functions (e.g., =SUM(taxes_owed)).
• Use MAX/MIN for highest/lowest values, COUNT to count numeric cells.

Formatting Data

• Change number formats (General, Currency, Accounting) via the Home tab.
• Text defaults left-aligned; numbers are right-aligned, but alignment can be changed.
• Format rows/columns (bold, background color, alignment) for clarity.
• Format Painter copies formatting from one cell/range to others.
• AutoFormat (add to Quick Access Toolbar) applies preset styles to data.

Creating Charts

• Select relevant data, then press Alt+F1 to insert a default chart.
• Use the Chart Design tab to change chart type or add titles and labels.
• Chart only relevant data ranges for clarity.

Printing and Publishing

• Use File > Print to preview and adjust print settings.
• Switch orientation to landscape if needed.
• Use Page Break Preview (View tab) to adjust page breaks.
• Print active sheets, entire workbook, or selected range.
• Use print scaling to fit data to one page if necessary.
• Save or print as PDF, or share online via OneDrive.
• Save workbook in different formats: Excel, PDF, CSV, HTML, etc.

Key Terms & Definitions

• Workbook — A file containing one or more worksheets in Excel.
• Worksheet/Sheet — A single spreadsheet within a workbook.
• Cell — Intersection of a row and a column (e.g., B2).
• Range — Group of contiguous cells (e.g., A1:B10).
• Formula — A calculation in Excel starting with =, using cell references and operators.
• Function — A built-in formula like SUM or AVERAGE.
• Relative Reference — Cell reference that changes when copied (e.g., C2).
• Absolute Reference — Cell reference that remains fixed (e.g., $C$2).
• Ribbon — The toolbar area at the top, organized by tabs and groups.
• Autofill Handle — Small square used to extend data or formulas.
• Format Painter — Tool to copy cell formatting.

Action Items / Next Steps

• Practice entering and editing data, using autofill, and creating formulas/functions.
• Explore formatting options and try creating a chart.
• Review print preview and try saving as PDF.
• Watch additional Excel tutorials on specific features for deeper learning.