Chapter 5 Introduction to Microsoft Excel
4.1: Starting MS Excel:
Ms. Excel used to create and manipulate spread sheets (which it calls
worksheets). It can also produce graphs (known as charts) from your data; a
spread sheet is a table of values arranged in rows and columns. These values can take many forms such as text, dates and times, and numbers (including currency and percentages). Each value is stored in a cell. You can define what type of data is in each cell and how different cells depend on each other. like performing different calculations and operations.
- Opening the program:
You can open MS. Excel through Start Æ all programs Æ Microsoft OfficeÆ Microsoft Excel 2003.
- Excel Work sheet:
Introduce work sheet, naming, and changing color of work sheet Excel work sheet is used to communicate between the user and the program , any text , numbers or calculations will be written inside it in the squares , the squares called (Cells).
Standard toolbar Title bar Formatting toolbar Name box
Name box
Column letters Task pane Formula Bar Status Bar Sheet tabs Sheet Navigation Row number Active cell buttons
Excel Cell:
Cell is the most important part in the spread sheet, each cell has a different name to make it easy to deal with it. The cell name consists of (The number of row + the letter of the column).
Cell Name Cell A1
4.2: Inserting text, numbers and dates in cells:
You can insert ant text numbers or dates inside the cell , by clicking on the cell you want then start typing inside it.
4.3 : Editing cell content and selecting cells:
When you type any thing inside any cell you can change the content or replace it with any thing else.
To select one cell: click on the cell it self. To select group of cells ( next to each other ): Drag with your mouse over the cells you want to select.
To select group of cells ( not next to each other ):
Click on CTRL button from your keyboard, keep your hand and select the cells that you want from the sheet .
- Copy, move, replace and delete cell content:
Selecting one or more cells from work sheet and apply copy-paste, cut past , or delete For the content.
You can delete the content of one or more cells by: Selecting one or more cells then press DELETE from your keyboard.
Or you can click right click on the cell(s) then choose “clear contents”.
To copy or move cell content: To copy the cell content select the content with mouse then Æ right clickÆ copy.
Click on the cell that you want to past to it the content and then Æ right click Æ Paste.
- Copy and move cells: To copy or move the cell it self from one place to another.
You can copy or move the cell in another location in same work sheet. Through copy / paste – OR – cut / paste.
Or you can copy or move cells from one worksheet to another. For example if you selected a cell from ( sheet 1 ) , and then Æ right clickÆ Copy . Then you go to ( sheet 2 ) and select the location to paste the cell then Æ Right clickÆ Paste. you can also copy or move cells from one workbook to another.( between excel files).
Copying one cell from sheet 1 in “ book 1 “TO sheet 1 in ” book 2 “.
- Renaming and changing order, colors of worksheets: To rename the worksheet Æ right click on the worksheet name Æ choose Rename.
For example if we w ant to change the name from sheet 1 Æ to s tudents
To change the order of the work sheet, simply by clicking on the sheet name then drag and drop to change order.
And to choose a color for your sheet tab: Right click on the sheet name Æ tab color. Choose the color you want them click on OK
- Copy and move worksheets: To copy a worksheet and past it in same work book , or other work book By simply clicking on the sheet by right mouse button then choose Æ Move or Copy.
You will see this window “move or copy “. Choose the options:
The name of work book to copy to ( same file or different one ). The location to past on it, before which sheet exactly. choose if you want to keep copy of the sheet in the original location, or to move it. (if you put Tick in the square you will keep copy , if you leave it empty the sheet will be removed from old location).
- Formatting table and text:
You can change the format of the text inside the cells the same way you change it in Microsoft word before,, by selecting the text or numbers inside the cells then applying different format , choose font type , font color , and styles .
- Style of the table borders: To add borders to your excel table, select the table Æ click on BORDERS Icon from formatting tool bar. Choose the style of borders you like to apply.
Your table will look like:
- Cells or table Fill color:
Choosing fill color for one or cells from your excel sheet can be done by selecting the cell(s) you want then from formatting tool bar Æ choose fill color button.
- Formatting cells:
If you entered different data inside your cells like, number, text, date, time, currency or percentage value. You are able to put the data in the right format by (Formatting cells). For example if we want to apply on column C “ Currency format “. Select the column Æ right click Æ Format Cells.
You will see the Format cells window… Choose ( Number ) tab Æ from Category choose the format you want .
And here we want to choose ( currency ) format.
Choose format As currency Click on OK after choosing The format of the cells will have the $ sign which is currency.
You can do the same for choosing ( number , percentage date , time …etc ).
4.7: Columns and rows:
- Selecting column or row: Click on the letter of the column that you want , to select the column. And Click on the row number you want , to select the row.
Select Column Select Row
- Deleting column or row: Select the column letter or Row number Æ right click on it Æ DELETE .
- Inserting column or row:
To insert new column: select the column that you want to insert before it ThenÆ right click Æ choose insert. for example : if we want to insert new column before column B , select column B.
New column will have the name B .
To insert new Row: select the Row that you want to insert before it then Æ right click Æ choose insert.
- Merging cells:
To merge more that one cell together in MS excel.. You can select two or more cells Then Æ from formatting tool bar Æ click on Merge and center.
Merged cells
4.4: Some Main Excel’s functions:
- Sum function: SUM function used to calculate the sum of numbers inside cells.
General form of sum function: SUM( number 1 , number 2 , number 3 ….).
For the following example... If we want to calculate the sum of the numbers (From cell C2 to cell E2).
Click here and start w riting Select the the function in formula box cell to put the result After w riting the function, Click on ENTER.
To make the sum applied to the rest of the column … Click on the left button corner of the cell (F2) and drag over the cells in the column.
- Average function: AVERAGE function used to calculate the average of list of numbers in cells.
General form of Average function: AVERAGE( number 1 , number 2 , number 3 ….).
If we want to calculate the Average for list of numbers (From cell C2 to cell E2).
Click here and start w riting Select the the function in formula box cell to put the result After w riting the function, Click on ENTER.
To make the average applied to the rest of the column … Click on the left button corner of the cell (F2) and drag over the cells in the column.
4.5: Inserting and formatting charts: You can generate Charts for your table.
And you can add different kinds of charts, for example: Column chart, Bar chart, Line, pie, area… and lots of other types of charts you can insert inside your worksheet. To insert a chart: from menu bar Æ Insert Æ Chart. Or you can click on Chart wizard button from Standard tool bar.
Chart w izard button This window will appear, choose the chart type then click on next. This window will open to let you choose the data range (What cells to include in your chart).
Click here to select the cells range
You will see this window … and you drag over and select the cells you want to view it in the chart.
After you choose your range click on the button again.
Choose a name for your chart Choose name for X Axis Choose name for Y Axis Then click on next
After that select the place of the chart. Either you want it to be viewed as new sheet or in the same sheet. In this example we want it to be as an object in same sheet.
Click on finish after completing all the steps
You will see your chart inserted in the worksheet as following:
- Exercise (4.1): Make an excel work book that contains Three Worksheets: Sheet 1 : name it as students. Choose tab color. Sheet 2 : name it as Teachers. Choose tab color. Sheet 3 : name it as Admin. Choose tab color. Start typing inside your table as following: Merge the cells from C3 to H3. and write down ( MARKS ). Merge the cells C4 and D4. and write ( week 1 ).
Merge the cells E4 and F4. and write ( week 2 ). Merge the cells G4 and H4. and write ( week 3 ).
Choose the colors and shading for the cells, and your table should like this: Save your excel file with the name (Marking). In my Documents.
Exercise (4.2):
Make an excel work book that contains Three Worksheets: Sheet 1 : name it as Employees. Choose tab color.
Sheet 2 : name it as Admin. Choose tab color.
Choose Shading color Red for first Column. Choose Shading Color Blue for first row. Add borders to the table.
Your table will look like this : 2- Insert a chart from type BAR in the employee sheet.
Choose range of data: From cell to Cell .
A2 D6 Choose name for your chart as: Employee chart.
Add name to X axis as: Employee name. Add name to Y axis as: salary.
The chart should look like this: