Exploring the worksheet

MICROSOFT EXCELby: Chona C. Rectin, MM-EM

Exploring the worksheet

Spreadsheet A rectangular table (or grid) of information, often financial informationOversized sheets of paper ruled into rows and columns in that format and approx. twice as ordinary paper

Advantages of using the spreAdsheetCalculations can be performed quickly and accuratelyEditing and formatting of the contents can be done easilyLarge size worksheet can be stored completely and can be easily retrieved when neededValues can be recalculated with the new sets of data

Data can be converted into graphs and chartsUpdates values whenever changes occurSimplifies and automates all procedures related to creating, changing, updating, printing and graphing of spreadsheet data

The excel window

Exploring the screen layout ELEMENTWorksheet windows DESCRIPTIONThis is where you enter the data and work on your worksheets. You can have more than one worksheet window open at a time ELEMENTCell Pointer and Active Cell

Formula Bar DESCRIPTIONThis highlights the cell you are working on.Allows you to view, enter, and edit data in the current cell. The formula bar displays any formula a cell might contain.Exploring the screen layout

Exploring the screen layout ELEMENTName Box

Worksheet Tabs DESCRIPTIONDisplays the active cell address.You can keep multiple worksheets together in a group called a workbook. You can move quickly from one worksheets to another by clicking the worksheet tabs.

Mouse pointer shapes

Editing dataTo edit data cell entries using the mouse:

1. Double click in the cell to edit.The insertion point displays.2. Position the insertion point as required.3. Make the changes required.4. In the formula bar, click

TEXT, VALUES, FORMULAS AND FUNCTIONTextPartsFunctionTextThese are letters, symbols, numbers and spaces or any combination that you enter into a cell.ValuePartsFunctionValueIt is a number you enter in a cell that you may use in a formula later.- Those numeric symbols such as decimal point, comma or even current may include in value.

Formula

PartsFunctionFormulaFormula is use to calculate values.

Function

PartsFunctionFunctionThe Functions in Excel are built-in formulas.- The use of Function is to make worksheet easier.ARITHMETIC OPERATION AND KEYBOARD SIGNSign(+) or positive sign

OperationAddition

Example=B5+C5

MeaningAdds the value of the cells B5 and C5.Sign(-) or negative sign

OperationSubtraction

Example=B5-C5

MeaningSubtracts the value of the cells B5 and C5.Sign(*) or asterisk

OperationMultiplication

Example=B5*C5

MeaningMultiplies the value of the cells B5 and C5.Sign(/) or backslash

OperationDivision

Example=B5/C5

MeaningDivides the value of the cells B5 and C5.Sign(^) or

OperationExponentiation

Example=B5^3

MeaningIncreases the value of the cell B5 to the third power.

Entering Labels and Data

Text EntriesIncludes any combination of letters, symbols, numbers and spaces.To create the sample below, follow the steps:On cell A1, type Computer Accessories Shop.On cell A2, type Sales for the First Quarter.

Data Entries or ValueThese are numbers that represent a quantity, price, amount, exam score& any value.To create the sample below, follow the steps:On cell B5, type 5995.On cell C5, type 5214.Entering FormulasFormula

These are arithmetic calculations that can be performed in Excel.The formula in Excel is always begin with an equal sign.To create the sample below, follow the steps:On cell E5, type =B5+C5.

formaTTING WORKSHEETTO INSERT A ROWRight click the Row Heading of the row you want to insert. A shortcut menu appears.Choose Insert in the shortcut menu. A row is inserted, making the selected row adjusted to the next row.

formaTTING WORKSHEETTO DELETE A ROWRight-click the Row Heading of the row you want to delete. A shortcut menu appears.Choose Delete in the shortcut menu. The data below the selected row is adjusted to the deleted row.TO INSERT A COLUMNRight-click the column heading of the column you want to insert. A shortcut menu appears.Choose Insert in the shortcut menu. A column is inserted, making the selected column adjusted to the next column.formatting WORKSHEETTO DELETE A COLUMNRight-click the Column Marker of the column you want to delete. A shortcut menu appears.Choose Delete in the shortcut menu. The data to the right of the selected column is adjusted to the deleted column.formaTtING WORKSHEETTo change the column width1. To change the width of a single column, position the mouse on the column boundary to the right of the required column.To change the width of several columns, select the columns required and position the mouse on the column boundary to the right of any of the selected columns.The mouse pointer changes shape to as shown in.

2. Click and drag to the right to increase the width or click and drag left to decrease the width.While dragging, a column width tip displays the width.

To change the column widthTo change the column width to the longest entryPosition the mouse on the column boundary required.the mouse pointer changes shape

Double-click the width of the column alters to the size of the longest entry in the column.

Modifying the row heightTo modify the row heightTo change the height of a single row, position the mouse on the row boundary below the required row. To change the height of several rows, select the rows required and position the mouse on the row boundary below any of the selected rows. To change the height of the entire worksheet, select all of the worksheet and position the mouse on any row boundary. The mouse pointer changes a shape to a double-headed arrow.Click and drag down to increase the height or click and drag up to decrease the height.Double-click to accommodate the largest font size on the row. While dragging, a row height tip displays the height.To modify the row heightChanging the alignment of data

Horizontal alignmentUsing the Mouse:Select the cells to formatIn the formatting toolbar, click the required alignment button.

Using the Menu:Select the cells to formatChoose Format Cells or right-click the selected area, choose Format Cells Choose the alignment tabIn the horizontal box, clickA list of available alignment appears.Choose the alignment required.Choose OK. Horizontal alignmentTo change the vertical alignmentSelect the cells to formatChoose Format Cells or right-click selected area, choose Format CellsThe Format Cells dialog box appears.Choose the alignment tab.In the vertical box, clickA list of available element displays.Choose the alignment required, e.g. CenterChoose OK. Merging cellsTO MERGE CELLS USING THE MENUSelect the cells to merge.Choose Format Cells or right click selected area, choose Format Cells. The Format Cells dialog box displays.Choose the Alignment tab.Choose Merge Cells.If required change the horizontal and vertical alignment.Choose OK.To merge cells and center the contents using the mouse:

Select the cells to mergeTo merge cells and center the contents, in the Formatting toolbar, click the Merge and Center Button. Merging cellsText wrappingTo display multiple lines of text within a cell.

Select the cells to wrap text inChoose Format Cells right-click the selected area, choose Format Cells. The Format Cells dialog box displays.Choose the Alignment tab.Choose Wrap textChoose OKRotating textTo Rotate Text

Select the cells to rotate.Choose Format Cells or right-click the selected area, choose Format Cells.Choose the Alignment tabIn the Degrees box, type the degree required or drag the angle indicator to the desired angle or in the Orientation box, click the angle required.Choose OK.Adding bordersTo add bordersSelect the required cell(s)Choose Format Cells or right-click the selected area, choose Format cells. The Format Cells dialog box.Choose the border tab.Choose the line style, border and position required.Choose OK.Adding shadingSelect the required cell(s)Choose Format Cells right-click the selected area, choose Format Cells. Choose the Patterns tab.To include a background color with the pattern, in the cell shading box, choose the color required.In the pattern box, choose the pattern style and color required. If a pattern color is not chosen, the pattern is black.

Working with multiple worksheetsTo insert additional worksheetsClick the right mouse button in the required sheet tab.Choose Insert. If necessary, choose Worksheet then click OK.

A new sheet displays on screen to the left of the original sheet. Naming worksheetsDouble-click on the required sheet tab. The current name is automatically highlighted.Type the new namePress the (Return) key Deleting worksheetsClick the right mouse button in the sheet tab to delete. A shortcut menu appears.Choose Deleteexcel prompts the user to confirm deletion, especially when the sheet contains data.Choose OK.Changing the workbook structureClick and drag the sheet tab to the new location.While dragging, an icon displays indicating that the sheet is being moved to another location.Release the mouse button.To copy a worksheet within a workbookPress the Ctrl key + click and drag the sheet tab to the new location. While dragging, an icon displays indicating that the sheet is being copied to another location.Release the mouse button.Worksheet protectionChoose Tools Protect SheetIf required, type a password in the Password text box.Each character of a password is represented by an (***)Choose OK If a password was entered, the Confirm Password dialog box displays prompting the user to retype the password.Retype the password and choose OK. To Unprotect a Worksheet

Choose Tools Protect SheetIf the worksheet is protected with a password, the user must type the password correctly to complete the process.

ChartEmbedded chartsA graphic object and is saved as part of the worksheet on which it is created.Chart sheetsA separate sheet within your workbook that has its own sheet name.Creating an embedded chart A chart is produced from the data on a worksheet. If the data is altered, the chart will be automatically update the new figures. The user can quickly see which cells make up the chart as the data and labels for the chart are outlined in blue, green and purple in the worksheet.Embedded chart

Using the chart wizardSelect the data to be displayed in the chartWhen creating a chart, the labels to be included in the chart should be selected.In the standard toolbar, click the chart Wizard button.In the chart type list, select the chart type required.