Basics Of Microsoft EXCEL 2019

Essentials of IT – Chapter 1

By Prof. Brinda Sampat

 Contents

• Introduction
• Creating a Workbook
– Using a Blank template
– Using Existing Templates
– Using an Online Template
• Exploring Interface of MS Excel 2019
– The File Tab
– Quick Access Toolbar
– The Title Bar
– The Window Control Buttons
– The Ribbon
– The Formula Bar
– The Name Box
– The Worksheet
– The Scroll Bars
– The Status Bar
• Saving and Closing a Workbook
 Learning Objectives

1. Explain how to create workbook using different options

2. Discuss the interface of MS Excel 2019

3. Describe how to save a workbook

4. Outline how to close a workbook

 Why is Excel Important

• Excel is a Spreadsheet package used to analyze data on any

level
• Excel is often used for maintaining large lists of data
• Supports list management - sort the data, filter it
• Excel has a rich set of data management tools available
• Helps to effectively view data
• Supports formatting Tools using a feature called SmartArt
• All-in-all, it helps to create spreadsheets, perform advanced
data analysis with functions, formulas, and charts
 Other kind of spreadsheet software

• Apart from MS Excel, some other spreadsheet applications

available in the market are:
– OpenOffice Calc
– LibreOffice Calc
– Google Sheets
– Gnumeric
– Kingsoft Spreadsheets
 Creating a Workbook

• A workbook is a collection of worksheets in which you store data.

• In MS Excel 2019, a new blank workbook contains only one worksheet, named Sheet1, by
default. The default name of a new workbook is Book1.
• To perform any work in MS Excel 2019, you have to first create a workbook.
• MS Excel 2019 offers you various built-in templates to create your workbook.
• Apart from these templates, you can also choose online templates from the Microsoft Office
website.
 Creating a Workbook

Using a Blank Template

• You can create a new workbook using a blank template by performing the following steps:
1. Click the Start button. The Start menu appears that shows the list of apps installed on the
computer.
2. Click the Excel app from the list to launch the Excel 2019 application.
The MS Excel 2019 window opens and shows a list of different templates in the Backstage
view.
3. Select the Blank workbook template. A new blank workbook appears.
 Starting with Excel

• Opening A Document
• To create a new • Click on File-Open (Ctrl + O) to
workbook open/retrieve an existing workbook;
– Click on File-New- • Change the directory area or drive to look
for files in other locations.
Blank Document
 Selecting the Blank workbook Template

Click the Start button.

1. The Start menu appears. A list of apps installed on the computer appears.
2. Click the Excel app from the list to launch the Excel 2019 application. The MS
Excel 2019 window opens and shows a list of different templates in the
Backstage view.
3. Select the Blank workbook template
 Creating a Workbook

Using Existing Template

• You can create a new workbook using an existing template by performing the
following steps:
1. Launch the MS Excel 2019 application. A list of available templates appears on
the Backstage view.
2. Select the desired template from the
displayed list of templates. In our case, we
have selected the Monthly company budget
template
The Monthly company budget dialog box
appears.
3. Click the Create button.
A new workbook is created using the built-in
Monthly company budget template, as
shown in the given figure:
 Creating a Workbook

Using Online Template

• You can create a new workbook using an online template by performing the
following steps:
1. Launch the MS Excel 2019 application. A list of available templates appears
on the Backstage view.
2. Type the desired text to search an online template in the search box. In our
case, we have typed Inventory.
A list of available online inventory templates appears.
3. Select the desired template from the list of templates. In our case, we have
selected the Home inventory template.
The Home inventory dialog box appears.
4. Click the Create button.
Displaying a Blank Workbook

You can create a blank

workbook by pressing
the Ctrl + N keys from
the keyboard.

While working with

different
applications of Microsoft
Office, some users may see
Search in place of Tell me
what you want to do in the
Ribbon. Please note that the
working of both the Search
option and the Tell me what
you want to do option is
same.
 Using Existing Templates

You can create a new workbook using an existing template by performing the following steps:
1. Launch the MS Excel 2019 application. A list of available templates appears on the Backstage view.
2. Select the desired template from the displayed list of templates. In our case, we have selected the Monthly company
budget template
3. The Monthly company budget dialog box appears. Click the Create button
 Creating a Workbook

A new workbook is created, as shown in the following figure:

 Using an Online Template

• In case, you do not find a template matching to your requirements, you

can search for more templates on the Microsoft website.
• The Microsoft website provides numerous online templates that you
can download and use to create your workbooks.
• You can create a new workbook by using an online template by
performing the following steps:
1. Launch the MS Excel 2019 application.
2. Type the desired text to search an online template in the search
box. In our case, we have typed Inventory. A list of available online
inventory templates appears.
3. Select the desired template from the list of templates. In our case,
we have selected the Home inventory template, as shown in Figure
1.6
Using an Online Template
• Click the Create button. A new workbook is created

You can download the desired

templates from
https://templates.
office.com/en-ca.
 Quiz It !

1. In MS Excel, a new blank workbook contains only ______ worksheet(s) by default.

a. Two
b. Three
c. One
d. Four

2. A workbook is a collection of ____________.

a. Cell
b. Rows
c. Columns
d. Worksheets
3. A____________ is an electronic document in which data is arranged in a tabular
format.
a. Spreadsheet application
b. Word processing application
c. Presentation application
d. None of these
 Exploring the User Interface of MS Excel 2019

• MS Excel 2019 User Interface (UI) is introduced with various

new and improved features along with a simple flattened look
to make it more user-friendly for users.
• The following figure shows the UI of MS Excel 2019:
 Excel Screen
Menu Bar in Excel

Menu Bar Formula Bar

Title Bar Maximization, Minimization
and close button

Active Cell
 File Tab

• The File tab is located below the Quick Access Toolbar.

• When you select the File tab, the Backstage View appears,
which contains several options to help you work with an MS
Excel file.
• The File tab contains options, such as Info, New, Open, Save,
Save As, History, Print, Share, Export, Close, Account, Feedback
and Options.
 Quick Access Toolbar

• The Quick Access Toolbar is located at the top left corner of

the MS Excel application window and contains several buttons,
such as Save, Undo and Redo, to perform common worksheet
tasks.
• You can select buttons that you want to display on the Quick
Access Toolbar by clicking the down arrow present in the Quick
Access Toolbar.
• A dropdown list containing various options appears.
• You can simply select the option that you want to include in
the Quick Access Toolbar from the list.
 Title Bar

• The Title bar is present on top of the MS Excel application

window adjacent to the Quick Access Toolbar.
• The name of the currently opened workbook is displayed on
the Title bar. All window-based applications, such as MS Word,
MS PowerPoint, and Notepad, have a Title bar.
 Window Control Buttons

• Window control buttons are the buttons that control the

window by minimizing, maximizing and closing it.
• These buttons are located at the top right corner of the MS
Excel 2019 application window.
 The Ribbon

• The Ribbon is located just below the Title bar and Quick Access
Toolbar. It is a strip that contains various commands.
• These commands are organized in logical groups, which are
collected together under tabs.
• A group within each tab contains the related commands.
• Thus, the Ribbon helps you to quickly find commands required
to perform a task.

Home tab Insert tab Page Layout tab Formulas tab Data tab

Review tab View tab Add-ins tab Help tab

 The Ribbon

• Home tab :
– The Home tab contains commands that allow you to
perform tasks, such as formatting, aligning, inserting and
deleting rows or columns, sorting and filtering numbers,
applying style formatting effects and finding and replacing
data

• Insert tab :
– The Insert tab contains the commands that allow you to
insert a table, picture, slicer, chart, symbol, Sparkline, slicer,
equation, symbol, header and footer, and different shapes in
a worksheet.
 The Ribbon

• Page Layout tab :

– The Page Layout tab contains the commands that modifies the
appearance of a worksheet. These commands are arranged in various
groups for easy access. The commands related to page setting, such
as print area, margins, and print titles, are also present in this tab.
This tab also contains commands for themes, hide or show gridlines
as well as row and column headings

• Formulas tab:
– The Formulas tab allows you to insert a formula, name a range and
access the formula auditing tools. It controls how MS Excel performs
calculations and displays results. Formulas are grouped according to
their functionalities, such as Logical, Financial, Lookup & Reference,
Text and Math & Trig
 The Ribbon

• Data tab:
– The Data tab contains commands that allow you to import data to
a worksheet from external sources, such as MS Access, Structured
Query Language (SQL) server, or the Internet. Various data-related
commands and tools are also present in this tab, such as Sort,
Filter, and Data Validation, and What-if Analysis. This tab also
contains commands for grouping and ungrouping outlines.
• Review tab:
– The Review tab contains various tools to check spellings, translate
words, add comments and protect a workbook. You can protect
workbook data from unauthorized access by using the Protect
Sheet and Protect workbook options available in the Review tab.
 The Ribbon

• View tab:
– The View tab contains the commands that allow you to view a
worksheet in different ways. You can also show or hide gridlines or
columns or row headings and zoom in or zoom out of your worksheet. In
addition, you can create new windows and switch between windows,
freeze panes, or save multiple workbooks as a workspace. In addition,
the commands in the VIEW tab allow you to record, edit and run macros
also.
• Add-ins tab:
– The Add-ins tab contains the commands of other applications that can
be used with Excel.
• Help tab:
– The Help tab contains commands that provide support to the user as
well as give feedback to the Microsoft community
 Exploring the User Interface of MS Excel 2019

The File Tab

• The File tab is located below the Quick Access Toolbar. When you select the File tab, the
Backstage View appears, which contains several options.
• The File tab contains options, such as Info, New, Open, Save, Save As, History, Print, Share,
Export, Close, Account, Feedback and Options.

The Quick Access Toolbar

• The Quick Access Toolbar is located at the top left corner of the MS Excel application window
and contains several buttons, such as Save, Undo and Redo, to perform common worksheet tasks.
• You can select buttons that you want to display on the Quick Access Toolbar by clicking the down
arrow present in the Quick Access Toolbar. A drop-down list containing various options appears.
• You can simply select the option that you want to include in the Quick Access Toolbar from the
list.
 Exploring the User Interface of MS Excel 2019

The Title Bar

• The Title bar is present on top of the MS Excel application window adjacent to the Quick
Access Toolbar.
• The name of the currently opened workbook is displayed on the Title bar.
• All window-based applications, such as MS Word, MS PowerPoint, and Notepad, have a Title
bar.

The Window Control Buttons

• Window control buttons are the buttons that control the window by minimising, maximising
and closing it.
• These buttons are located at the top right corner of the MS Excel 2019 application window.
 Exploring the User Interface of MS Excel 2019

The Ribbon
• The Ribbon is located just below the Title bar and Quick Access Toolbar. It is a strip that
contains various commands.
• These commands are organised in logical groups, which are collected together under tabs. A
group within each tab contains the related commands.
• The Ribbon helps you to quickly find commands required to perform a task.
• The following figure the tabs in Ribbon:
 Exploring the User Interface of MS Excel 2019

The Formula Bar

• The Formula Bar is located between the Ribbon and worksheet of a workbook. It displays the
data or formula stored in the selected or active cell.

• The Formula Bar consists of the Cancel and Enter buttons.

• These buttons are only visible when MS Excel is in the edit mode, that is, when you begin
typing an entry.

• The Formula bar also consists of the Insert Function (fx) button to insert the function in the
worksheet.

The NAME BOX

• The Name Box is displayed on the left side of the Formula bar immediately below the Ribbon.

• It generally shows the address of the active cell and the name of the selected cell, object or
range.
 Exploring the User Interface of MS Excel 2019

The Worksheet
• In MS Excel, a worksheet can be defined as the place where you enter data, such as date or
records and perform various operations.

• A worksheet consists of the following components:

 Rows: Refer to the horizontal divisions where you can enter data. A worksheet in MS Excel
can have rows ranging from 1 and 1,048,576. The rows are labelled as numbers.
 Columns: Refer to the vertical divisions where you can enter data. A worksheet in MS
Excel can have upto 16384 columns. These columns are labelled as letters ranging from A
to XFD.
 Cell: Refers to the intersection of a row and column. An active cell has a dark border
around it, which also indicates our current position on a worksheet. The data you type is
displayed in the Formula Bar.
The Worksheet
 Exploring the User Interface of MS Excel 2019

Scroll Bars
• Scroll bars are present at the right-hand side and bottom of a worksheet in the MS Excel
window.

• The bar located at the right-hand side of the MS Excel application window is known as vertical
scroll bar, and the bar located at the right-hand side of the Sheet tab is known as horizontal
scroll bar.

• The scroll bars enable you to easily navigate through a worksheet.

The Sheet Tab

• The Sheet tab is located beside the horizontal scroll bar and displays various worksheets in a
workbook.

• Workbooks can have any number of worksheets and each worksheet has its name displayed in
the Sheet tab.
 Exploring the User Interface of MS Excel 2019

The Status Bar

• The Status bar is located at the bottom of the MS Excel application window.
• It keeps you informed of MS Excel’s current mode and any special keys that you may activate,
such as Num Lock and Caps Lock.
• Beside these, the status bar allows you to select the worksheet view as well as control the zoom
level of the worksheet area.
 Saving and Closing a Workbook

• As you work in MS Excel 2019, remember to save your work often or you risk losing your data
if the computer crashes or there is a power failure.
• You can save a workbook in several ways. While saving a workbook for the first time, you
need to specify the location where you wish to save the workbook.
• You can save a workbook by performing the following steps:
1. Create a workbook by selecting the Blank workbook template.
2. Type some information in the workbook.
3. Click the File tab. The Backstage view appears.
4. Select the Save option that appears on the left pane of the Backstage view.
5. Click the Browse button.
6. Select the location where you want to save the workbook. The Save As dialog box appears.
Saving and Closing
 Saving & Closing a Document

• Saving And Closing A

Document:
• To save your document with
its current filename, location
and file format.
• Click on File - Save (Ctrl + S)
• When you have finished
working on a document you
should close it.
• Go to the File menu and
click on Close.
 Moving between Cells

• While working with any Office productivity tool, the clipboard functions are invaluable.
• The most common clipboard functions are ‘Cut’, ‘Copy’ and ‘Paste’.
• In the Microsoft Office suite, there are keyboard shortcuts for these functions.
Cell Name Box KEYBOARD SHORTCUTS
Cut Ctrl + X
Copy Ctrl + C
Paste Ctrl + V
New Workbook Ctrl + N

Spreadsheet Tabs in Excel

 Customizing the Toolbar

Step 2: Click on options in the Info page

Step 1: Click on File in the Excel home page
 Customizing the Toolbar
Step 4: Select the required tools and add it to the right
• Step 3: Click on Quick Access Toolbar pane
click OK
 Functions

• Count – Counts the number of cells in a range that contain numbers

• Sum – Adds all the numbers in a range of cells

• Mean/ Average – Returns the average arithmetic mean of its arguments, which can be numbers,
arrays or references

• Median – Returns the median, or the number in the middle of the set of given numbers

• Mode – Returns the most frequent or repetitive value in the given data

• Min – Returns the smallest value in a set of values

• Max – Returns the largest value in a set of values

• Mod – Returns the remainder after the number is divided by a divisor

 Functions

• The objective of this exercise is to demonstrate sorting and using basic functions in
excel to obtain the answers.

A B Sorted A Sorted B Function A B

3 0 Count
3 7 Sum
4 3 Mean/ average
3 6 Median
4 6 Mode
3 1 Min
4 5 Max
4 3
 Quiz !

4. The _______ shows data or formula stored in the active cell.

a. Sheet tab
b. Ribbon
c. Formula bar
d. Row

5. Which of the following generally displays the address of the active cell and the name of the
selected cell, object or range?
e. Ribbon
b. Name Box
c. Formula bar
d. File tab
 Quiz !

6. The ____________ contains commands to perform common workbook tasks.

a. Ribbon
b. Title bar
c. Status bar
d. File tab

7. Which of the following displays various worksheets in a workbook?

a. Title bar
b. Sheet tab
c. Formula bar
d. Name box
 Quiz !

8. By default, a workbook is saved with the ___________ file extension

a. .xlsx
b. .xsxl
c. .xxsl
d. .slxs

9. You can close a workbook by selecting the File W ___________ option.

b. Exit
b. Close
c. Quit
d. None of these
 Quiz !

10. Which of the following shortcut keys is used to save a workbook?

a. Ctrl + D
b. Ctrl + A
c. Ctrl + S
d. Ctrl + V
 Answers

4 . C. Formula bar
5. b. name box
6. a. Ribbon
7. b. Sheet tab
8. a. .xlsx
9. b. close
10. c. ctrl+S
 Quiz !

1. Which of the following spreadsheet applications is developed by Microsoft?

a. OpenOffice Calc
b. Gnumeric
c. Kingsoft Spreadsheets
d. MS Excel

2. In Excel 2019, by default, a blank workbook contains ________ worksheets.

b. One
c. Two
d. Three
e. Five
 Quiz !

3. Which of the following shortcut keys allows you to create a blank workbook?
a. Ctrl + P
b. Shift + L
c. Ctrl + N
d. Shift + O

4. ___________ displays the name of the workbook.

a. Title bar
b. Ribbon
c. Status bar
d. Name Box
 Quiz !

5. Which pf the following contains the New, Open, History and Export options?
a. Quick Access Toolbar
b. Scroll bar
c. Status bar
d. File tab

6. You can minimise, maximise and close a workbook with the help of _____________. a. Quick Access Toolbar
b. Title bar
c. Window Control buttons
d. Sheet tab

7. Which of the following tabs allows you to import data to a worksheet from external sources?
b. Data tab
b. Formula tab
c. Insert tab
d. Review tab
8. The _____________ tab allows you to record, edit and run macros.
a. Data
b. Page Layout
c. Review
d. View

9. MS Excel contains_____________ number of columns.

b. 1024
b. 16384
c. 32765
d. 12982

10. ____________ allows you to select a worksheet view as well as zoom in and zoom out of the worksheet.
c. Quick Access Toolbar
b. Scroll bar
c. Status bar
d. File tab
 Answers

• 1. d. MS Excel
• 2. a. One
• 3. c. Ctrl + N
• 4. a. Title bar
• 5. d. File tab
• 6. c. Window Control buttons
• 7. a. Data tab
• 8. d. View tab
• 9. b. 16384
• 10. c. Status bar
 Quiz !

1. Rohan wants to create a workbook for preparing a sales invoice. However, he was unable to find
a suitable template for it in his computer. What should he do to create his workbook?
a. Use an online template
b. Use a blank template
c. Use an installed template
d. All of these

2. Simran creates a workbook and types her name in cell A1. She noticed that the typed name also
displays at one other place in the workbook. Which is this place?
b. Title bar
b. Name Box
c. Formula bar
d. Ribbon
 Quiz !

3. Yash is an accountant in SMAX Pvt. Ltd. He creates a workbook and entered the data related to the loan
details of all the clients. Now, he wants to save the workbook. How should he do it?
a. By clicking the Save Button on Quick Access Toolbar
b. By selecting File tab W Save option
c. By pressing the Ctrl + S keys
d. All of these

4. Veena is an executive in the Administration Department of ATG Pvt. Ltd. Her Manager asks her to create
an award certificate for the annual party. She does not know how to create the Award certificate. She
discussed the situation with her friend, who suggested her to create the award certificate in MS Excel by
using _____________________.
b. A blank template
b. An installed template
c. An online template
d. All of these
 Quiz !

5. Vihan is an accountant in SYRW Pvt. Ltd. He creates a workbook in MS Excel and enters the
details of all the employees with their salaries. Suddenly, he notices that the mouse is not working
properly, and he has not yet saved the workbook even once. How can he can save the workbook
without using the mouse?
a. By pressing the Shift + S keys from the keyboard
b. By pressing the Ctrl + S keys from the keyboard
c. By pressing the Alt + S keys from the keyboard
d. None of these
 Let’s Sum Up

• A spreadsheet application is an electronic document in which data is arranged in a tabular

format.
• MS Excel is a full-featured spreadsheet application that allows you to store, analyse,
manipulate and visualise data in different ways.
• MS Excel 2019 is the latest version of the Excel application.
• A workbook is a Microsoft Excel file in which you store data.
• In MS Excel 2019, you can create a workbook by using a blank template, an installed template
and an online template.
• The Ribbon is a strip that contains various commands.
• The commands in Ribbon are organised in logical groups, which are collected together under
tabs.
• The Formula Bar displays the data or formula stored in the selected or active cell.
 Let’s Sum Up

• The Name Box shows the address of the active cell and the name of the selected cell, object or
range.
• A worksheet can be defined as a place where you enter data, such as date or records and
perform various operations.
• A cell is an intersection of a row and column.
• An active cell has a dark border around it, which also indicates our current position on a
worksheet.
• By default, a workbook is saved in the default file extension (.xlsx).