Introduction to
Microsoft Excel
M S U - M C E S T | I N F O R M AT I O N A N D C O M M U N I C AT I O N T E C H N O L O G Y
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TOPICS
2.1 Overview of Excel ……………………………………………………..
2.2 Ribbon …………………………………………………………………
2.3 Working with Cells ……………………………………………………
2.4 To Insert Rows and Columns………………….......................................
2.5 Text to Column…………………………………………………………
2.5.1 Delimited ………………………………………………………
2.6 Editing-Fil…………………....................................................................
2.7 Sorting…………………..........................................................................
2.8 Cell Referencing…………………..........................................................
2.9 Functions & Formulas …………………………………………………
2.9.1 Counting Functions ………………………………………………
2.9.2 Text Functions ……………………………………………………
2.9.3 Average Functions ………………………………………………..
2.9.4 Sum Functions …………………………………………………...
[Link] Adding Charts ……………………………………………
2.9.5 Vlook-Up Functions ……………………………………………..
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Objectives
• Participants should be able to identify and navigate the
Ribbon, Commands, and Tabs within the Excel
interface.
• Participants should be able to use basic Excel functions
to perform common data analysis tasks.
• Participants should be able to create and customize
charts and graphs to effectively visualize data insights in
Excel.
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MICROSOFT EXCEL
• Microsoft excel consists of workbooks. Within
each workbook, there is an infinite number of
worksheets.
• Each worksheet contains Columns and Rows.
• Where a column and a row intersect is called
a Cell. For e.g. cell D5 located where column
D and row 5 meet.
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RIBBONS
The ribbon is a command bar that organizes a
program's features into a series of tabs at the top of
the screen.
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Ribbons Have three parts
Tabs
Groups Commands
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Buttons
Direction: Home -> Font Group
Font Style:
• Bold (Ctrl+B)
• Italic (Ctrl+I)
• Underline (Ctrl+U)
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Buttons
Direction: Home -> Font Group
Font Format:
• Font Type
• Font Size
• Increase/Decrease Font Size
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Buttons
Direction: Home -> Font Group
Borders
• Bottom Border, Top Border, Left Border, Right
Border, or All Borders.
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Buttons
Direction: Home -> Font Group
Fill Color
Changes the background color of the selected
cell(s).
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Buttons
Direction: Home -> Font Group
Font Color
Changes the color of the text inside the selected
cell(s).
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Buttons
Direction: Home -> Alignment Group
Alignment button
Adjusts both horizontal and vertical alignment of
text in the cell(s)
• Vertical Alignment
• Horizontal Alignment
• Increase/Decrease Indent
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Buttons
Direction: Home -> Alignment Group
Wrap Text
Ensures that text that is too long to fit in a cell
wraps onto the next line within the same cell,
allowing you to see all the text without
expanding the cell size.
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Buttons
Direction: Home -> Alignment Group
Merge and Center
Merges selected cells into one larger cell and
centers the content inside that merged cell.
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Buttons
Direction: Page layout -> Page Setup Group
Margins
Margins control the amount of white space
around the edges of the printed page.
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Buttons
Direction: Page layout -> Page Setup Group
Orientation
Orientation changes the direction in which your
spreadsheet will be printed, either portrait or
landscape.
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Buttons
Direction: Page layout -> Page Setup Group
Size
The Size option allows you to change the paper
size for printing.
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Buttons
Direction: Page layout -> Page Setup Group
Print Area
The Print Area allows you to define a specific
range of cells to print, instead of printing the
entire worksheet.
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WORKING WITH CELLS
• To COPY and PASTE Content
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WORKING WITH CELLS
• To CUT and PASTE Content
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TO INSERT ROWS AND COLUMNS
Note: 1. The new rows always appear above the selected row.
2. The new column always appear to the left of the selected column.
• To Insert Rows (Ctrl + Shift + +)
• To Insert Columns (Ctrl + Shift + +)
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TEXT TO COLUMN
Delimited is a specific option that lets you define
the character(s) that separate the data.
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EDITING – FIL
Copies the content of the selected cell(s).
Note: In the lower right-hand corner of the active cell is excels
“Fill Handle”. When you hold your mouse over the top of it, your
cursor will turn to as “Crosshair”
• One cell selected
• Two cells selected
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SORTING
Types of Sorting:
Ascending: Arranges data from smallest to
largest (e.g., A-Z for text, 1-10 for numbers).
Descending: Arranges data from largest to
smallest (e.g., Z-A for text, 10-1 for numbers).
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CELL REFERENCING
Note: in Excel, all functions and formulas must begin with an equal sign
(=). This tells Excel that the content of the cell is a formula or function, and
Excel will calculate or process it accordingly.
Types of Cell Referencing:
• Relative Cell Reference
- adjusts automatically when a formula is copied to
another cell.
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CELL REFERENCING
Note: in Excel, all functions and formulas must begin with an equal sign
(=). This tells Excel that the content of the cell is a formula or function, and
Excel will calculate or process it accordingly.
Types of Cell Referencing:
• Absolute Cell Reference:
- remains constant, even when the formula is
copied to other cells. It is denoted by a dollar sign ($)
(shortcut key: F4). Use it when you want to lock a
reference to a specific cell.
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Types of Cell Referencing:
• Mixed Cell Reference
- refers to a cell reference that combines both
relative and absolute references. In a mixed reference,
either the row or the column is fixed (absolute), while the
other is allowed to change (relative) when you copy the
formula to another cell.
Types of Mixed References:
$A1: The column A is fixed (absolute), but the row can change (relative).
A$1: The row 1 is fixed (absolute), but the column can change (relative).
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FUNTIONS
Counting Functions
Types of Counting Functions:
• COUNT: Count only the cells that contain numeric values.
Syntax: =COUNT (VALUE1, VALUE2, …)
Example: =COUNT (A2:A11)
• COUNTA: Counts non-empty cells (includes numbers, text, or
any other data).
Syntax: =COUNT (VALUE1, VALUE2, …)
Example: =COUNT (B2:B11)
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FUNTIONS
Counting Functions:
Types of Counting Functions:
• COUNTBLANK: Counts empty or blank cells.
Syntax: =COUNT (VALUE1, VALUE2, …)
Example: =COUNT (C2:C11)
• COUNTIF: Counts cells that meet a specific condition
or criteria.
Syntax: =COUNT (RANGE, CRITERIA)
Example: =COUNTIF (D2:D11, 3)
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TEXT FUNCTION
Common types of Text Functions
1. UPPER – To convert text from small to Capital (a->A).
Syntax: = UPPER (TEXT)
2. LOWER – To convert text from Capital to small (A->a).
Syntax: = LOWER (TEXT)
3. PROPER – To Capitalizes the first letter of each word in
a text string.
Syntax: = PROPER (TEXT)
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TEXT FUNCTION
Common types of Text Functions
4. CONCATENATE - Combines multiple strings or cell
values into one single string.
Syntax: =CONCATENATE (text1, text2, ...)
Example: =CONCATENATE ("Hello, ", "world!") returns "Hello,
world!".
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TEXT FUNCTION
Common types of Text Functions
5. TRIM - Removes extra spaces from a text string, leaving
only single spaces between words.
Syntax: =TRIM (text)
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TEXT FUNCTION
Common types of Text Functions
6. LEFT- Returns a specified number of characters from the
beginning (left side) of a text string.
Syntax: =LEFT (text, num_chars)
Example: =LEFT ("Excel", 2) returns "Ex".
7. RIGHT- Returns a specified number of characters from
the end (right side) of a text string.
Syntax: =RIGHT (text, num_chars)
Example: =RIGHT ("Excel", 2) returns "el".
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FORMULAS
• Multiplication: = A1*B1
• Division: A1/B1
• Addition: A1+B1
• Subtraction: A1-B1
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SUM FUNCTION
Syntax:
= SUM (number1, [number2], ...)
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AVERAGE FUNCTION
Syntax:
= AVERAGE (number1, [number2], ...)
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VLOOKUP FUNCTION
is a powerful function in Excel used to search for a value in
the first column of a table and return a value in the same
row from a specified column. It's particularly useful for
finding information in large datasets.
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VLOOK FUNCTION
Syntax:
=VLOOKUP (lookup_value, table_array, col_index_num, [range_lookup])
FOUR ARGUMENTS:
• lookup_value: This is the value you want to search in another table,
it can be a specific value (like a number or text) or a cell reference.
• table_array: This is the range of that table in which you want the
value to be searched.
• col_index_num: This is the column number which contains the
value you want to be returned if the required value found.
• [range_lookup] (optional):This is the final & optional parameter,
which indicates that if it is TRUE (range of values) else if FALSE VLOOKUP
will look for (exact value)
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ADDING CHARTS
COMMON TYPES OF CHARTS
• Column Chart- To compare values across different
categories or show changes over time.
• Line Charts- To show trends and changes over time.
• Pie Charts- To show the proportion of individual
categories as parts of a whole.
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