1. Excel Lesson 1 Microsoft Excel Basics
Pasewark & Pasewark

2. Objectives Define the terms spreadsheet and worksheet.
Identify the parts of a worksheet.
Start Excel, open an existing workbook, and save a workbook.
Move the active cell in a worksheet.
Select cells and enter data in a worksheet.
Edit and replace data in cells.
Zoom, preview, and print a worksheet.
Close a workbook and exit Excel. 2 2

3. Vocabulary range range reference row sheet tab spreadsheet workbook
Name Box
nonadjacent range
portrait orientation
range
range reference
row
sheet tab
spreadsheet
workbook
worksheet
active cell
adjacent range
cell
cell reference
column
Formula Bar
landscape orientation
Microsoft Excel 2010 (Excel) 3 3

4. Introduction to Spreadsheets
Microsoft Excel 2010 is the spreadsheet program in Microsoft Office 2010.
A spreadsheet is a grid of rows and columns in which you enter text, numbers, and the results of calculations. 4 4

5. Introduction to Spreadsheets
Primary Purpose of a Spreadsheet
To solve problems that involve numbers
Primary Advantage of a Computer Spreadsheet
Quick
Easy to change
Updates immediately
Examples of when a Spreadsheet could be used
Calculating grades for students, preparing a budget, determining payments on loans, inventory, and cost 5 5

6. Starting Excel – From the Start menu, click all program, click Microsoft Office, and then click Microsoft Excel 2010
The Excel program window has the same basic parts as all Office Programs
Quick Access Toolbar
Ribbon
Status Bar
Zoom Control
Scroll Bar
Tittle Bar
Help Button
Sizing Button
Work Area 6 6

7. Starting Excel (continued)
The new parts in Excel program window are:
Name Box
Active Cell
Formula Bar
Row Numbers
Sheet Tabs
Column Letters

8. Exploring the Parts of the Workbook
In Excel, a computerized spreadsheet is called a worksheet.
The file used to store worksheets is called a workbook.
The name of each worksheet appears in the sheet tab at the bottom of the worksheet window.
Columns appear vertically and are identified by letters at the top of the worksheet.
Rows appear horizontally and are identified by numbers on the left side of the worksheet.
A cell is the intersection of a row and a column.
cell reference is the cell name which is the column letter and row number. For example: D5 8 8

9. Exploring the Parts of the Workbook (continued)
The cell in the worksheet in which you can type data is called the active cell. The active cell is marked by a dark border.
The Name Box, or cell reference area, displays the cell reference of the active cell.
The Formula Bar displays a formula when a worksheet cell contains a calculated value.
A formula is an equation that calculates a new value from values currently in a worksheet. 9 9

10. Opening an Existing Workbook
Opening a workbook means loading an existing workbook file from a drive into the program window.
To open an existing workbook, you click the File tab on the Ribbon to display Backstage view, and then click Open in the navigation bar. The Open dialog box appears.
Saving a Workbook
The Save command saves an existing workbook, using its current name and save location.
The Save As command lets you save a workbook with a new name or to a new location. 10 10

11. Moving the Active Cell in a Worksheet
Keys for moving the active cell in a worksheet
Go To Command
The fastest way to move to a different cell is by using the Go To Key – F5. Type the cell reference in the Reference box, and then click OK.

12. Selecting a Group of Cells
Range is a group of selected cells
The range is identified by its range reference, for example, A3:C5, which is the cell in its upper-left corner and the cell in it lower-right corner in the range.
In an adjacent range, all cells touch each other and form a rectangle.
A nonadjacent range includes two or more adjacent ranges and selected cells. Ex: A3:C5;E3:G5

13. Selecting a Group of Cells (continued)
To select a nonadjacent range, select the first adjacent range or cell, press the Ctrl key as you select the other cells or ranges you want to include, and then release the Ctrl key and the mouse button.

14. Entering Data in a Cell
Worksheet cells can contain text, numbers, formulas, or functions.
Make sure you are in the specified cell for entering data. Either
Type the data and press the Enter Key – moves you to the next cell below
Type the data and then press the Tab key – moves you to the cell to the right
Type the data and then click the check mark in the formula bar – leaves you within the active cell
If you enter numbers and get ####, then you need to widen your column to see the numbers.
If you enter other data in your spreadsheet in one column and the next column is empty, it will spread up into that column until data is placed in that column. Then the data will be hidden until the column can be widened.

15. Changing Data in a Cell --You can edit, replace, or clear data
You can edit cell data in the Formula Bar or directly within in the cell. The contents of the active cell always appear in the Formula Bar.
To edit or replace cell data in the formula bar, click the area to change or use backspace or delete to change.
To edit or replace cell data directly in the cell you can click and use backspace or delete but you can also change to Edit Mode by pressing F2.
Clearing a cell removes all the data in the cell. You can use backspace or delete but you can also highlight the area to be cleared and then right-click and choose Clear Contents. 15 15

16. Find and Replace in Excel
The Find command locates data in a worksheet, which is particularly helpful when a worksheet contains a large amount of data. You can use the Find command to locate words or parts of words.
The Replace command is an extension of the Find command. Replacing data substitutes new data for the data that the Find command locates.
The Find and Replace option is found in the Editing Group on the Home Tab 16 16

17. Zooming a Worksheet
You can change the magnification of a worksheet using the Zoom controls on the status bar or on the Ribbon (View Tab)
The default magnification for a workbook is 100%.
For a closer view of a worksheet, click the Zoom In button or drag the Zoom slider to the right to increase the zoom percentage. For a wider view of a worksheet, click the Zoom Out button or drag the Zoom slider to the left to decrease the zoom percentage. 17 17

18. Zooming a Worksheet
Zoom dialog box and controls

19. Previewing and Printing a Worksheet
You can print a worksheet by clicking the File tab on the Ribbon, and then clicking Print in the navigation bar to display the Print tab.
The Print tab enables you to choose print settings.
The Print tab also allows you to preview your pages before printing. 19 19

20. Closing a Workbook and Exiting Excel
You can close a workbook by clicking the File tab on the Ribbon, and then clicking Close in the navigation bar. Excel remains open.
To exit the workbook, click the Exit command in the navigation bar. 20 20

21. Printing for School
For classroom purposes, you will print with the following options:
When you choose Print, you will then click Page Setup at the bottom
Change the page orientation to Landscape – page is wider than it is tall
Under Header/Footer tab - Include a customer footer with your name, date, and filename saved
Under Sheet Tab – Include gridlines, column and row headings

22. Closing a Workbook and Exiting Excel
You can close a workbook by clicking the File tab on the Ribbon, and then clicking Close in the navigation bar.
If you choose close, excel remains open and ready for you to open or create another workbook.
To exit the workbook, click the Exit command in the navigation bar.