DAY 3:
MICROSOFT EXCEL – CHAPTER 1
Aliya Farheen
aliya.farheen@mail.wvu.edu
August 25,2015
ATTENDANCE
• Sign in the attendance system using your
MyID and record your attendance in the
CS 101 website ( Course Tools  Record
Attendance)
ANNOUNCEMENTS
• Register for MyITLab.
• Course ID: powell91633
• Lesson A in MyITLab is due on Tuesday,
September 8,2015.
• Mac Virtual Machine Workshop on Friday 8/28.
ENTERING AND EDITING CELL
DATA
•
•
•
•
•
Enter text
Enter values
Enter dates
Enter formulas
Edit and clear cell contents
4
ENTERING TEXT
• Make sure the cell is active where you
want to enter text.
• Enter the text.
• Press an arrow key on the keyboard, or
click Enter.
ENTERING DATES
1. Directly enter the date in the desired
format
2. Select the cell, Go to the Home tab 
Format  Format cells  Select Date in
the category  Select the appropriate
type
3. Right click on the cell and select Format
cells  Select Date in the category 
Select the appropriate type
6
SELECT CELLS
• A single cell – Click the cell / press the
arrow keys
• All cells –Select the All button/press ctrl+A.
• Note: If the worksheet contains data,
CTRL+A selects the current region.
Pressing CTRL+A a second time selects
the entire worksheet.
• An entire Row/Column- Row heading or
Column heading
ENTERING FORMULAS
• Formulas are combinations of cell addresses,
math operators, values and/or functions
• A formula begins with the equal sign =
– Examples:
=A1+A2
=C2*5
EDITING CELL CONTENT
• Choose the cell and click in the formula
bar, make changes and then click enter on
the left side of the Formula bar.
• Double click on the cell ,make changes in
the cell and press enter.
• Click on the cell and press F2, make
changes in the cell and then press enter.
CLEARING CELL CONTENTS
1. Click the cell and directly press ‘DELETE’
2. Double click on the cell and delete using
‘BACKSPACE’/‘DELETE’ button.
3. Click the cell and click “CLEAR” symbol
on top right corner of the home tab and
choose what to clear from the various
choices available.
10
ENTERING TEXT-EXAMPLE
 Start Excel. Save the new workbook as
Chapter1_YourName
 Type OK Office Systems Pricing Information in
cell A1, and press Enter.
 Click cell A4, type Product, and then press Enter.
A5 Computer System
A6 Color Laser Printer
A7 Filling Cabinet
A8 Desk Chair
A9 Computer Desk
A10 28” Monitor
ENTERING TEXT-EXAMPLE
 Click cell B4 to make it active cell. Type
Cost and press Tab
Markup Rate in Cell C4
Retail Price in cell D4
Percent Off in cell E4
Sale Price in cell F4
Profit Margin in cell G4
ENTERING UNFORMATTED
VALUES-EXAMPLE
 Click cell B5 to make it active cell.
 Type 400 and press Enter.
B6
457.7
B7
B8
75
B9
B10
195
C5
C6
0.75
C7
C8
1
C9
C10
0.835
E5
E6
0.2
E7
E8
0.25
E9
E10
0.1
68.75
700
0.5
0.905
1.857
0.15
0.1
0.3
ENTER A DATE AND CLEAR CELL
CONTENTS-EXAMPLE
Click cell A2, type 9/1/12, and then press
Enter.
Click cell A2. Click Clear in the Editing
group on the Home tab, and then select
Clear All.
Type September 1, 2012 in cell A2, and
then press Enter.
Save the Workbook.
SAVE AND SAVE AS..
• Click the File tab(Back Stage view), then
select Save or Save As
• Use the Save As option if you need to
assign a name to the file
– Provides the Save As dialog box
• Save your file often using CTRL+S to
make sure you don’t loose your work.
MATHEMATICS AND FORMULAS
• Arithmetic Operators and Symbols
Operation
Symbol in Excel
Addition
+
Subtraction
-
Multiplication
*
Division
/
Exponentiation
^
ORDER OF PRECEDENCE
• Order of precedence (operations) controls the
sequence in which math operators are
computed
ORDER OF OPERATIONS – EXAMPLES
EXAMPLE
 Click cell D5, the cell where you will enter the
formula to calculate the retail selling price of
the first item.
 Type =B5*(1+C5) and view the formula and
colored cell borders on the screen.
 Click Enter to the left of Formula Bar and
view the formula.
 Similarly click F5, enter formula =D5-D5*E5
and click G5, enter formula =(F5-B5)/F5.
SEMI-SELECTION(POINTING)
• Semi-selection uses the mouse pointer to
build a formula containing cell references
or ranges
• Click the cell where you want to create the
formula. Type ‘=‘ sign . Drag the cell range
that contains the value. Type the
operators. Continue selecting the cell
ranges .
• Press enter to complete the formula.
USING AUTO FILL
• Auto Fill enables you to copy the contents of a
cell or cell range or to continue a series using
the fill handle
– Example: Month names Jan, Feb, Mar form a
series
• The fill handle is the small black square in the
bottom right corner of a cell
USING AUTO FILL TO COPY
FORMULAS-EXAMPLE
 Click cell D5 the cell containing the formula to
calculate the retail price for the first item.
 Position the mouse pointer on the fill handle
in the bottom-right corner of cell D5. When
the pointer changes from a white plus sign to
a thin black plus sign, double-click the fill
handle.
 Observe the cell references of copied
formulas.
MANAGING WORKSHEETS
•
•
•
•
•
•
Renaming a Worksheet
Changing the Tab color
Inserting a new Worksheet
Deleting a Worksheet
Moving a Worksheet
Copying a Worksheet
RENAMING A WORKSHEET
• By default you get one sheets – Sheet1
• Name this to what is relevant to the task, don’t
ever leave them at the default names.
• 3 ways to rename sheets
1. Double click on sheet tab and enter new name
and press enter.
2. Click on ‘Format’ option in cell section in home
ribbon and select ‘Rename Sheet’ option.
3. Right click on sheet tab and select ‘Rename’
option.
CHANGING A TAB COLOR
• This can be very helpful when trying to
locate a sheet in a workbook with multiple
sheets.
• 2 ways to change tab color
1. Click on ‘Format’ option in cell section in home
ribbon and select ‘Tab Color’ option.
2. Right click on sheet tab and select ‘Tab Color’ .
25
INSERTING A NEW WORKSHEET
• A new work sheet can be inserted in the
following ways
1. Using Insert Worksheet icon to the right of the
last worksheet.
2. Right click on any worksheet tab and select
‘Insert’ option.
3. Using the ‘Shift+F11’ shortcut.
4. On the Home tab  Go to Insert in Cells
section  Select Insert Sheet
DELETE, MOVE AND COPY
WORKSHEET
• Delete Worksheet
1.
2.
Right click on ‘worksheet tab’ and select ‘Delete’ option.
On the Home tab  Go to Delete in Cells section 
Select Delete Sheet
• Move worksheet
– Click ‘sheet tab’ and drag to desired position.
• Copy worksheet
– On the Home tab  Go to Format in cells section 
Select Move or Copy Sheet and give the desired location
to move the sheets.
.
MANAGING COLUMNS AND
ROWS
•
•
•
•
•
Inserting Rows and Columns
Deleting Rows and Columns
Adjusting Column Width
Adjusting Row Height
Hiding Columns and Rows
RANGES AND THEIR SELECTION
• A range is a rectangular group of cells in a worksheet
– Can be one cell; may be entire worksheet
• Ranges can be contiguous(together) or noncontiguous (not
together)
• A contiguous range is single rectangular block of cells
Example A4:I4 covers all cells between A4 and I4
• For selecting the range for Contiguous cells
– Click and hold left mouse button and drag from beginning
of range to end
– Select first cell, then hold the Shift key while clicking the
last cell
• A non-contiguous range consists of two or more separate
non-adjacent ranges
• For selecting the range for Non-Contiguous cells
– Select the first range of cells then holding on to the CTRL
key select the second Range of cells.
MOVING/COPYING A RANGE
• Moving/copying a range preserves text
and values, but cell addresses in formulas
will be altered in the pasted location
– Move a range by cutting it and pasting to the
upper left corner of the destination
– Copy a range can by copying it and pasting to
the upper left corner of the destination
FORMATTING
• Number: Control how numbers are displayed.
Apply number formats and decimal places
• Merge and Center: Merges cells together and
displays the text in center
• Wrap Text : Makes content visible in a single cell
• Alignment: Control how text behaves inside of cell
• Font: Control the color, size, look of text in cell
• Border: Create lines around and between cells
• Fill: Control the background color of a cell
FORMATTING CELLS
• Sometimes you might need to format the appearance of
a cell. It accentuates and draws attention to meaningful
portions of a worksheet
• There are 12 different formatting options: General,
Number, Currency, Accounting, Date, Time, Percentage,
Fraction, Scientific, Text, Special, Custom.
IMPORTING DATA
• Importing –Inserting data from one
application or file into another.
• Text, CSV, XML and Database files are the
commonly imported files.
• Before importing we have to check if we
want to manage the data as a separate
entity in Excel or you want a connection to
the original data source/application.
XML FILES
• XML is eXtensible Markup Language
• Files can contain a significant amount of
machine readable data and allow us to
easily import it into Microsoft Office to
work with.
IMPORTING XML FILE
• Make sure that the data XML Files are
downloaded on your system
• To import the data of the file into excel sheet
open Excel and follow these steps:
1) Select the "Data" ribbon
2) From the "Get External Data" group (should
be top left), click on
"From Other Sources"
• 3) From the drop down list, select "From XML
Data Import“.
4) Find the .xml file on your computer and Open
it
5) Then a message might pops up asking for
creating a
schema, just hit OK
6) "Import Data" box is going to pop. Select the
"XML table in existing worksheet" and put the
starting cell appropriately($A$3).
PASTE SPECIAL
• The Paste Special command is used to paste
data from the clipboard using a different format
PAGE SETUP AND PRINTING
• The Page Setup Dialog Box Launcher contains
many common print-related options
PAGE SETUP AND LAYOUT EXAMPLE
• At some point you have to print your worksheets
• Click on Page Layout and the icon for Page Setup
• Now you can specify options for whether the page
will be in Portrait or Landscape style
• Whether you want to fit the contents to a single
page
• You can also specify margins
• You can also set up headers and footers
• You can also print gridlines, row and column
headings, etc under the Sheet tab