The Basic of Microsoft Excel

YHSS 2011 HBL ICT Mathematics

At the end of the lesson you must be ready to do the following. 1. Recall the names used to describe parts of the spreadsheet and other related terms. 2. Make changes to the formatting of cells 3. Create tables and charts from given data 4. Use formulae to perform calculations for given data

The Basic of Microsoft Excel

YHSS 2011 HBL ICT Mathematics

What is Microsoft Excel? It is a Spreadsheet Product, an application software from the company, Microsoft. What is a Spreadsheet? A spreadsheet is a program that allows us to use rows and columns of data for calculations and data analysis.

The Basic of Microsoft Excel

YHSS 2011 HBL ICT Mathematics

Where are Spreadsheets being used?

They are used in the commercial and educational sectors. We use spreadsheets for organizing data, making calculations and presenting our data in charts. You can use spreadsheet to draw charts such as pie chart, bar chart, line graph, etc that you have learned in Mathematics.

The Basic of Microsoft Excel

YHSS 2011 HBL ICT Mathematics

To run the Microsoft Excel

The software must be installed first. Go to Start All Programs Microsoft Office Microsoft Office Excel Or double click on the icon

The Basic of Microsoft Excel

YHSS 2011 HBL ICT Mathematics

Microsoft Excel Screen

Microsoft Excel file has an extension .xls and it is called a Microsoft Excel Workbook. The name of this workbook is Book1.

Worksheets Many worksheets can be created in a workbook. There are 3 worksheets in this workbook,: Sheet1, Sheet2 and Sheet3.

The Basic of Microsoft Excel

YHSS 2011 HBL ICT Mathematics

Menu Bar

Formula bar shows the content of the active cell.

Standard Toolbar

Formatting Toolbar

The Name Box will show the cell address of the active cell. Vertical Scroll Bar

Horizontal Scroll Bar The Status Bar will show the current status of work.

The Basic of Microsoft Excel

YHSS 2011 HBL ICT Mathematics

To show or hide Toolbars:

1. Go to View Menu 2. click Toolbars 3. Select (tick) or de-select (un-tick) the particular desired toolbar.

The Basic of Microsoft Excel

YHSS 2011 HBL ICT Mathematics

Cell and Range of Cells in Excel

The space where a column meets a row is called a Cell. Each cell has an address e.g. A1, B2, C4, etc. Range of cells is labeled as Start-cell : end-cell e.g. B11:D12, B14:B18

Cells

Range of Cells

The Basic of Microsoft Excel

YHSS 2011 HBL ICT Mathematics

Data Types in Excel

DATA TYPE
Text Numeric value Formula Arithmetic
Expression

EXAMPLES (data enter into the cell)

January 2500.85 =35+14+39
=SUM(A2:C5)

February 6832.50 =(67*3+62*3)/2

=AVERAGE(D8:G8)

Formula Function
(build in formula)

Formula must start with an = sign.

The Basic of Microsoft Excel

YHSS 2011 HBL ICT Mathematics

Formatting data in Excel.

Use Icons on the Formatting Toolbar

Difference Font and Font Size Align data to Left, right or centre. Format numeric value to desired decimal places. Format numeric value with $ sign. Change columns width

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The Basic of Microsoft Excel

YHSS 2011 HBL ICT Mathematics

To format numbers to start with a dollar sign $ and use 2 decimal places:
1. Select range of cells 2. go to Format Menu then choose Cells 3. Format Cells Window will pop up 4. Go to Number Tab 5. Select Currency for Category 6. Enter 2 in the box of Decimal places 7. Choose $ Symbol 8. Choose the format of Negative Numbers 9. Click OK

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The Basic of Microsoft Excel

YHSS 2011 HBL ICT Mathematics

To draw the Vertical Bar Chart of Mr. Tans Expenses:

1. Select the data for the charts cells A7:A11 and E7:E11 2. Click the Chart Wizard icon 3. The Chart Wizard window will pop up 4. Choose Chart type column and Chart subtype. 5. Click Next >

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Please note that besides Bar Chart, there are others charts can be drawn.

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The Basic of Microsoft Excel

YHSS 2011 HBL ICT Mathematics

Continue the wizard to draw the Vertical Bar Chart of Mr. Tans Expenses.

6. Click Next > to accept the auto-generated Data Range

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The Basic of Microsoft Excel

YHSS 2011 HBL ICT Mathematics

Continue the wizard to draw the Vertical Bar Chart of Mr. Tans Expenses.

7. Key in the chart title accordingly in the Titles Tab.

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The Basic of Microsoft Excel

YHSS 2011 HBL ICT Mathematics

Continue the wizard to draw the Vertical Bar Chart of Mr. Tans Expenses.

8. Go to the Legend Tab, un-tick the Show legend checkbox. Take note of the chart on the window, you will see the difference.

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The Basic of Microsoft Excel

YHSS 2011 HBL ICT Mathematics

Continue the wizard to draw the Vertical Bar Chart of Mr. Tans Expenses.

9. Go to the Data Labels Tab, un-tick the Value check box to show the values of the bars then click Next >.

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The Basic of Microsoft Excel

YHSS 2011 HBL ICT Mathematics

Continue the wizard to draw the Vertical Bar Chart of Mr. Tans Expenses.

10. Select which worksheet to draw the chart then click Finish.

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The Basic of Microsoft Excel

YHSS 2011 HBL ICT Mathematics

11. The Vertical Bar Chart of Mr. Tans Expenses will be drawn automatically.

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The Basic of Microsoft Excel

YHSS 2011 HBL ICT Mathematics

You may go to the following web links to learn more about creating charts:
http://office.microsoft.com/en-us/excel-help/charts-i-how-tocreate-a-chart-RZ001105505.aspx http://office.microsoft.com/en-us/excel-help/charts-ii-choosethe-right-chart-type-RZ001109795.aspx

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The Basic of Microsoft Excel

YHSS 2011 HBL ICT Mathematics

Quiz
1. Cell C5 is where column __C_____ meets with Row __5____. 2. When Row 3 meets with Column B, the cell is at _____B3___. 3. The top-left corner cell is E2 and the bottom-right corner cell is C3, the range of cells is ____C2:E3____. 4. What is the formula to add cells C3, C4 and C5 then subtract C7? _____________Arithmetic Expression . 5. What is the formula to calculate the average value of data in cells F2 to F12? __________function_____________.

6. Which icon should be used to help to draw Chart? ____________ Chart Wizard icon ____________.
7. Which menu should be used to customize Toolbars? _______view_________. 8. We can format a number with $ sign by choosing category ____symbol___ at __number____ tab of the Format Cells pop up Window.

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