Introduction to MS Excel

MS-EXCEL is a part of Microsoft Office suite software. It is an electronic spreadsheet with numerous rows
and columns, used for organizing data, graphically representing data(s), and performing different
calculations. It consists of 1048576 rows and 16384 columns in Excel 2007 and later versions, a row and
column together make a cell. Each cell has an address defined by column name and row number
example A1, D2, etc. This is also known as a cell reference.

What is MS Excel

Microsoft Excel is a software application designed for creating tables to input and organize data. It
provides a user-friendly way to analyze and work with data. The image below provides a visual
representation of what an Excel spreadsheet typically appears like

Excel Interface

What is a Cell
A spreadsheet takes the shape of a table, consisting of rows and columns. A cell is created at the
intersection point where rows and columns meet, forming a rectangular box. Here’s an image illustrating
what a cell looks like:

What is Cell Address or Cell Reference

The address or name of a cell or a range of cells is known as Cell reference. It helps the software to
identify the cell from where the data/value is to be used in the formula. We can reference the cell of
other worksheets and also of other programs.

 Referencing the cell of other worksheets is known as External referencing.

 Referencing the cell of other programs is known as Remote referencing.

There are three types of cell references in Excel:

1. Relative reference.

2. Absolute reference.

3. Mixed reference.
Features of MS Excel

Ribbon

Th eRibbon in MS-Excel is the topmost row of tabs that provide the user with different
facilities/functionalities. These tabs are:

Home Tab

It provides the basic facilities like changing the font, size of text, editing the cells in the spreadsheet,
autosum, etc.

Insert Tab

It provides the facilities like inserting tables, pivot tables, images, clip art, charts, links, etc.
Page layout

It provides all the facilities related to the spreadsheet-like margins, orientation, height, width,
background etc. The worksheet appearance will be the same in the hard copy as well.

Formulas

It is a package of different in-built formulas/functions which can be used by user just by selecting the cell
or range of cells for values.

Data

The Data Tab helps to perform different operations on a vast set of data like analysis through what-if
analysis tools and many other data analysis tools, removing duplicate data, transpose the row and
column, etc. It also helps to access data(s) from different sources as well, such as from Ms-Access, from
web, etc.

Review

This tab provides the facility of thesaurus, checking spellings, translating the text, and helps to protect
and share the worksheet and workbook.

View

It contains the commands to manage the view of the workbook, show/hide ruler, gridlines, etc, freezing
panes, and adding macros.

How to Create a New Spreadsheet

In Excel 3 sheets are already opened by default, now to add a new sheet :

 In the lowermost pane in Excel, you can find a button.

 Click on that button to add a new sheet.

 We can also achieve the same by Right-clicking on the sheet number before which you want to
insert the sheet.

 Click on Insert.
 Select Worksheet.

 Click OK.
How to Open an Existing Worksheet

On the lowermost pane in Excel, you can find the name of the current sheet you have opened.

On the left side of this sheet, the name of previous sheets are also available like Sheet 2, Sheet 3 will be
available at the left of sheet4, click on the number/name of the sheet you want to open and the sheet
will open in the same workbook.

For example, we are on Sheet 4, and we want to open Sheet 2 then simply just click on Sheet2 to open it.
Managing the Spreadsheets

You can easily manage the spreadsheets in Excel simply by :

 Simply navigating between the sheets.

 Right-clicking on the sheet name or number on the pane.

 Choose among the various options available like, move, copy, rename, add, delete etc.

 You can move/copy your sheet to other workbooks as well just by selecting the workbook in
the To workbook and the sheet before you want to insert the sheet in Before sheet.
How to Save the Workbook

1. Click on the Office Button or the File tab.

2. Click on Save As option.

3. Write the desired name of your file.

4. Click OK.

How to Share your Workbook

1. Click on the Review tab on the Ribbon.

2. Click on the share workbook (under Changes group).

3. If you want to protect your workbook and then make it available for another user then click on
Protect and Share Workbook option.

4. Now check the option “Allow changes by more than one user at the same time. This also allows
workbook merging” in the Share Workbook dialog box.

5. Many other options are also available in the Advanced like track, update changes.

6. Click OK.

Ms-Excel shortcuts
1. Ctrl+N: To open a new workbook.

2. Ctrl+O: To open a saved workbook.

3. Ctrl+S: To save a workbook.

4. Ctrl+C: To copy the selected cells.

5. Ctrl+V: To paste the copied cells.

6. Ctrl+X: To cut the selected cells.

7. Ctrl+W: To close the workbook.

8. Delete: To remove all the contents from the cell.

9. Ctrl+P: To print the workbook.

10. Ctrl+Z: To undo.