IT Literacy

Microsoft Excel
 Microsoft Excel
●​ MS-Excel 2000 is a Windows based application package. It is quite useful
in entering, editing, analyzing and storing data. Arithmetic operations with
numerical data such as addition, subtraction, multiplication and division
can also be done with Excel.
●​ You can sort the numbers/characters according to some given criteria (like
ascending, descending etc.)and solve simple financial, mathematical and
statistical formulas.

Overview of ms-excel
What is Excel Used For ?
●​ Excel is typically used to organize data and perform financial analysis. It
is used across all business functions and at companies from small to
large.
●​ The main uses of Excel include:
◊​ Data entry
◊​ Data management
◊​ Accounting
◊​ Financial analysis
◊​ Charting and graphing
◊​ Programming
◊​ Time management
◊​ Task management
◊​ Financial modeling
◊​ Customer relationship management (CRM)
◊​ Almost anything that needs to be organized.
 Ms –excel interface

MS-excel Home Button

In the upper left corner of the Excel 2007 windows is the Microsoft office
button. When you click . The button ,a menu appears. You can use the menu
to create a new file, open an existing file, Save a file, and perform many
other tasks.
Quick Access Toolbar

●​ The Quick Access Toolbar (QAT) is a small, customizable toolbar at the

top of the Office application window that contains a set of frequently
used commands. These commands can be accessed from almost any part
of the application, independent of the ribbon tab that is currently opened.
●​ The Quick Access Toolbar has a drop-down menu containing a predefined
set of the default commands, which may be displayed or hidden.
Additionally, it includes an option to add your own commands.
●​ There is no limit to a maximum number of commands on the QAT,
although not all the commands may be visible depending on the size of
your screen
Microsoft Excel ribbon

Microsoft Excel ribbon is the row of tabs and icons at the top of the Excel
window that allows you to quickly find, understand and use commands for
completing a certain task The ribbon in Excel is made up of four basic
 components: tabs, groups, dialog launchers, and command buttons.
Worksheets:
Each worksheet in MS-Excel contains columns and rows . The columns are
lettered A to Z and contain AA, AB, AC, AD and so on. There are 65,536 rows
and 256 columns in a worksheet in general . The combination of a column
coordinate and a row coordinate make up a cell address.
The Formula Bar

Excel formula bar is a special toolbar at the top of the Excel worksheet
window, labeled with function symbol (fx). You can use it to enter a new
formula or copy an existing one. The formula bar gets activated as soon as
you type an equal sign in any cell or click anywhere within the bar.
The Status Bar
●​ The status bar is a name for the lower edge of the worksheet window,
which displays various information about an Excel worksheet.
●​ The status bar can be configured to display things like sum, count, and
average of the currently selected [Link] click the status bar to control
what kind of information is displayed.
 Elements in Excel

Microsoft Excel Terminology

●​ Workbook — The workbook refers to an Excel spreadsheet file. The
workbook houses all of the data that you have entered and allows you to
sort or calculate the results. A workbook that is available to be viewed
and edited by multiple users on a network is known as a Shared
Workbook.
●​ Worksheet — Within the workbook is where you'll find documents called
worksheets. Also known as spreadsheets, you can have multiple
worksheets nestled in a workbook. Tabs at the bottom of the screen will
indicate which of your worksheets you are currently working on. This is
also known as an active worksheet or active sheet.
●​ Cell — A cell is a rectangle or block housed in a worksheet. Any data that
you want to enter into your worksheet must be placed in a cell. Cells can
be color coded, display text, numbers and the results of calculations,
based on what you want to accomplish. An Active Cell is one that is
currently opened for editing.
●​ Columns and Rows — Columns and Rows refer to how your cells are
aligned. Columns are aligned vertically while rows are aligned
horizontally.
●​ Column and Row headings — These headings are the lettered and
numbered gray areas found just outside of columns and rows. Clicking on
a heading will select the entire row or column. You can also alter the row
height or column width using the headings.
●​ Workspace — Much like worksheets in a workbook, a workspace allows
you to open numerous files simultaneously.
●​ Ribbon — Above the workbook is a section of command tabs called the
Ribbon. A multitude of options are found behind each tab of the ribbon
●​ Cell Reference — A cell reference is a set of coordinates that identifies a
specific cell. It's a combination of letters and numbers. A5, for example,
would point to the cell located where column A and row 5 intersect.
●​ Cell Range — A Cell range is a collection of cells that have been identified
as a group based on a variety of criteria. By using a colon (:) between cell
references, Excel can determine the range, also known as an array. A
range in a row, for example, could look like A1:C1, telling the formula to
look at the cells in a row between A1 and C1, while B4:D9 would tell the
formula to look at all cells in a box bounded by columns B and D and rows
4 and 9. A 3-D reference refers to a range that encompasses more than
one worksheet in the same workbook.
●​ Merged Cell — When two or more cells are combined, it's become what is
known as a merged cell.
●​ Template — A template is a formatted workbook or worksheet designed
to help users fulfill a specific need in Excel. Examples of this include stock
analysis, process map, and calendar.
●​ Operator — Operators are symbols or signs that indicate which
calculation must be made in an expression. Operators do not necessarily
refer to simple mathematical types; comparison, text concatenation or
reference operators also exist.
●​ Formula — A sequence inside a cell that is used to produce a value. It
must begin with an equal (=) sign. This could be a mathematical equation,
cell references, functions or operator. A formula is also known as an
expression.
●​ Formula Bar — Nestled between the ribbon and workbook, the Formula
Bar will display the contents of an active cell. In the case of formulas, the
formula bar will display all components of the formula.
●​ Function — Functions are formulas that are pre-built into Excel. They are
designed to help simplify potentially complex formulas in a worksheet.
●​ Error Code — Error Codes appear if Excel finds a problem with a
provided formula.
●​ Cell Formatting — This is the act of changing the in which cell data is
displayed in the spreadsheet. When you format cells, only the visual
appearance of the cells is changed; the value within the cells remains
constant.
●​ Conditional Formatting — Formatting is applied only when the cell
meets determined criteria such as duplicate values or values above or
below a threshold.
●​ Filter — Filters are rules that you can employ to decide which rows in a
worksheet to display. These filters can use data such as conditions or
values.
●​ Freeze Panes — Freezing Panes allows you to select specific columns
and/or rows to remain visible on the worksheet, even if you are scrolling,
such as header cells that label a column.
●​ AutoFill — This enables you to effortlessly copy data to more than one
cell.
●​ AutoSum — This feature will add up the numbers you have entered in
your sheet and displays the total in a cell of your choosing.
●​ AutoFormat — This is an automated format application to cells that
match pre-determined criteria. This could be as simple as font alignment
and size.
●​ Data Validation — This feature helps to prevent incorrect data from
being entered into your worksheet. This is most commonly used to create
drop-down lists for common terms. Data validation promotes consistency
and accuracy in the data to be entered.
●​ Pivot Table — This is a data summarization tool most commonly used to
sort, average to sum up data automatically. The information is pulled
from one table while the results are displayed in another. Pivot Tables
makes it easy to retrieve specific information from a large source of data.
●​ Pivot Chart — This type of chart provides a visual aid for pivot tables. By
providing graphical representations of the pivot table data, the user can
provide a level of interactivity with the data.
●​ Pivot Area — The pivot area is a point on the worksheet where you would
drag a Pivot Table field in order to reorganize how a report is displayed.
●​ Source Data — This is the information used to create your pivot table. It
can either exist within the worksheet or from an external database.
●​ Values Area — In a pivot table, Value areas are identified as the cells
that contain the summary information.
●​ Item — These are sub-categories of fields in your pivot table. If you have
a field that is marked State, the items could be Alabama, Alaska and so
on.
Excel Shortcut Keys
Excel Shortcut Keys Usage
F2 Edit the selected cell
F5 Go to a specific cell

F7 Spell check selected text and/or document

F11 Create chart
Ctrl + Shift + ; Enter the current time
Ctrl + ; Enter the current date
Alt + Shift + F1 Insert new worksheet
Shift + F3 Open the Excel formula window
Shift + F5 Bring up search box
Ctrl + A Select all contents of worksheet
Ctrl + B Bold highlighted selection
Ctrl + I Italicize highlighted selection
Ctrl + C Copy selected text
Ctrl + V Paste
Ctrl + D Fill
Ctrl + K Insert link
Ctrl + F Open find and replace options
Ctrl + G Open go-to options
Ctrl + H Open find and replace options
Ctrl + U Underline highlighted selection
Ctrl + Y Underline selected text
Ctrl + 5 Strikethrough highlighted selection
Ctrl + O Open option
Ctrl + N Open new document
Ctrl + P Open print dialog box
Ctrl + S Save
Ctrl + Z Undo last action
Ctrl + F9 Minimize current window
Ctrl + F10 Maximize currently selected window

Ctrl + F6 Switch between open workbooks/windows

Ctrl + Page Down Move between Excel worksheets in the same document

Ctrl + Page Up Move between Excel worksheets in the same document

Ctrl + Tab Move between two or more open Excel files

Alt + = Create formula to sum all of above cells

Ctrl + Shift + ! Format number in comma format

Ctrl + Shift + $ Format number in currency format

Ctrl + Shift + # Format number in date format

Ctrl + Shift + % Format number in percentage format

Ctrl + Shift + ^ Format number in scientific format

Ctrl + Shift + @ Format number in time format

Ctrl + g Move to next section of text

Ctrl + Space Select entire column

Shift + Space Select entire row

Ctrl + W Close document

Ctrl + Shift + L For applying filter