2. Objectives At the end of this session, students will be able to:
Describe the basics of Microsoft Excel
Explain the elements of Excel
Explain the procedure for creating and using the workbook
Explain formatting of a worksheet
Explain page and print options
Getting Started with Microsoft Excel 2010/ Session 9

3. Introduction
Microsoft Excel is an application for creating spreadsheet that helps user to collect, systematize, and edit the data.
It provides the user with tools and features which enables them to analyze the data and generate results.
Excel is the most popular spreadsheet application used in educational institutes and corporate houses.
Microsoft offers Excel 2010 for the Windows 9 operating system.
Getting Started with Microsoft Excel 2010/ Session 9

4. Understanding the Microsoft Excel 2010 Interface [1-2]
To start Microsoft Excel, perform the following steps:
Click Start > All Programs > Microsoft Office > Microsoft Excel 2010
Microsoft Excel 2010
Getting Started with Microsoft Excel 2010/ Session 9

5. Elements in an Excel Workbook
Understanding the Microsoft Excel 2010 Interface [2-2]
Element
Description
Quick Access toolbar
Contains shortcuts for frequently used tasks
Tabs
Contains shortcuts to accomplish specific tasks
Cell
Represents the intersection of a row and column
Ribbon
Displays the content of the tabs and is the main location for all the commands in Excel
Name Box
Displays the active cell address and is located to the left of the formula bar
Formula bar
Displays the content of the cell which can be information or formulas
Column
Represented using letters and is specified across top of the worksheet to identify the columns and are lettered ranging from A to XFD
Row
Represented using numbers and is specified along the left side of the worksheet to identify the rows and is numbered ranging from 1 to 1,048,576
Cell Address
Identifies the location of a cell and is indicated using a combination of column letter and row number of a cell
Worksheet Views
Displays the different views, such as Normal, Page Layout, Page Break View, and so forth
Zoom
Increases or decreases magnification of the worksheet for better viewing
Worksheet Tab
Represents different sheet for a workbook
Elements in an Excel Workbook
Getting Started with Microsoft Excel 2010/ Session 9

6. Using the Ribbon [1-2] Following tabs are present in Excel’s Ribbon:
Home
Contains the basic commands
Insert
Enables user to include tables, illustrations, charts, links, and text
Page Layout
Contains themes and page setup options
Helps user to modify the page size to satisfy the print requirements
Contains commands that will change the overall appearance of the worksheet
Formulas
Contains the formula library
Getting Started with Microsoft Excel 2010/ Session 9

7. Using the Ribbon [2-2]
Data
Enables user to import external data, connect an external package to the Excel sheet, and helps in sorting the data
Review
Allows user to proofread the document
View
Allows user to change the view of the workbook
Also allows user to zoom, arrange the windows, and add macros
Add-Ins
Displays the program that need to collaborate with Excel
Includes contextual tabs that appear whenever an object is selected, in addition to the standard tabs
For example, when a chart is selected, contextual tabs related to chart such as Design, Layout, and Format, will appear
Getting Started with Microsoft Excel 2010/ Session 9

8. Backstage View of Excel
Understanding the Backstage View
Excel 2010 has introduced the File tab in the Ribbon
Allows user to manage files and customize commands in Microsoft Excel
Backstage View of Excel
Getting Started with Microsoft Excel 2010/ Session 9

9. Understanding the Quick Access Toolbar [1-2]
Present on the left side of the title bar
Displays the shortcuts for frequently used commands
Users can customize the toolbar to display the commonly used commands
Provides the Save, Undo, and Redo buttons, by default
Quick Access Toolbar
Getting Started with Microsoft Excel 2010/ Session 9

10. Options for Quick Access Toolbar
Understanding the Quick Access Toolbar [2-2]
To add or remove icons from Quick Access Toolbar, perform the following steps:
Open Microsoft Excel
Click the File tab
Click Options
Click Quick Access Toolbar
Select All Commands from the Choose commands from list
Click the required command from the All Commands list
Click Add
Click OK
Options for Quick Access Toolbar
Getting Started with Microsoft Excel 2010/ Session 9

11. Working with Workbooks [1-2]
Can be referred to as a container containing the worksheet and the data that has been stored in the worksheets
Used for creating spreadsheets where users can add tables, charts, graphs, and so forth
A new blank workbook is created containing three sheets when Excel is opened
Enter information and format the worksheet according to the requirement
Use the built-in template provided by Excel
Getting Started with Microsoft Excel 2010/ Session 9

12. Working with Workbooks [2-2]
To create a new blank workbook, perform the following steps:
Open Microsoft Excel
In case, users want to open a new workbook while working on another file in Excel, they must perform the following steps:
Click the File tab
Click New
Click Blank Workbook
Click Create
Creating New Workbook
Getting Started with Microsoft Excel 2010/ Session 9

13. Navigating in a Worksheet and Workbook [1-3]
Navigating within a workbook means steering to a particular cell
One active cell in a worksheet identified by a dark border, which is known as the cell pointer
Can navigate between cells using their keyboard or mouse
Navigating with the Keyboard
Use the standard arrow keys on the keyboard for navigating in a worksheet
Page Up or Page Down key moves the cell pointer up or down by one full window
Navigate to the required cell by entering the cell reference in the Name Box
Name Box
Getting Started with Microsoft Excel 2010/ Session 9

14. Navigating in a Worksheet and Workbook [2-3]
Navigating with the Mouse
To select a cell using the mouse, click the required cell
Access the active cells using the scroll on the mouse
Navigating between Worksheets
Add worksheets to keep their data organized in a workbook
To switch between the worksheets, use the navigation icons on the left of the horizontal scrollbar.
Horizontal Scrollbar
Getting Started with Microsoft Excel 2010/ Session 9

15. Navigating through Worksheets
Navigating in a Worksheet and Workbook [3-3]
Different icons in the horizontal scrollbar for navigating through the worksheets:
Icon
Function
Displays the first sheet
Displays the previous sheet
Displays the next sheet
Displays the last sheet
Navigating through Worksheets
Getting Started with Microsoft Excel 2010/ Session 9

16. Selecting Cells To select the cells, perform the following steps:
Open Microsoft Excel
Select the cell and drag the mouse pointer
Release the mouse click
Selecting Cells
Getting Started with Microsoft Excel 2010/ Session 9

17. Worksheet with Numeric Values
Entering Data in a Workbook [1-3]
Data in a workbook can be either text or numbers
Values
Values are the raw numeric data that are entered in a spreadsheet for calculation
Worksheet with Numeric Values
Getting Started with Microsoft Excel 2010/ Session 9

18. Entering Data in a Workbook [2-3]
Labels
Labels are pure text or alphanumeric data that support the tables or paragraphs
Worksheet with Labels
Formulas
Enables user to enter formulas that uses the value present in the cell to calculate a result
AutoComplete
Populates data automatically in the spreadsheet
Getting Started with Microsoft Excel 2010/ Session 9

19. Worksheet with Labels, Text, and Values
Entering Data in a Workbook [3-3]
To enter data in worksheet, perform the following steps:
Open Microsoft Excel
Create a workbook
Click a cell
Type the data and press Enter
Worksheet with Labels, Text, and Values
Getting Started with Microsoft Excel 2010/ Session 9

20. Saving and Closing Workbook
To save a workbook, perform the following steps:
Open Microsoft Excel
Click the File tab
Click Save
Type a name for the workbook
To close a workbook, perform the following steps:
Click the File tab.
Click Close OR
Click Close on the top right side of Menu bar
Save As Dialog Box
Getting Started with Microsoft Excel 2010/ Session 9

21. Opening a Workbook
To open an existing workbook, perform the following steps:
Open Microsoft Excel
Click the File tab
Click Open
Browse to the required location
Select the file
Opening a Workbook
Getting Started with Microsoft Excel 2010/ Session 9

22. Working with Worksheet [1-2]
Worksheets are used to separate different workbook elements logically
Users do not have to save new workbooks for different parts of the same file
Can open multiple worksheets in a workbook
Using Views in a Workbook
Excel provides a number of different workbook views
Change the view according to requirements
Views in Excel
Getting Started with Microsoft Excel 2010/ Session 9

23. Working with Worksheet [2-2]
Option
Description
Normal
Default view and provides the basic view of the spreadsheet
Page Layout
Creates a view of separate pages in the worksheet
Displays worksheet as they would appear when they are printed
Page-Break Preview
Allows the users to view where the page will break when printed
Displays dotted lines to identify the break
Custom Views
Enables users to create a view according to their requirements
Full Screen
Displays the spreadsheet in full screen and maximizes the space available for reading
Views in Excel
To change the view of the workbook, perform the following steps:
Open Microsoft Excel
Click the View tab
Select the required view from Workbook Views group
Getting Started with Microsoft Excel 2010/ Session 9

24. Inserting a Worksheet
To insert a new worksheet, perform the following steps:
Open Microsoft Excel
Click the Insert Worksheet icon from the Worksheet tab
Worksheet Tab
Getting Started with Microsoft Excel 2010/ Session 9

25. Moving and Copying a Worksheet
To move or copy a worksheet, perform the following steps:
Open Microsoft Excel
Right-click the required worksheet
Select Move or Copy
Select the required location
Click OK
Move or Copy Dialog Box
Getting Started with Microsoft Excel 2010/ Session 9

26. Customizing the Worksheet tab [1-2]
To rename a worksheet, perform the following steps:
Open Microsoft Excel
Right-click the worksheet tab
Select Rename
Type a name for the worksheet and press Enter
To protect the worksheet, perform the following steps:
Select Protect Sheet
Type a password for the worksheet
Select the required options
Click OK
Type the same password again
Getting Started with Microsoft Excel 2010/ Session 9

27. Customizing the Worksheet tab [2-2]
To change the color of the worksheet tab, perform the following steps:
Open Microsoft Excel
Right-click the worksheet tab
Select Tab Color
Select the required color
To delete a worksheet, perform the following steps:
Right-click the sheet to delete
Select Delete
Getting Started with Microsoft Excel 2010/ Session 9

28. Column Width Dialog Box
Customizing the Worksheet [1-3]
To change the height of the row, perform the following steps:
Open Microsoft Excel
Click Format from the Cells group in the Home tab
Select Row Height
Type a value in the Row height box
Click OK
To change the width of the column, perform the following steps:
Select Column Width
Type a value in the Column width box
Row Height Dialog Box
Column Width Dialog Box
Getting Started with Microsoft Excel 2010/ Session 9

29. Insert Option in Cells Group
Customizing the Worksheet [2-3]
To insert cells in a worksheet, perform the following steps:
Open Microsoft Excel
Click Insert from the Cells group in the Home tab
Select Insert Cells
Select the required option
Click OK
Insert Option in Cells Group
Insert Dialog Box
Getting Started with Microsoft Excel 2010/ Session 9

30. Customizing the Worksheet [3-3]
To delete the cells, perform the following steps:
Open Microsoft Excel
Click Delete from the Cells group in the Home tab
Select Delete Cells
Select the required option
Click OK
Deleting Cells
Delete Dialog Box
Getting Started with Microsoft Excel 2010/ Session 9

31. Using Merge and Center [1-2]
Merge and Center option is available in Alignment group of the Home tab:
Merge & Center Options
Merge & Center
Merges the selected cells and places the text in the center
Merge Across
Merges the horizontally selected cells
Merge Cells
Merges the selected cells (horizontally, vertically, or both)
Unmerge Cells
Performs an undo action on the merged cells
Getting Started with Microsoft Excel 2010/ Session 9

32. Using Merge and Center [2-2]
To merge the cells, perform the following steps:
Select the cells to be merged
Click Merge & Center
Select the required option
To unmerge the cells, perform the following steps:
Select the cells to be unmerged
Select Unmerge Cells
Getting Started with Microsoft Excel 2010/ Session 9

33. Aligning Cell Contents
To change the alignment of the content in the cell, perform the following steps:
Open Microsoft Excel
Select the cells to align
Click the dialog box launcher icon from the Alignment group in the Home tab
Modify the required settings
Click OK
To change the alignment of cell content, perform the following steps:
Select the cells to be aligned
Click the Home tab
Select the required alignment
Format Cells Dialog Box
Aligning Cell Contents
Getting Started with Microsoft Excel 2010/ Session 9

34. Filling a Series Automatically
Filling Data Automatically
To fill data such as month of the year automatically, perform the following steps:
Open Microsoft Excel
Type the data in the cells
Select the cells
Take the mouse pointer on the right corner of the selection
Wait for the pointer to turn into +
Drag the pointer in either vertical or horizontal direction
Filling a Series Automatically
Getting Started with Microsoft Excel 2010/ Session 9

35. Using Cut, Copy, and Paste [1-2]
To use the Cut, Copy, and Paste functions, perform the following steps:
Open Microsoft Excel
Select the cells to be cut or copied
Click Cut or Copy from the Clipboard group in the Home tab
Select the space to paste the cells
Click Paste from the Clipboard group in the Home tab
Getting Started with Microsoft Excel 2010/ Session 9

36. Using Cut, Copy, and Paste [2-2]
The Paste option will only paste the content
The pasted content will be formatted according to the formatting style present in the new location
To retain the original formatting style, use Keep Source Formatting option
The Formula option will help to paste formulas or functions
The Paste Value option enables users to paste values calculated by a formula or a function
The Paste Link option enables the user to link the copied data to the destination cells
Getting Started with Microsoft Excel 2010/ Session 9

37. Format Cells Dialog Box
Formatting a Worksheet [1-2]
To format the cells, perform the following steps:
Open Microsoft Excel
Click Format from the Cells group of the Home tab
Select Format Cells
Formatting Cells
Format Cells Dialog Box
Getting Started with Microsoft Excel 2010/ Session 9

38. Formatting a Worksheet [2-2]
Tab
Description
Number
Allows the user to select a specific format for the numbers entered in selected cell
Alignment
Allows the user to change the vertical or horizontal alignment of the text
Font
Allows the user to modify the font settings
Border
Allows the user to add a border to the selected cells
Fill
Allows the user to select the background color for the cell
Can even select a pattern color and style to be applied to the cell
Protection
Allows the user to select the locking or hiding of formulas, but will come in to effect only when users protect the sheet
Select the required options from the tabs
Click OK
Getting Started with Microsoft Excel 2010/ Session 9

39. Applying Cell Styles
To apply a cell style, perform the following steps:
Open Microsoft Excel
Select the required cells to apply the cell styles
Click Cell Styles
Select the required style
Applying Cell Styles
Getting Started with Microsoft Excel 2010/ Session 9

40. Format as Table Gallery
Applying Table Formats
To apply the table format, perform the following steps:
Open Microsoft Excel
Select the required cells to apply the table styles
Click Format as Table
Select the required style
Format as Table Gallery
Getting Started with Microsoft Excel 2010/ Session 9

41. Including AutoFormat in the Quick Access Toolbar
Using AutoFormat
To add and use AutoFormat, perform the following steps:
Open Microsoft Excel
Click from the Quick Access Toolbar and select More Commands
Select All Commands from the Choose commands from drop-down list
Click AutoFormat
Click Add
Click OK
Select the required cells to apply AutoFormat
Select the AutoFormat option from Quick Access Toolbar
Including AutoFormat in the Quick Access Toolbar
Getting Started with Microsoft Excel 2010/ Session 9

42. Setting Page and Print Options [1-3]
To create a header and footer, perform the following steps:
Open Microsoft Excel
Click Header & Footer from the Insert tab
Enter the text or picture for header and footer and click anywhere in the document
Getting Started with Microsoft Excel 2010/ Session 9

43. Setting Page and Print Options [2-3]
To setup the page margin, perform the following steps:
Open Microsoft Excel
Click Margins
Select Custom Margins
Select the required margins
Click OK
Selecting Margins
Page Setup Dialog Box
Getting Started with Microsoft Excel 2010/ Session 9

44. Setting Page and Print Options [3-3]
To modify the orientation, perform the following steps:
Open Microsoft Excel
Click Orientation from the Page Setup group of the Page Layout tab
Select Portrait or Landscape orientation
Page Orientation
Getting Started with Microsoft Excel 2010/ Session 9

45. Printing a Workbook [1-3]
To print a workbook, perform the following steps:
Open Microsoft Excel
Click Print Titles
Select the required options
Click Print Preview
Click Print
Page Setup Dialog Box
Getting Started with Microsoft Excel 2010/ Session 9

46. Printing a Workbook [2-3]
To finalize the print settings for the worksheet, perform the following steps:
Click the File tab
Click Print
Print Pane
Getting Started with Microsoft Excel 2010/ Session 9

47. Printing a Workbook [3-3]
Select the required options and click Print.
Option
Description
Print
Prints the worksheet
Printer
Enables user to select the printer
Print Active Sheets
Enables user to print the active sheet
Pages
Enables user to specify the page number for printing
Collated
Enables user to collate the pages
Print Orientation
Enables user to select the page orientation
Letter
Enables user to specify the page size
Normal Margins
Enables user to specify the margins of the page to be printed
No Scaling
Enables user to select the scaling as per requirement
Getting Started with Microsoft Excel 2010/ Session 9

48. Summary
Microsoft Excel is an application for creating spreadsheet that helps users to collect, systemize, and edit the data. It also allows users to create tables, ledgers, calendars, agendas, and so forth.
Microsoft Excel 2010 has introduced the File tab in the Ribbon that displays the commonly used options for the specified category.
Tabs, such as Home, Insert, Page Layout, Formula, Data, Review, View, and Add-Ins allows users to format the document.
The Quick Access Toolbar displays the shortcuts for frequently used commands.
Users can navigate in Excel using the keyboard or a mouse.
Workbook is the name given to the file that users save in Excel. Users can open multiple worksheets in a workbook.
Users can set the numbering style, alignment of the text, font of the text, border and fill, and provide protection by formatting the worksheet.
Getting Started with Microsoft Excel 2010/ Session 9