Introduction to Microsoft Excel Basics

Microsoft Office Excel

 Introduction to Microsoft Excel - Basic

Table of Contents
Contents
Introduction to Excel 2010 ...................................................................................................................... 5
The Excel 2010 Interface ......................................................................................................................... 5
Worksheets ...................................................................................................................................... 7
The Formula Bar ............................................................................................................................. 7
Working with Columns, Rows, and Cells ................................................................................................. 8
Self-Assessment Questions .......................................................................................................... 12
Relative, Absolute and Mixed References ............................................................................................ 12
Formatting Cells .................................................................................................................................... 13
Align Cell Entries ......................................................................................................................... 18
Wrap Text ..................................................................................................................................... 19
Merge and Center .......................................................................................................................... 20
Create Borders .............................................................................................................................. 21
Conditional Formatting ......................................................................................................................... 22
Self-Assessment Questions .......................................................................................................... 25
Excel Formulas ...................................................................................................................................... 26
Set the Enter Key Direction .......................................................................................................... 26
Perform Mathematical Calculations .............................................................................................. 26
AutoSum ....................................................................................................................................... 27
Max ............................................................................................................................................... 30
Saving and Printing Worksheet/Workbook .......................................................................................... 30
Create Headers and Footers ................................................................................................................. 31
Set Print Options ........................................................................................................................... 33
Printing .......................................................................................................................................... 35
Self-Assessment Questions .......................................................................................................... 37
Summary ....................................................................................................................................... 39
Subjective Questions ...................................................................................................................... 39
Answer Keys ..................................................................................................................................... 39
B (Refer to The Excel 2010 Interface formula bar) .......................................................................... 39

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Introduction to Microsoft Excel Basics

Bibliography ...................................................................................................................................... 42
e-References ..................................................................................................................................... 42

Office Automation Tools

MODULE – III

Introduction to
Microsoft Excel 2010
 Introduction to Microsoft Excel - Basic

MODULE 3

Introduction to Microsoft Excel 2010

Module Description Commented [u1]: Module description should have three

This module describes about The Excel 2010 Interface, Working with Columns, Rows, and
Cells, Formatting Cells. Working with Simple Functions and Formulas. Organising Data as
Sorting data, Outlining data, Filtering data. Working with Complex Functions and Formulas.
Presenting data as using Pivot Tables, conditional formatting, using What-if analysis.
Working with Charts and Graphs, sparklines, reviewing and sharing worksheet
paragraphs.
First paragraph provides the gist of the entire module.
Second paragraph should explain what can be learned
through the module.
The concluding paragraph should be more like a learning
outcome explaining what students will be able to do after
completion of module.

Explore the Excel 2010 interface, describe how to add and edit content in columns, rows,
and cells, explain how to use the various formatting features to format a cell. We will also
explore the basic functions and formulas that can be used to work with numbers in the
worksheet. Describe how to finalize and print a worksheet/workbook, describe the different
techniques to organize data. Elucidate on the complex functions and formulas that can be
used to analyse data. Describe the various features available to present complex data and
explain the benefit and procedure to use a Pivot table. Determine patterns and trends with
spark lines and charts

Participants will be able to navigate through the Excel 2010 application, demonstrate how to
add and edit content within a worksheet. Execute basic and complex functions and formulas
in worksheet. Identify the different file types in which worksheet/workbook can be saved.
Also to Analyse, organize, and share the workbook as required.

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Introduction to Microsoft Excel Basics

Introduction to Excel 2010

Microsoft Excel is one of the office tools that allows users to organize, format, and calculate data
with formulas using a built in formulas. It is also referred as spreadsheet which is broken up by rows
and columns.

The Excel 2010 Interface

Microsoft Excel is an electronic spreadsheet. You can organize your data into rows and columns. We
can also use it to perform mathematical calculations rapidly.

New Backstage view, which replaces the Microsoft Office button menu from Excel 2007.
The backstage view is used to perform operations on the file, features from the backstage view
were present in the “FILE” button. It has Info, New, Open, Save/Save As,Print, Share, Export,
Close, Account, Options.

The Quick Access toolbar lets you access common commands which ever tab you are on. By
default, it shows the Save, Undo, and Repeat commands. We can add other commands which
makes it more convenient for you.
 Introduction to Microsoft Excel - Basic

Name Box
The name box is the location or the name of a selected cell. As shown below cell B2 is in the
name box. Note how cell B2 is where column B and row 2 intersect.

Formula Bar
In the formula bar, you can enter/edit data, a formula, or a function that will display in a specific
cell. In this image, cell C3 is selected and 1989 is entered into the formula bar.Observe how the
data is displayed in both the formula bar and in cell C3.

Ribbon
The Ribbon contains the commands you need to perform common tasks. It has several tabs, each
tab has number of groups of commands, and you can add your own tabs that contain your
favourite commands. few groups will have an arrow in the bottom-right corner. When clicked to
see even more options.

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Introduction to Microsoft Excel Basics

Worksheets

Microsoft Excel contains worksheets. Each worksheet comprises of columns and rows. The
columns are lettered A to Z and then followed by AA, AB, AC….. and so on; the rows are
numbered 1 to 1,048,576.

The combination of a column name and a row number make a cell address. For instance, the
cell located in the upper-left corner of the worksheet is cell A1, means column A, row 1. Cell
E15 is located under column E on row 15.

The Formula Bar

Formula Bar

If Formula bar is turned on, the cell address of the active cell is displayed in the Name box
which is placed the left side of the Formula bar. Cell content is displayed on the right side of
the Formula bar. If Formula bar is not displayed then:

1. Choose the View tab.

2. Click Formula Bar . The Formula bar appears.
 Introduction to Microsoft Excel - Basic

Working with Columns, Rows, and Cells

You can insert or delete columns and rows. When you delete some column, you delete
everything in the column from the top to bottom of the worksheet. When you delete a row,
you delete the entire row from left to right. Inserting a column or row will insert a completely
new column or row.

To insert a column:

1. Click on any column name Ex:-A to select column A.

2. Select the down arrow next to Insert in the Cells group of Home Tab. A menu
appears.
3. Select “Insert Sheet Columns” Excel adds a new column.
4. Click anywhere on the worksheet to remove your selection.

To insert rows:

1. Click on any row number Ex:- 1 and then drag down to 2 to select rows 1 and 2.
2. Click the down arrow next to Insert option in the Cells group. A menu appears.
3. Click Insert Sheet Rows. Excel inserts two new rows.
4. Click somewhere on the worksheet to remove your selection.

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Introduction to Microsoft Excel Basics

To delete columns say F and G:

1. Click the column F indicator(When mouse is placed on letter F i.e. column appears)
and drag to column G. (Press Shift+  arrow)
2. Click the down arrow next to Delete in the Cells group in the Home tab. A menu
appears.
3. Click Delete Sheet Columns. Excel deletes the columns you selected.
4. Click somewhere on the worksheet to remove your selection.

Note:- To select discontinuous columns, select a column(Ctrl+Spacebar). Keep pressing

Ctrl and select other columns by pressing (Spacebar)

To delete rows Say 9 through 15:

 Introduction to Microsoft Excel - Basic

1. Click the row 9 indicator and drag to row 15. (Click on row 9 indicator Press Shift+ ↓
arrow)
2. Click the down arrow next to Delete in the Cells group. A menu appears.
3. Click Delete Sheet Rows. Excel deletes the rows which is selected.
4. Click somewhere on the worksheet to remove your selection.

To hide Row or Column

1. Select Row/Column
2. Click on Format in Cells group in Home Tab.
3. Click on Hide & Unhide  Select Hide rows or Hide Columns

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Introduction to Microsoft Excel Basics

1. To increase or decrease row height or column width

2. Select the Row /Column for which height or width has to be adjusted.
3. Click on Format in Cells Group in Home Tab. A menu appears

4. Select “Column width” Type the width  Click Ok.

5. Or we can also use “Autofit Column Width”.

6. Similarly we can adjust Row Height also, Select the Rowsclick on Format in cells
group of Home Tab.
 Introduction to Microsoft Excel - Basic

7. Select on “Row Height” Type the height in numbers as below.

Or Select “Autofit Row Height”

Commented [u2]: Self Assessment questions to be added

Self-Assessment Questions after each topic. Minimum 3 questions per topic
1. The content of active cell is displayed in
a) Name box
b) Formula bar
c) Cell
d) None of the above
2. The address of the active cell is displayed in
a) Name box
b) Formula bar
c) Cell
d) None of the above
3. The shortcut for selecting the column
a) Ctrl+Spacebar
b) Ctrl+=
c) Ctrl+}
d) None of the above

Relative, Absolute and Mixed References

Relative Reference

We refer to Cells by their column and row labels (such as "A1") is called relative referencing. If a
formula contains relative referencing and it is copied from one cell to another, Excel does not make
an exact copy of the formula.

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Introduction to Microsoft Excel Basics

It will change cell addresses relative to the row and column they are moved to.

For example, if a simple addition formula is in cell C1 "=(A1+B1)" is copied to cell C2, the formula
would change to "=(A2+B2)" .

Absolute Reference

To prevent this changes, cells must be called by absolute reference and this is accomplished by
prefixing dollar signs "$" within the cell addresses in the formula.

The formula in cell C1 would read "=A1+$B$1" if the value of cell C2 should be the sum of cells A2
and B1. Both the column and row of cell B1 are absolute and will not change when copied.

Mixed reference can also be used where only the row OR column is fixed. For example, in the
formula "=($A2+B$1)", the row of cell A2 is fixed and the column of cell B1 is fixed.

Formatting Cells
Formatting cells will change the appearance of the cell content. We either change font / size or font
colour etc.
 Introduction to Microsoft Excel - Basic

We can change the format of the cell using the options available in Home Tab.

1. Select the Cells either by dragging the mouse or Shift + arrow keys.
2. Select the font from Font Group by clicking on the down arrow beside font.

3. Select the cells click on Font Size (Ctrl+Shift+P) Select any number.

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Introduction to Microsoft Excel Basics

 Click the Increase Font Size button or Decrease Font Size button.

 Bold format button: Click on B in the font group.

 Italic format button: Click on I in the font group

 To click on underline style, click the Underline button arrow

 Font Color format button

Format Text Using the Font Dialog Box

 Select the Cells. Click on the Button s

 Introduction to Microsoft Excel - Basic

 Click the Home tab.

 Click the Font Dialog Box Launcher.

 Make the selection on the Font tab Font dialog box

 Select the font, font style, and font size you want.

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Introduction to Microsoft Excel Basics

To change the font color, click Font Color, and then select the color.

 To select an underline style, click Underline list arrow

 To select the under line color, Select Underline Color list arrow, and then click a colo
r.
 Introduction to Microsoft Excel - Basic

Click OK.
Align Cell Entries

When you type text into a cell, by default your entry is aligned with the left side of the cell.
When you type numbers into a cell, by default your entry is aligned with the right side of the
cell. You can change the cell alignment.

You can center , left-align , or right-align , Top Align, Middle Align, Bottom Align

any cell entry. Look at cells A1 to D1. Note that they are aligned with the left side
of the cell, Similarly select any alignment

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Introduction to Microsoft Excel Basics

We can also select one alignment from top three, and one from bottom three as below

Wrap Text

When you type text that is too long to fit in the cell, the text is overlapped into the next cell.
If you do not want it to overlap the next cell, you can wrap the text.

1. Move to cell B1.

2. Type Long text to fit.
3. Press Enter.

4. Return to cell B1.

5. Choose the Home tab.
 Introduction to Microsoft Excel - Basic

6. Click the Wrap Text button . Excel wraps the text in the cell.

Merge and Center

Particularly when you give a title to a section of your worksheet, you want to center a piece
of text over several columns or rows. The following example shows you how.

1. Go to cell A1.
2. Type Employee Data
3. Click the check mark on the Formula bar.
4. Select cells A1 to C1.
5. Choose the Home tab.
6. Select the Merge and Center button in the Alignment group. Excel merges cells
A1, B1, C1 and then centers the content.

Note: To unmerge cells:

1. Select the cell you want to unmerge.

2. Click on Home tab.
3. Click the down arrow adjacent to the “Merge and Center” button. A menu
appears.
4. Click Unmerge Cells. Excel unmerges the cells.

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Introduction to Microsoft Excel Basics

Create Borders

We can give borders to the data it appears while taking a printout also it gives good
appearance to the data. We can choose from several types of borders. When you click the
down arrow next to the Border button , a menu appears. By making the selection from
the menu, you can place a border on the top, bottom, left, or right side of the selected cells on
all the sides/or around the outside border. We can have a thick outside border or a border with
a single-line top and a double-line bottom.

1. Choose the Home tab.

2. Click the down arrow next to the Borders button . A menu appears.
3. Click All Borders Border. Excel adds the border you chose to the selected cells.

We can also click on “More Borders” from drop down.

 Introduction to Microsoft Excel - Basic

We get a dialog box. As shown

3
1

1. Select the style

2. Select the Color.
3. Select the Presets.
4. Click on Ok button.

Conditional Formatting
Changing the appearance of the cell content based on a condition.

Steps to use Conditional Formatting

5. Select the cells for which formatting has to be applied Select Home Tab
6. Select Conditional formattingHighlight Cell RulesEqual to Dialog box
appears.

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Introduction to Microsoft Excel Basics

7. Type the condition Say Manager as shown below. Select the “Custom
format” from the drop down and select the required formatting.

8. Similarly we can explore on other options of conditional formatting conditions

on numeric columns, date columns etc.
9. Ex:-Select Basic columnSelect conditional Formatting Highlight Cell
RulesGreater Than  type say 75000.
5. If we need to highlight the entire row
 Introduction to Microsoft Excel - Basic

6. Select the data starting from A2:G11(Do not select the headings, active cell must be
first cell of first column excluding the headings)

7. HomeConditional FormattingNew RuleUse a formula to determine which cells

to format

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Introduction to Microsoft Excel Basics

8. Type the formula if we need to highlight for dept =10, Select the first cell of dept
column as =$D2=10 or type
9. =$E2= “Sr.Associate” select the first cell of designation column, if the condition is
on text enclose in double quotes. Or type =$F2>Date(2015,12,31) select the first cell
only whatever may be condition.

Commented [u3]: Self Assessment questions to be added

Self-Assessment Questions after each topic. Minimum 3 questions per topic
4. When all the numbers between 0 and 100 in a range should be displayed in blue
Color, apply
a) Use =if() function to format.
 Introduction to Microsoft Excel - Basic

b) Apply Conditional Formatting command

c) Select the cells that contain number between 0 and 100 then click blue color
on Text Color tool
d) All of above
5. The cell reference from a range of cells that starts in cell A1 and goes over to column
G and down to row 10 is……
a) A1-G10
b) A1.G10
c) A1;G10
d) A1:G10
6. To type multiple lines in a cell
a) Wrap text
b) Merge and Center
c) Orientation
d) Alignment

Excel Formulas
When formulas are entered into your Excel worksheet, the formulas are calculates
automatically.

Entering Excel Formulas

In Excel we can move around the window, and enter the data. A biggest strength of Excel is
that you can perform mathematical calculations and format your data.

Set the Enter Key Direction

In Microsoft Excel, you can specify the direction. The cursor moves when you press the
Enter key. We can move the cursor to move up, down, left, right, or not at all, by using arrow
keys.

1. Select the File Tab.. A menu appears.

2. Select Options from the list. The Excel Options pane appears Select Advanced.

3. If “After Pressing Enter Move Selection” check box is not checked, check it.
4. If Down do not appear in the Direction box, Select the down arrow next to the
Direction box and then select Down.
5. Click OK.

Perform Mathematical Calculations

In Microsoft Excel, we can enter numbers and mathematical formulas in the Whether you
enter a number or a formula, you can refer the cell when you perform mathematical
calculations such as addition, subtraction, multiplication, or division. When we are entering a

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Introduction to Microsoft Excel Basics

mathematical formula, precede the formula with an equal sign. Use the following to indicate
the type of calculation you wish to perform:cells.

+ Addition

- Subtraction

* Multiplication

/ Division

^ Exponential

Addition

1. Type the numbers

2. Press Enter. Excel moves down one cell in the above example select A4.
3. Type =A1+A2+A3 in cell A4.
4. Press the Enter Key

Similarly we can perform subtraction -, Division / and multiplication * operations.

AutoSum

Sum

This function creates a total from a list of numbers.

It can be used either horizontally or vertically.
The numbers can be in a single cell, range of cells are from other functions.
 Introduction to Microsoft Excel - Basic

Syntax
=SUM(Range1,Range2,Range3... through to Range30).

You can use the AutoSum button on the Home tab to automatically add a column or row
of numbers. When you press the AutoSum button , Excel selects the numbers which are
above cells or in the same row. Then press Enter Key.

We will be able to see total.

We can also use Sum Function as below

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Introduction to Microsoft Excel Basics

Average
This function calculates the average from a list of numbers.
If the cell contains blank or contains text, the cell will not be used in the average calculation.
If the cell has zero 0, the cell will be included in the average calculation.
Syntax
=AVERAGE(Range1,Range2,Range3... through to Range N)

Similarly where ever calculation has to be done select the cell, click down arrow beside
Autosum select average. Press enter.

Count
This function counts the number of numeric/Date entries in a list. It will ignore if the cell contains
either blanks or text or errors.
Syntax
=COUNT(Range1,Range2,Range3... through to Range n)
 Introduction to Microsoft Excel - Basic

Note: Formulas need to typed in column F from F4 onwards, it is shown in column G

Max
This function picks the highest value from a list of data.

Syntax
=MAX(Range1,Range2,Range3... through to Range n)

In the above figure in cell H4 the formula “=Max(C4:G4)” is typed. Similarly we can do for Min
function also which extracts Minimum value from the list of numbers or Dates

Saving and Printing Worksheet/Workbook

To save the Excel file we use the following steps:
1. Click the “FILE” Button
2. Click Save/Save As, the Save As dialog box appears.
3. Select the directory in which you want to save your file.
4. Type the filename
5. Click Save Button. Excel saves your file.

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Introduction to Microsoft Excel Basics

Create Headers and Footers

We can use the Header & Footer button on the Insert tab to add headers and footers. A header
is piece of text that appears at the top of every page. A footer is piece of text that appears at
the bottom of every page. When Header & Footer button is clicked, the Design context tab is
displayed and Excel changes to Page Layout view. A context tab is a tab that is only
displayed when you need it.

You can type header or footer or we can use predefined headers and footers. To use
predefined headers and footers, select the Header or Footer button or select the Header &
Footer Elements group's buttons.

Header & Footer Elements

Button Purpose

Page Number Inserts the page number.

Inserts the total pages number in the

Number of Pages
document.

Current Time Inserts the current time.

File Path Inserts the path of the file to the document.

File Name Inserts the file name.

Sheet Name Inserts the name of the worksheet.

 Introduction to Microsoft Excel - Basic

Picture Enables you to insert a picture.

Header and footer areas are divided into three sections: left, right, and center. You use the Go
To Header or Go To Footer buttons on the Design tab to move between the header and footer
areas of your worksheet.

Left Center Right

1. Select Insert tab.

2. Click the Header & Footer button in the Text group. Your worksheet changes to Page
Layout view and the Design context tab appears. The cursor is located in the center
section of the header area.

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Introduction to Microsoft Excel Basics

3. Select the right side of the header area.

4. Click Page Number in the “Header & Footer Elements” group in design Tab.. When
you print your document, Excel will place the page number in the upper-right corner.
5. Select the left side of the Header area.
6. Type some text. When you print your document, Excel will place your name in the
upper-left corner.

Return to Normal View

To make the Sheet to Normal view:

1. Select the View tab.

2. Select the Normal button in the Workbook Views group.

Set Print Options

We set print options on the Page Layout tab, .and set your margins, set page orientation, and
select the paper size.

Margins define the amount of space that appears on the top, bottom, left, and right sides of
your document. There are several standard margin sizes from which you can choose.

There are two page orientations: portrait and landscape. Portrait is the default option. We can
select Landscape.

Portrait
 Introduction to Microsoft Excel - Basic

Landscape

Set the Page Layout

1. Choose the Page Layout tab.

2. Click Margins in the Page Setup group. A menu appears.
3. Select Wide. Word sets your margins to the Wide settings.

Set the Page Orientation

1. Select the Page Layout tab.

2. Select Orientation in the Page Setup group. A menu appears.
3. Click Landscape. Excel sets your page orientation to landscape.

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Introduction to Microsoft Excel Basics

Set the Paper Size

1. Select the Page Layout tab.

2. Select Size in the Page Setup group. A menu appears.
3. Click the paper size you are using.

Printing

To print select the “File” button, click Print on the menu that appears.
 Introduction to Microsoft Excel - Basic

You can use Print Preview option to print. When using Print Preview, you can see on the screen
how your printed document will look when you print it. If you select the Page Setup button
while in Print Preview mode, you can set page settings such as centering your data on the page.

If the document contains many pages, you can use the Next Page and Previous Page buttons to
navigate forward and backward through your document.

Center Your Document

Open Page Setup Go to “Page Layout Tab”

We get the following

Click the button on the Right bottom corner PageSetup dialog box appears.

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Introduction to Microsoft Excel Basics

1. Select the Page Setup button in the Print group. The Page Setup dialog box appears.
2. Select the Margins tab.
3. Click the Horizontally check box. Excel horizontally centers your data.
4. Click the Vertically check box. Excel vertically centers your data.
5. Click OK. The Page Setup dialog box closes.

Commented [u4]: Self Assessment questions to be added

Self-Assessment Questions after each topic. Minimum 3 questions per topic

7. Excel Formulas in start with

a) %
b) =
c) +
d) –

8. Which function is not available in the AutoSum functions?

a) Max
b) Average
c) Pmt
d) Sum
9. Which of the following is correct?
 Introduction to Microsoft Excel - Basic

a) =AVERAGE(4, 5, 6, 7,8,9)
b) =AVERAGE(A1, B1, C1,D1)
c) =AVERAGE(A1:A9, B1:B10)
d) =All of the above

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Introduction to Microsoft Excel Basics

Summary
Microsoft Excel is one of the office tools that allows users to organize, format, and calculate data
with formulas using a built in formulas. It is also referred as spreadsheet which is broken up by rows
and columns. We can format the data based conditions, and validate the data according to given
conditions

Trivia Commented [u5]: This is an example of trivia. You can

include some interesting facts or any information about a
particular topic, or module.
Some examples of trivia are:
Did you know
Interesting Fact
For Your Knowledge
Did you Know! Note
Key Point OR Point to Remember OR Point to Ponder
The first software program similar to Excel was released in 1982 and was called Industry UpdatesCompany Information
Multiplan. History, datelines, biographies of authors, CEOs,
scientists, etc.
Trends
Product Updates
Important terms
Subjective Questions
1. How do format the entire row based on a condition. Commented [u6]: Include three subjective questions

2. How do you set margins for Excel pages.

3. How do you format the data in Excel.

Answer Keys

Self-Assessment Questions
Question No. Answer

1 B (Refer to The Excel 2010

Interface formula bar)
A (Refer to The Excel 2010
2
Interface formula bar)
A (Refer as Working with
3
Columns, Rows, and Cells)
B (Refer as Conditional
4
Formatting)
 Introduction to Microsoft Excel - Basic

D( Refer as Relative,
5 Absolute and Mixed
References)
6 A(Refer to Wrap text)
B (Refer as Perform
7 Mathematical
Calculations)
C (Refer as Excel
8
Functions)
C (Refer as Excel
9
Functions)

SubjectiveQuestions
Question No. Answer
Refer as Conditional
1
Formatting
Refer to saving and
2
printing worksheet
Refer to formatting
3
the data

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Introduction to Microsoft Excel Basics

Activity:

Activity Type: Online Duration: 30 Minutes

1. Create an Excel Sheet which stores the Employee details with following fields:
 EmpCode
 EmpName
 Gender
 Designation
 DoB
 Basic
2. Enter 5 records and give the borders to the data entered.
3. Set the DoB column with format Tuesday, February 2, 2016
4. Save the file as “Employeedata.xlsx”
 Introduction to Microsoft Excel - Basic

Bibliography
e-References
 http://www.excel-easy.com/basics/format-cells.html
 http://www.techrepublic.com/blog/10-things/10-advanced-formatting-tricks-for-excel-
users/
 https://support.office.com/en-us/article/Sort-and-filter-data-ffb9fcb0-b9cb-48bf-a15c-
8bec9fd3a472
 http://www.excel-easy.com/introduction/formulas-functions.html

External Resources

1. Beginning Microsoft Excel 2010_ by Abbott Katz_Publication: Apress

2. Excel 2010 Bible_by John Walkenbach_Publication: Wiley
3. Excel 2010 For Dummies_by Greg Harvey_Publication: Wiley
4. Excel 2010 Formulas_by John Walkenbach_publication: Wiley
5. Excel 2010 Made Simple_by Abbott Katz_Publication: Apress
6. Excel Formulas and Functions For Dummies, 3rd Edition_by Ken Bluttman_Publication :
Wiley

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