1. Understanding Microsoft Excel
Lesson 1 – Microsoft Excel 2016

2. What is Excel?
A spreadsheet program where you can do things such as calculations, graphs, and statistical analysis quickly.
Uses:
Calculating inventory
Creating a household budget
Calculating grades

3. Spreadsheet Terms
Spreadsheet – The type of program that is used to perform calculations.
Worksheet – A blank page in a Workbook.
Workbook – A collection of worksheets.

4. More Spreadsheet Terms
Name Box
Title Bar
Active Cell
Formula
Bar
Row Headers
Column Headers

5. Opening and Closing Workbooks
When you first open Excel, there is 1 worksheet present but more can be added using the + sign
File (Backstage) is where you open and close a workbook.
Open a blank workbook
Close a workbook

6. Naming and Saving a Workbook
A filename and location should be assigned the first time a workbook is saved. Save often!!!
The file name can be up to 255 characters in length.
The / \ < > * ? " | : ; characters may not be used when naming a workbook.
Save a workbook for the first time using either the Save option in Backstage view or by clicking the Save icon on the Quick Access Toolbar.
Save it with a new name or new file type by clicking “Save As” in the Backstage view.

7. Templates
For spreadsheets that have already been set up for specific purposes, use a template
You can save spreadsheets that you create to use as templates later.
What would be the benefit of using a template?
It’s already premade (set up)

8. How would you identify the cell range shown?
Selecting Cells
Cell ranges are identified by the first cell address and the last cell address, separated by a colon.
You can select 1 cell or a group of cells (a range).
Use the “select all” button to select all cells.
How would you identify the cell range shown?

9. Cell Selection, continued.
Select non-adjacent cells by holding down CTRL.
The “Name Box” shows the address of the active cell.
Click the row or column header to select an entire row or column.

10. Entering Data into a Worksheet
Text (sometimes called labels) – words or numbers that
won’t be used in math
Formula - a mathematical equation used to calculate a value.
Notice that anything typed in the active cell appears in the formula bar.
Values – Numbers that will be used in math

11. Cell Alignment
By default, text is left aligned and values are right aligned.
You can also adjust vertical alignment.
Alignment group on Home tab
Right click on cell and select “Format Cells”…Alignment tab

12. Row and Column Size Row height is measured in points.
A point is a unit of measurement that determines the height of a character.
A point is approximately 1/72 of an inch
How tall is 72 point font?
Excel’s default column width is 8.43 characters
A cell can contain up to 32,000 characters.

13. What if it Doesn’t Fit in the Cell?
Non-formatted values (numbers) are shown in scientific notation.
Numbers that will not fit into a cell are replaced with ####.
Text spills over if there is room, cuts off if there isn’t.

14. Adjusting Row and Column Size
Mouse over the border between rows or columns until the cursor changes to a double arrow as shown.
To resize a column
Hold down the left mouse button and drag to the desired size.
Double click to autofit the size to the cell’s contents.
Right click to choose Column Width
You can resize several rows or columns at once by selecting them all and the resizing using the same methods.
Which do you prefer?

15. Adjusting Row and Column Size
To resize a row
Place cursor between two rows and then click and drag when it becomes a double arrow
Right click a row and choose Row Height to type in your desired height

16. Entering a Range of Data
What is a range???
To enter data in a range more easily select the range and start typing.
Press “Enter” or “Tab” to move to the next cell in the range.

17. Numeric Data in a Spreadsheet
Consists of – Currency (money!)
Percentages
Decimals
Fractions
Exponents
Which are negative???

18. Entering Dates in a Worksheet
Dates can be entered using a combination of text and numbers, or just numbers.
Change the format on the Home tab in the Number group.
Regardless, dates are serial numbers and can added, subtracted, and used in other calculations.
When might you use dates in a calculation?

19. Editing Data in a Cell
Double click on a cell or click in a cell and then in the formula bar to edit its contents.
Use the “cancel” or the ESC key to cancel an entry before it is actually entered in the worksheet, restore the cell’s contents, and exit Edit mode.
You can click the Enter button or the Enter key to complete an entry.

20. Finding and Replacing Cell Contents
A worksheet contains more than 65,000 rows and 256 columns.
The Find and Replace option can quickly search a large worksheet and replace erroneous data with correct data.
A formula can be typed into a search string by choosing formulas in the Look In drop down option.
Data can be searched for by using a search string as well as matching the case of the data or matching the entire contents of the cell.

21. Inserting and Deleting Cells, Rows, and Columns
Insert or delete rows or columns by
Right clicking on the heading and choosing your option.
Using the Cell group on the Home tab.
New rows are inserted about the selected row, new columns to the left.

22. Cutting, Copying, Pasting, and Clearing Cells
Cutting data from a cell and pasting it to a new cell is actually moving the data.
Copying data from a cell and pasting into another location actually makes a duplicate of the data without affecting the original cell.
Contents can be removed from a cell without removing the cell formats.

23. Moving to a New Worksheet
Remember that each workbook is made up of one worksheets by default.
Click the Sheet Tabs at the bottom of the page to change the active worksheet.
You can move data between worksheets.
Insert a new worksheet by clicking the + sign

24. Renaming a Worksheet
Worksheets are named Sheet1, Sheet2, etc. by default, according to their location in the workbook.
Workbooks should be named appropriately based upon their contents.
Double-click the sheet tab and enter the new sheet tab name to rename the sheet.
You can change the tab color by right clicking on the tab.

25. Previewing and Printing a Worksheet
Viewing a spreadsheet prior to printing it is important to pinpoint errors in a worksheet.
Clicking anywhere on the preview will toggle the zoom.
An entire worksheet, a selected range in a worksheet, or an entire workbook can be printed.