Microsoft Office
Microsoft
Office
Excel 2013 Core
Excel 2013 Core
Courseware # 3253
Lesson 1: Introducing Excel
Microsoft Office
Excel 2013 Core
Lesson Objectives
• understand what an
electronic spreadsheet is
• enter text, numbers, dates,
and times
• understand what Excel is
and what it can do
• move around a worksheet
• identify elements on the
Excel screen
• use Office BackStage to
save, create new, open,
and close a workbook
• understand basic
terminology
• switch between
workbooks
• use the Quick Access
Toolbar
• save in a previous Excel
version format
• move around in Excel
• select cells
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Microsoft Office
Excel 2013 Core
What is an Electronic Spreadsheet
•
•
•
•
•
performs many math calculations simultaneously
solving financial and statistical problems
performing what-if analysis
displaying charts or diagrams
similar to a large piece of paper with rows and columns
– intersection of each row and column is a cell
– information is entered into cells
– calculations are performed in cells using values in other cells
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Microsoft Office
Excel 2013 Core
What is Excel
• Consists of three programs in one:
– Spreadsheet
• Enter and analyze data
– Graphics
• Create charts
– Database
• Compile and sort lists
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Microsoft Office
Excel 2013 Core
Starting Microsoft Excel
• Windows 8:
– Start screen:
– All Apps screen:
– Excel 2013 Quick Launch icon on Desktop:
• Windows 7 and earlier:
– Start button, All Programs, Microsoft Office, Microsoft Excel 2013
– Microsoft Excel shortcut on the Windows Desktop
– Microsoft Excel Quick Launch icon in the Task Bar
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Microsoft Office
Excel 2013 Core
Looking at the Screen
File Quick Access
Tab
Toolbar
Name Box
Insert Function
Ribbon
Close
Maximize/Restore
Minimize
Title
Bar
Formula Bar
Help
Column
Headings
Ribbon
Display
Options
Active
Cell
Row Headings
Scroll
Bars
Tab
Sheet
Scrolling Tab
Buttons
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Status Bar
View Buttons
Zoom Slider
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Microsoft Office
Excel 2013 Core
Understanding Basic Terminology
Workbook
Excel file containing one or more worksheets.
Worksheet
Two dimensional arrangement of cells in rows and columns
Cell
Intersection of a row and column.
Cell Address
Column X at row #, e.g., B7.
Sizing
Changing size of active window by dragging a corner to
required size.
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Microsoft Office
Excel 2013 Core
Mouse Symbols
See Pages 5-6 in book
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Microsoft Office
Excel 2013 Core
Using the Quick Access Toolbar
• Located at top left of Excel screen
• Contains buttons for frequently used commands
• Can be customized
Excel Control
Icon
Undo
Save
Redo
Customize Quick
Access Toolbar
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Microsoft Office
Excel 2013 Core
Using the Ribbon
•
•
Commands are group into tabs
Each tab relates to a type of activity such as inserting item or changing view
•
Buttons
– Appear in different color or has a border when active
– Can be toggle buttons
– ScreenTip can be activated to show name of button
•
Contextual tabs only appear when applicable
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Microsoft Office
Excel 2013 Core
Using the Ribbon
•
Formatting tabs have quick style box with a More button
•
Clicking this button displays the full list of styles available
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Microsoft Office
Excel 2013 Core
Using the Ribbon
• Dialog box launcher button
will display that dialog box
– Some open
as Task
Pane
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Microsoft Office
Excel 2013 Core
Using the Ribbon
• Menu can also be activated using ALT or F10
– Keyboard buttons appear over each command
• Continue with keyboard until command is executed
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Microsoft Office
Excel 2013 Core
Identifying Screen Symbols
Appears in status bar if circular reference found in current
worksheet. Double-headed blue arrow displays between
offending cells.
(AutoFill
options)
(Paste
Options)
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Appears when you use AutoFill feature to copy data or
formulas into adjacent cells.
Excel identifies pasted item in current location and provides
other options for paste action.
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Microsoft Office
Excel 2013 Core
Entering Data
• Types of Information
• Three types of information that can be entered:
Numeric
123, 12-Mar-13, 12:30 pm
Text
Formulas
ABC, R2D2, Microsoft™
=B3, =B2+C2+F4, =sum(B3:B6)
– Numeric are numbers, date, or time values entered directly
into worksheet cell and defaults to right aligned
– Text are alphabetic, numeric characters, and most printable
symbols and defaults to left aligned
– Formulas are comprised of values, cell references,
arithmetic operators and special functions to calculate new
result values
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Microsoft Office
Excel 2013 Core
Entering Text
• To enter data, point and click at cell, then type entry
• Use BACKSPACE or DELETE for any typing errors
• To move automatically to cell below, press Enter or click cell
• Enter column or row titles to identify
purpose of numeric data
• Edit data in active cell or in Formula bar
• Maximum of 32,767 characters allowed
– maximum column width is 255
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Microsoft Office
Excel 2013 Core
Entering Numbers
• Constant values are typically used in
calculations
• By default, values are aligned to right
side of cell and with no formatting
• Can be formatted to preference
• A mixture of alphabetic characters
and numeric digits are treated as text
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Microsoft Office
Excel 2013 Core
Entering Dates and Times
• If entering full date value including month, day, and year value, date
value displays as dd-mmm-yy by default, e.g. 15-Sep-13
• Date value can be just day and month, or month and year
• If entering name of month only, Excel treats as text value
• If entering day or year value only, treated as numeric not date value
• When entering date, Excel will try to interpret what is entered
• If entering date using only numeric values, must match date sequence
specified in Windows Control Panel - Regional and Language Options
• Time must consist of hours and minutes in format of hh:mm
• Can add seconds and AM/PM indicator or use 24-hour clock format
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Microsoft Office
Excel 2013 Core
Moving Around the Worksheet
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Microsoft Office
Excel 2013 Core
Saving Workbooks
• Click File, click Save to save all changes to same file, or
• click File, click Save As to save with new file name, or
• click
(Save) from Quick
Access Toolbar, or
• press CTRL+S
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Microsoft Office
Excel 2013 Core
Creating a New Workbook
• Can create new workbook at any time
• Each Excel window can only have one workbook, but you
can have more than one window open on screen
• Each window can be placed anywhere on the Desktop
• Each new workbook in current session shows as Book#
• To create new blank workbook:
– Click File, click New, click Blank workbook and then click
Create, or
– press CTRL+N
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Microsoft Office
Excel 2013 Core
Creating a New Workbook
• Using a pre-designed template
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Microsoft Office
Excel 2013 Core
Switching Between Workbooks
• On View tab, in Window group, click Switch Windows
• Click button on Windows task bar:
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Microsoft Office
Excel 2013 Core
Opening a Workbook
• To work with an existing workbook, you must first open it
• To open a workbook:
– In Excel startup screen, click in Recent list or click Open Other
Workbooks, or
– Right-click Excel
icon in the Taskbar,
and select from the
jump list, or
– click File, click
Open, or
– press CTRL+O, or
– press CTRL+F12
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Microsoft Office
Excel 2013 Core
Opening a Workbook
• If file was used recently, click File then click Recent to display list
showing most recently used files, and double-click on file
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Microsoft Office
Excel 2013 Core
Closing a Workbook
• Close file when no longer needed to clear the screen and
prevent accidental changes to workbook
• To close workbook:
– Click File then click Close, or
– press CTRL+W or CTRL+F4, or
– click
(Close) for Excel to close all open workbooks
• If there are unsaved changes:
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Microsoft Office
Excel 2013 Core
Working with Compatibility Mode
• Different format for storing files, depending on Excel
version:
File Type
2013
Excel workbook
Excel workbook with macros
Excel workbook template
XML spreadsheet and/or data
Excel add-in
.xlsx
.xlsm
.xltx
.xlsx
.xlam
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97-2003
.xls
.xls
.xlt
.xml
.xla
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Microsoft Office
Excel 2013 Core
Working with Compatibility Mode
• Click File tab, click Info, then click Check for Issues to find
compatibility problems
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Microsoft Office
Excel 2013 Core
Working with Compatibility Mode
• Excel able to open files created in earlier versions and preserves
file format
• Workbook title bar displays [Compatibility Mode] indicator
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Microsoft Office
Excel 2013 Core
Selecting Cells
• You must indicate a worksheet cell range before you can perform an
action
• Range selection can be as small as single cell, or as large as entire
spreadsheet
• Cells stay highlighted until you change or remove selection
• Clicking on cell or using arrow key will remove selection
• Can select:
– single cell
– range or rectangular section containing two or more cells
– multiple ranges
• Selected range displays the reversing color of cells
– Within selected range is one cell in normal color or active cell of range
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Microsoft Office
Excel 2013 Core
Selecting Cells
Single cell
Click cell.
Extend the selection
Click cell, then drag to end of desired range.
Entire row
Click row heading.
Entire column
Click column heading.
Entire worksheet
Click Select All button.
Make a
selection
Click beginning cell, press Shift and click
ending cell in range.
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Microsoft Office
Excel 2013 Core
Selecting Cells
Extend/shrink
a selection
Press SHIFT, then click inside selected range to
shrink selection; or click outside range to extend
selection.
Non-adjacent
columns, rows
or cells
Click cell, column or row. Move pointer to next cell,
column or row, press CTRL, then click and drag.
Extend the row
selection
Click row number and drag down to required
number of rows.
Extend the column Click column letter and drag across to required
selection
number of columns.
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Microsoft Office
Excel 2013 Core
Selecting Cells
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Microsoft Office
Excel 2013 Core
Lesson Summary
• understand what an
electronic spreadsheet is
• enter text, numbers, dates,
and times
• understand what Excel is
and what it can do
• move around a worksheet
• identify elements on the
Excel screen
• use Office BackStage to
save, create new, open,
and close a workbook
• understand basic
terminology
• switch between
workbooks
• use the Quick Access
Toolbar
• save in a previous Excel
version format
• move around in Excel
• select cells
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Microsoft Office
Excel 2013 Core
Review Questions
1.
List some benefits of using an electronic spreadsheet.
2.
Explain the difference between a workbook and a worksheet.
3.
Explain how commands are grouped on the Ribbon and how
you access them
4.
Explain how you can access the Ribbon using the keyboard and
then how to access the commands.
5.
Explain when it is better to create a blank workbook and when
it is better to create a new workbook using a template.
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Microsoft Office
Excel 2013 Core
Review Questions
6.
Explain the difference between using the Save and Save As
commands.
7.
Provide examples of different types of data.
8.
List different formats you can use to enter a date so that Excel
will recognize it as a date value.
9.
Explain why you would save a workbook using a previous Excel
version format.
10. Explain how you can select different areas of a worksheet at the
same time and why you might want to use this feature.
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