Introduction to Spreadsheet

What is Microsoft Spread sheet - Excel?

Excel is a spreadsheet program that allows users to create worksheets that store
information in workbook files.
Excel is used for calculations, and store information tables. Excel provides many
functions that aid in calculations. Excel also provides charts you can use to
present your data.
Excel files are known as Workbook.
Each Workbook contain sheets
Each Sheet composed of columns and rows .
The intersection of a column and row is called a cell.
When you open Excel a new workbook created with the default name "Book1"
until you save it with a different name.
This workbook contains three sheets. It may contain more if you want.
When to use Spread sheet- Excel:
1. Whenever you're doing work that involves calculations with rows or columns of
numbers.
2. An electronic spreadsheet makes your task many times easier. As soon as you
change any numbers on your spreadsheet, any calculations that use those
numbers for instance totals - will be automatically updated.
3. You can automatically generate charts in a variety of formats from data in an
Excel spreadsheet. Your chart will automatically be updated when you change
your data.
To open Microsoft Excel.
1. Open "Start menu". = Click Start button
2. Select "All programs".
3. Select "Microsoft Office"
4. Select "Microsoft Office Excel 2003"

After you open Excel the screen will look like the one shown here.

The Excel window contents are:

1- Title bar: at the top of the window displays the workbook name.
2- Menu bar: below the title bar displays the menus in excel to select command
from it.
3- Standard tool bar: display icons for commands (New-Open-Save)
4- Formatting tool bar: display icons for formatting cell contents.
5- Function bar = Formula bar: display the contents of the active cell.
6- Name box: display the name of the active cell.
7- Columns headers: A | B | C .. | IV
8- Rows Numbers: 1 | 2 | 3 | .. | 65536
9- Vertical & Horizontal scroll bars: navigating
through the worksheet.
10- Sheet tab and scrolling arrows: navigating from
sheet to another.
11- Status bar: display the status of the sheet.
CELL: The intersection of a column and row is called a cell .
Cell Address: each cell has an address, which is the column letter followed by the row
number, e.g. A1, B5, Q37.
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Active Cell: A cell that is selected, The ACTIVE CELL is marked by a bold outline.
Navigating between Worksheets:
Use the four tab scrolling arrow buttons located
to the left of the sheet tabs.
Note: These buttons doesnt activate the sheet but it scroll the sheets names that you
dont see it.
Hint: If all the sheets are visible, these buttons will not does its functions.
Scroll to the next sheet.
Scroll to the last sheet.

Scroll to the previous sheet.

Scroll to the first sheer.
To activate the next sheet: CTRL + Page Down.
To activate the previous sheet: CTRL + Page Up.
Navigating between cells (Move the pointer from cell to another)
[1] Using the mouse: Click on the desired cell.
[2] Using the keyboard:
To move the cell pointer:
Action
Down one cell
[DOWN ARROW]
Up one cell
[UP ARROW]
Right one cell
[RIGHT ARROW]
Left one cell
[LEFT ARROW]
Down one screen
Page Down
Up one screen
Page Up
To the beginning of the current row
[HOME]
To the first cell in the worksheet (A1) [CTRL] + [HOME]
To the last cell in the current column
[CTRL] + [DOWN ARROW]
To the first cell in the current row
[CTRL] + [LEFT ARROW]
To the first cell in the current column [CTRL] + [UP ARROW]
To the last cell in the current column
[CTRL] + [RIGHT ARROW]
Cell Contents
Cells may contain one of four specific types of values:
1- Text : any combination of numbers, spaces, and nonnumeric characters. The default
align of the text is left.
Example: 158A4S - 587DER - 10[72 - 123 456
2- Numbers (Values) include the numeric characters 0-9. The default aligned of the
numbers is right.
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3- Dates and Times: Excel stores dates and times as numbers. The Default align is right.
Entering Data:
1. Click the cell where you want to enter a text or a value.
2. PRESSING the Enter Key or one of the directional arrow Keys.
Editing Cell Contents: To change the data in the cell.
In the cell itself
1. Double-click the cell (or press F2 key). The insertion point appears within the
cell.
2. Make corrections.
3. Press Enter to accept the edit, or press ESC to cancel it.
From the formula bar.
1- Select the cell.
2- Its contents will display in the formula bar.
3- Go to the formula bar and make you corrections.
4- Press Enter to accept the edit, or press ESC to cancel it.
Saving a Workbook (for

the first time | Save = Save As = Ctrl + S |)

1. Click the Save button on the Standard

Toolbar. = file save
2. Select the location that you wish to store
your file in.
3. Type the file name File name" box.
4. Click Save button.
Closing the workbook
1. Click File menu then select Close.
2. Click the Close button (X) on the menu bar.
Closing the workbook will not Exiting the Excel application
Exiting Excel
1. Click File menu then select Exit.
2. Click the Close button (X) on the title bar.

Insert and Delete (Worksheet Colum(s) - Row(s) cell(s)

Remember that: cell is the result of the intersection between column and row
For example: Cell E7 is the result of the intersection between column E and row 7
Inserting Cell above the active cell
1- Right click over the cell.
2- Select Insert command from the short menu.
3- From the insert dialogue box select "Shift Cells Down"
4- Then click "Ok".
Inserting Cell to left of the active cell
1- Right click over the cell.
2- Select Insert command from the short menu.
3- From the insert dialogue box select "Shift Cells Right"
4- Then click "Ok".
Inserting row above the active cell
1- Right click over the cell.
2- Select Insert command from the short menu.
3- From the insert dialogue box select "Entire row"
4- Then click "Ok".
Inserting column to the left of the active cell
1- Right click over the cell.
2- Select Insert command from the short menu.
3- From the insert dialogue box select "Entire column"
4- Then click "Ok".
Custom List: is a set of data that is used to fill a column or Row in a
repeating pattern; for example, Sat, Sun, Mon, Tue, Wed,
Thu, Fri ( called Days list). You can just type the first
element "Sun" in any cell, grab the fill handle of the cell,
and drag the fill handle to fill the cell with the list items.
Range of cells: Two or more cells on a sheet. Ex. The range (A1:E9) from the cell A1 to
the cell E9.

Selecting items in the worksheet

To select
You can
- Click the cell
A single cell
- Or press the arrow keys to move to the cell.
- Click the first cell of the range, and then drag to the
last cell,
A range of cell
- Or hold down SHIFT then press the arrow keys to
extend the selection.
An entire row or column
Click the row or column heading.
Rows or columns
Click and drag the rows or columns heading
(adjacent)
Rows or columns
Select the first row or column then Hold down CTRL key
(nonadjacent)
then click the other rows or column.
Entire worksheet
all the cells in a sheet

CTRL + A from the keyboard.

Click the whole sheet button.

Note :
To cancel a selection of cells, click any cell on the worksheet.
Inserting new worksheet
(1) From the short menu
1- Right click over the sheet tab which you want to add
a new sheet before it.
2- From the short menu select Insert command.
3- From the dialogue box select Worksheet then Ok.
(2) From the menu bar
1- Click Insert menu.
2- Select Worksheet command.

Rename the worksheet

(1) From the short menu
1- Right click over the sheet.
2- From the short menu select Rename command.
3- Type the new name then press Enter
Key.

(2) From the menu bar

1- Click Format menu.
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2- Select Worksheet command.

3- From the sub menu select rename.
4- Type the new name then press Enter Key.

Delete column or row

(1) From the short menu
1- Right click over the column or row heading.
2- From the short menu select Delete command.

(2) From the menu bar

1- Select the column or row.
2- Click Edit menu.
3- Select Delete command.

Delete cell (s)

(1) From the short menu
1- Select the cell(s).
2- Right click over the selected cell(s).
3- From the short menu select Delete command.
4- From the Delete dialogue box select either {Shift
cells left} or { Shift cells up}
5- Click Ok.
(2) From the menu bar
1- Select the cell(s).
2- From Edit menu.
3- Select Delete command.
4- From the Delete dialogue box select either {Shift cells
left} or
{ Shift cells up}.
5- Click Ok.
Delete worksheet
(1) From the short menu
1- Right click over the sheet
tab.

2- From the short menu select Delete command.

(2) From the menu bar
1- Click Edit menu.
2- Select Delete Sheet command.

Questions
(1) Choose the right answer:
1. Excel worksheets contain:
[a] 256 rows.
[b] 30256 rows.
[c ] 3020,000 rows. [d] 65,536 rows.
2. Excel worksheets contain:
[a] 265 columns.
[b] 256 columns.
[c] 3020 columns. [d] 65,536 columns.
3. To save changes to a workbook, use the:
[a] Save As command.
[b] Open command.
[c] Save command.
[d] More workbooks command.
4. To change the active worksheet:
[a] click the title bar.
[b] click the sheet tab.
[c] Press the RIGHT ARROW key.
[d] Click and drag the scroll bar at the bottom of the
worksheet window.
5. To select nonadjacent ranges, you would select the second range while you press and hold
the:
[a] CTRL key.
[b] SHIFT key.
[c] CAPS LOCK key.
[d] ALT key.
6. To select adjacent cells using only the keyboard, you would use the ARROW keys as you
press and hold the:
[a] CTRL key.
[b] SHIFT key.
[c] TAB key.
[d] ALT key.
7. To select an entire column or row:
[a] type the column letter or row number.
[b] Press and hold the CTRL key, then type the column
letter or row number.
[c] Click the column or row header.
[d] Type the column letter or row number in the Name Box.

Formatting Operations (Worksheet Colum(s) - Row(s) cell(s)

Note that:
- Before you format you must select.
- All the formatting operations you can use the menus or the short menu.
- Some operations can be performed from the formatting toolbar.
- For a complete list of the formatting options you must select any item you want to
format (sheet, column, row or cells)
Formatting Sheet (Rename Hide Unhide . )
Hide Worksheet:
Format Sheet Hide.
Unhide Worksheet:
Format Sheet Unhide.

Formatting column (Width AutoFit Selection Hide - Unhide)

Change the column width:

Format Column Width.
Right click over the column Column width
Make data in all column appear completely
Format Column AutoFit Selection.
Hide column:
Format column Hide.
Right click over the column Hide
Unhide column: (you must select at least a column before
and a column after it.
Format Column Unhide.
Right click over the column Unhide

Formatting Row (Height AutoFit Hide - Unhide)

Change the row height:
Format Row Height.
Right click over the row Row Height
Make data in all row appear completely
Format Row AutoFit.
Hide row:
Format row Hide.
Right click over the row Hide
Unhide row: (you must select at least a row above and a row below it.
Format Row Unhide.
Right click over the row Unhide

Formatting cells
(Numbers, Alignment, Font, Border, Patterns Protection)
Format cells has choices such as number
formats, alignment, font, borders, patterns
and shading, and protection cells.
You must know that:

Each cell has a border, content and

pattern.
To display the option of formatting cells:
1- Select the cells
2- Right click then Format cells command
OR
1- Select the cells
2- From format menu
3- Select Cells

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Formatting Number: (Number Tab)

To change the formatting of the numbers,
currency, date, time and etc.
From the number section you can change the
decimal places (the number of digits after the
decimal point)
From the Date section you can change the style
of date in the cells.

Alignment Tab
You can change the text alignment, text
orientation, merge cells to be one cell and etc.

Font Tab.
From the font tab you can change the look of
the cell contents such as the font, font style
(Bold Italic), font size, font color and etc.

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Border Tab
By default there is no border around the cells,
that when you preview the sheet before
printing you will notice that there is no border.
The cell border is the outline of the cell.
From the border tab you can make a border
with any line style and line color you want and
apply this border to the outline border of the
selection or to the inside border.
Pattern Tab:
From the pattern tab you can fill the cell with
any color (Cell Shading) and fill the cell with
pattern.

We will continue the next chapters

Best Regards for my dear students.

Mr. Hamada Abo Hany

Web Master Computer Instructor
hamadaabohany@hotmail.com
01284982727

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The Formula and Function

FORMULA: is a composed arithmetic operation using the cell reference of the values
and operators.
Example:

Will be 12 according to the previous sheet.

When typing a formula in a cell, the result of the formula appears in the cell and
the formula itself appears in the formula bar if the cell is selected.
A formula always begins with an equal sign (=) followed by some combinations of
numbers, text, cell references, and operators.
Automatic Calculation: means that when you type a formula within a cell to make
calculation on other cell, the result of this formula will change automatically when you
change the value(s) in the other cells.
For example: If the cell A1 contains 3 and the cell A2 contains 4 and the formula
entered into the cell A3 and the Enter key is pressed then the value of the
cell A3 will be 7
Then if you change the A1 value from 3 to 6 , and the Enter key is pressed then the
value of the cell A3 will change automatically to 10
Arithmetic Operators
add +
subtract -

multiply *

divide /

Power ^

Arithmetic calculation priorities:

Excel calculate the result of the formulas according to the following priorities:
1- Brackets (
2- Power

3- multiply *

or

divide /

from left to right

4- add +

or

subtract -

from left to right

Example:

will be

because Excel will calculate

at first then

Exercise: Find the result of the following expressions:

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Functions :
Functions are predefined formulas that perform calculations by using specific values,
called arguments, Functions can be used to perform simple or complex calculations.
If you have a sheet as this:

Function Name

Function

Example

SUM
AVERAGE

Add the number in a range of cells

Calculate the mean of numbers in a
range of cells
Extract the highest value in a range
of cells
Extract the lowest value in a range of
cells
Count the number of cells in a range
of cells that are not empty.

=SUM(A1:C1)
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=AVERAGE(A1:C1) 6

MAX
MIN
COUNTA

Result

=MAX(A1:C1)

=MIN(A1:C1)

=COUNTA(A1:C1)

Excel Chart
A chart is a graphic representation
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of worksheet data that can offer
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visual analysis of information.
30
25
Excel offers a variety of different
Series1
20
charts
15
10
Some chart types are set with a
5
0
two-dimensional (2-D) or threeMohamed
Ahmed
Hosam
dimensional(3-D)
A chart may be created on an existing worksheet, or in a new sheet.
Both types of charts are linked to the source worksheet and are updated when
the source data is edited.
Steps for creating chart to represent data:
(1) Select the data (the source data of the chart)
(2) From "Insert" menu, select "Chart", or Click "Chart Wizard"
toolbar .

in Standard

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(3) From wizard dialog boxes, you can complete the chart through four steps:
Step1 Chart Type: Choose chart type and
chart sub type. Click "Next".

Step2 Chart Source Data: Determine

range of data if it not selected. Click
"Next"

Step3 Chart Option : Type chart title,

Category (X) axis and Value (Y) axis. Click
"Next"

Step4 Chart Location: As new sheet or as

object in sheet1. - Click "Finish".

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When you click on a chart to

activate it, the Chart toolbar
becomes available. If the
Chart toolbar does not
display, you can click the
"View" menu, highlight the
Toolbars menu option then
select "Chart" from the
Toolbars menu.
After creating the chart you
can modify the chart such as
chart type, source data, chart
options and chart location. And you can format the chart patterns colors.
Deleting the chart:
To delete the chart, just select the chart and press "Delete" key from keyboard.

Page layout and Printing in Excel

Page Setup:
The page setup is very important to the
layout and printing of your worksheet.
From File menu select Page Setup.
The Page Setup dialogue box helps you
to modify the page orientation, page
scaling and page margins.
(1) Page Tab:
Select the orientation [portrait
landscape ]
Adjust the scaling from the
normal size.
(2) Margins Tab:
Set the left, right, top, and
bottom margins.
Center your print on the page
either vertically or horizontally.
(3) Header/Footer tab allows you to:
Use preset or create custom
Headers and Footers for your
document.
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 A Custom Header or Footer is

something you create. It will
then be printed on each page of
your document.
A preset Header or Footer is
available for you to use from the
Header or Footer drop down
arrow list. It will also print on
each page of your document.

Print Preview
To view how your work will look when printed, choose Print Preview from File menu.
The buttons at the top of the Print Preview screen allow you to:
View the Next and Previous page.
Zoom in to actual size and out to full page view;
Go to the Print dialogue box.
Go to the Page Setup dialogue box.
View the page Margins .
Close the Print Preview box and return to the workbook.

Printing
Printing the Entire Worksheet
To print an entire spreadsheet, click
the Print button on the Standard
Toolbar
Printing a Section of a Worksheet
1. Select the range you wish to print.
2. Open File menu and select Print
the Print dialog box will appears.
3. Under the Print What section,
click on Selection.
4. Click OK.
You can print certain pages of your spreadsheet by filling the From: and To:
boxes in the Print range area.
You can also print several copies of your worksheet by selecting the Number of
copies: option in the Print dialog box.
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