Microsoft Excel

Microsoft Excel is a commercial spreadsheet

application, written and distributed by Microsoft for
Microsoft Windows and Mac OS X.

Microsoft Excel is a spreadsheet tool capable of

performing calculations, analyzing data and
integrating information from different programs.

By default, documents saved in Excel 2010 are

saved with the .xlsx extension whereas the file
extension of the prior Excel versions are .xls.
 Getting Started
Step 1 − Click the Start button.
 Getting Started
Step 2 − Click All Programs option from the menu.
 Getting Started
Step 3 − Search for Microsoft Office from the sub menu
and click it.
 Getting Started
Step 4 − Search for Microsoft Excel 2010 from the
submenu and click it.
 Getting Started
This will launch the Microsoft Excel 2010 application
and you will see the following excel window.
 Workbook Window
In Excel 2016, when we open up a new workbook, it
now includes only one worksheet.

There can be the max of 1,048,576 rows and 16,384

columns in an excel worksheet.

Excel files are known as workbooks.

Each workbook hold one or more worksheets.

Whenever we create a new Excel workbook, it will
include one worksheet named Sheet1
 Workbook Window
A worksheet is a framework of columns and rows
where column are identified by letters running across
the top of worksheet, and rows are identified by
numbers running down the left side of the worksheet.
 Rename Worksheet
Whenever we create a new Excel workbook, it will
include one worksheet named Sheet1.

We can rename a worksheet to reflect its content

better.
1. Right-click the worksheet we wish to rename, then
select Rename from the worksheet menu.
2. Type the desired name for the worksheet.
3. Click anywhere outside of the worksheets, or press
the Enter on our keyboard. The worksheet will
be renamed.
Rename Worksheet
 Insert New Worksheet
1. Locate and select the new sheet button.
2. A new, blank worksheet will occur.
 Delete Worksheet
1. Right-click the worksheet you wish to remove, then
select Delete from the worksheet menu.
2. The worksheet will be deleted from our workbook.
 Copy Worksheet
1. Right-click the worksheet we want to copy, then
select Move or Copy from the worksheet menu.
2. The Move or Copy dialog box will occur. Choose
where the sheet will occur in the Before sheet: field. In
this example, we'll choose (move to end) to place the
worksheet to the right of the current worksheet.
3. Check the box next to generate a copy, then click
OK.
4. The worksheet will be copied. It will have a similar
title as the original worksheet, as well as a version
number.
Copy Worksheet
 Move Worksheet
1. Select the worksheet we wish to move. The cursor
will develop into a small worksheet icon 
2. Hold and drag the mouse until the small black
arrow emerge  above the desired placed.
3. Release the mouse. The worksheet will be changed.
 Worksheet, Rows, Columns
and Cells
Worksheet is also called spreadsheet. It is made up
of rows, columns and cells.

Rows run horizontally across the worksheet and

ranges from 1 to 1048576. A row is identified by the
number that is on left side of the row, from where the
row originates.

Columns run vertically downward across the

worksheet and ranges from A to XFD - 1 to 16384. A
column is identified by a column header that is on the
top of the column, from where the column originates.
 Worksheet, Rows, Columns
and Cells
Cells are small boxes
in the worksheet where
we enter data. A cell is
the intersection of a
row and column. It is
identified by row
number and column
header such as A1, A2.
 Enter Data
Select a cell with a single click where you want to
enter data; cell B3 is selected in the image given
below.

Then double click in the cell to enter data. You can

enter text, numbers and formulas in the cell.

After entering data, you can press Tab key to move

to next column and can press Enter key to move to
next row.

You can press arrow keys for more options to move

to other cells.
Enter Data
 Select Data
There are various options to select data.

The most common way is a left click on the cell

then dragging the mouse over the data you want to
select.

Start from the upper-left cell of the data, as cell B3

in the image given below:
Select Data
 Delete Data
Select the data you want to delete, right click on it
then select delete option from the menu.

You can also delete it by pressing Delete key on the

keyboard.
 Delete Row
Select the row by a left click on the row number
then right click and select the Delete option.

If you want to delete more rows drag the mouse

downward to select more rows. 
 Delete Column
Select the column by a left click on the column
header then right click and select Delete option.

To delete more columns drag the mouse

horizontally left or right to select more columns.
 Fill Handle (Auto Fill)
The fill handle is a convenient Excel tool that is
used to fill data with a specific pattern.

You can extend a series of numbers, dates and text

combinations to desired number of cells.

To use fill handle bring the mouse cursor at right

bottom corner of the cell it will change into a + sign.

Now left click on it and drag it downward to the

desired range of cells.
Fill Handle (Auto Fill)
 Fill Handle with Text
Fill handle works in a similar way with texts. It helps
repeat the text to desired range of cells.
 Fill Handle with Text and
Number
Fill handle also works with cells containing both
text and number.

In this case, the text does not change but the
number increases by one for every cell you select.
 Fill Handle with Dates
Fill handle can be used to fill dates in multiple cells.

If you need to enter a complete month in

worksheet, you don't need to type each date
separately.

Just choose a cell, type the date and using fill

handle carry it over other cells.

Excel will enter the subsequent dates in the

selected cells.
Fill Handle with Dates
 Excel Calculation (Addition)
Showing the addition of 10, 20 and 30.

Choose the cell where you want the result to appear

as cell C6 in this example.

Then type = sign in the cell, now select first cell C3

then type "+" sign then select second cell C4, again
type + and select third cell C5.

Now press the enter key, you will get the sum of
these three numbers.
Excel Calculation
 Sigma Button for Addition
Select the cell to display the result then in Home
tab click on the Sigma button, on the right end of the
ribbon.
 Sigma Button for Addition
Now select the list of data you want to add. You will
see the image shown below, and then press the Enter
key to get the result.
 Excel Calculation (Sub)
Choose the cell where you want the result to appear
as cell C6 in this example.

Then type = sign in the cell, now select first cell C3

then type "-" sign then select second cell C4.

Now press the enter key, you will get the

subtraction of these two numbers.
Excel Calculation (Sub)
 Excel Calculation (Average)
Select the cell to display the result e.g. cell C9 in the
image shown below.

Now type "=" sign in the cell and type "average"

then type opening parenthesis.

Now select the data, cells from C4 to C7 then press

the Enter key to get the result.
Excel Calculation (Average)
 Sigma Average
Select the cell to display the result.

In the Home tab click on the small arrow next to

the Sigma button and left click on the Average option.

You will see the image shown below. Then press the
Enter key to get the result.
Sigma Average
 Formula in Excel
A formula is an expression which calculates the
value of a cell. 

Functions are predefined formulas and are already

available in Excel.

For example, cell A3 below contains the SUM

function which calculates the sum of the range A1:A2.
 Enter Formula
To enter a formula, execute the following steps.
1. Select a cell.
2. To let Excel know that you want to enter a formula,
type an equal sign (=).
3. For example, type the formula A1+A2.
Tip: instead of typing A1 and A2, simply select cell A1
and cell A2.
4. Change the value of cell A1 to 3.

.
 Edit Formula
When you select a cell, Excel shows the value or
formula of the cell in the formula bar.
1. To edit a formula, click in the formula bar and
change the formula.
2. Press Enter.
 Copy and Paste Formula
When you copy a formula, Excel automatically
adjusts the cell references for each new cell the
formula is copied to.
1. Enter the formula shown below into cell A4.
2a. Select cell A4, right click, and then click Copy (or
press CTRL + c) ...next, select cell B4, right click, and
then click Paste under 'Paste Options:' (or press
CTRL + v).
2b. You can also drag the formula to cell B4. Select
cell A4, click on the lower right corner of cell A4 and
drag it across to cell B4. This is much easier and gives
the exact same result
Copy and Paste Formula
 Insert Function
Every function has the same structure.
For example, SUM(A1:A4).
The name of this function is SUM.
The part between the brackets (arguments) means
we give Excel the range A1:A4 as input.
This function adds the values in cells A1, A2, A3
and A4.
It's not easy to remember which function and
which arguments to use for each task.
Fortunately, the Insert Function feature in Excel
helps you with this.
 Insert Function
To insert a function, execute the following steps.
1. Select a cell.
2. Click the Insert Function button.
The 'Insert Function' dialog box appears.
3. Search for a function or select a
function from a category.
For example, choose
COUNTIF from the Statistical
category.
 Insert Function
4. Click OK.
The 'Function Arguments' dialog box appears.
5. Click in the Range box and select the range A1:C2.
6. Click in the Criteria box and type >5.
7. Click OK.
 Insert Function
4. Click OK.
The 'Function Arguments' dialog box appears.
5. Click in the Range box and select the range A1:C2.
6. Click in the Criteria box and type >5.
7. Click OK.
 Statistical Functions
Average
To calculate the average of a group of numbers, use
the AVERAGE function.

Averageif
To average cells based on one criteria, use the
AVERAGEIF function. For example, to calculate the
average excluding zeros.
 Statistical Functions

Median
To find the median (or middle number), use the
MEDIAN function.
 Statistical Functions
Mode
To find the most frequently occurring number, use
the MODE function.

Standard Deviation
To calculate the standard deviation, use the STEDV
function.
 Statistical Functions
Min
To find the minimum value, use the MIN function.

Max
To find the maximum value, use the MAX function.
 Statistical Functions
Large
To find the third largest number, use the following
LARGE function.
 Statistical Functions
Small
To find the second smallest number, use the
following SMALL function.
 Sort
You can sort your Excel data on one column or
multiple columns.
You can sort in ascending or descending order.

One Column
To sort on one column, execute the following steps.
1. Click any cell in the column you want to sort.
2. To sort in ascending order, on the Data tab, in the
Sort & Filter group, click AZ.
Sort
 Sort
Multiple Columns
To sort on multiple columns, execute the following
steps.
1. On the Data tab, in the Sort & Filter group, click
Sort.
The Sort dialog box appears.
2. Select Last Name from the 'Sort by' drop-down list.
 Sort
3. Click on Add Level.
4. Select Sales from the 'Then by' drop-down list.
5. Click OK.
Result. Records are sorted by Last Name first and
Sales second.
 Sort
Custom List
In the example below, we would like to sort by
Priority (High, Normal, Low).
To sort by a custom list in Excel, execute the
following steps.
1. Click any cell inside the data set.
 Sort
2. On the Data tab, in the Sort & Filter group, click
Sort.

The Sort dialog box appears.

3. Select Priority from the 'Sort by' drop-down list.
4. Select Custom List from the 'Order' drop-down list.
 Sort
The Custom Lists dialog box appears.
5. Type the list entries.
6. Click OK.
 Sort
7. Click OK.
 Chart
Create a Chart
To create a line chart, execute the following steps.
1. Select the range A1:D7.

2. On the Insert tab, in the Charts group, click the

Line symbol.
 Chart
3. Click Line with Markers.