MS EXCEL TEACHING NOTES
Topic: Introduction to Microsoft Excel
Pages: Approx. 5 pages when spaced properly in Word
1. What is Microsoft Excel?
Microsoft Excel is a spreadsheet program developed by Microsoft. It allows users to store,
organize, and analyze data e ciently using rows, columns, formulas, and charts.
Uses of Excel:
• Data entry and storage
• Budgeting and nance tracking
• Business reports
• Charts and data visualizations
• Performing calculations
2. Understanding the Excel Interface
Key Parts of the Excel Window:
• Workbook – A le containing multiple sheets (tabs at the bottom)
• Worksheet – A single spreadsheet within a workbook
• Cells – Boxes where you input data (identi ed by column and row, e.g. A1)
• Rows – Horizontal (numbered 1, 2, 3…)
• Columns – Vertical (labeled A, B, C…)
• Formula Bar – Where formulas and values are displayed
• Ribbon – The toolbar with tabs like Home, Insert, Formulas, etc.
3. Entering and Formatting Data
Entering Data:
• Click on any cell and start typing.
• Press Enter to move down or Tab to move right.
Formatting Options (found in the Home tab):
• Bold / Italic / Underline
• Font style and size
• Font color and ll color
• Align text (left, center, right)
• Number formats (e.g. currency, percentage)
• Wrap Text – Makes long content appear on multiple lines
• Merge & Center – Combine cells and center the content
4. Formulas and Functions
What is a Formula?
• A formula starts with = and performs a calculation.
• Example: =A1 + B1 adds the contents of A1 and B1.
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Common Functions:
Function
Function Purpose Example
=SUM(A1:A5) Adds numbers in cells A1 to Total of numbers
A5
=Average (B1:B5) Calculate average of values Mean of a list of numbers
=IF(C1>50,"Pass","Fail") Logic test Displays “Pass” if C1 is over
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=VLOOKUP("Item",A2:B10,2,F Search Table Finds a value from a range
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5. Charts and Printing
Creating Charts:
• Select your data
• Go to Insert > Charts
• Choose from: Column, Bar, Line, Pie, etc.
Customizing Charts:
• Add chart title
• Change colors
• Label data
Printing in Excel:
• File > Print
• Set Print Area (only prints selected cells)
• Adjust margins, orientation (Portrait or Landscape)
• Use Page Layout tab to control size and view
6. Useful Keyboard Shortcuts
Shortcut Action
Ctrl + C Copy
Ctrl + V Paste
Ctrl + Z Undo
Ctrl + P Print
Ctrl + Shift + L Add/remove lters
Ctrl + Arrow Keys Move to edge of data
Ctrl + Shift + “+” Insert new cell
Ctrl + “-” Delete selected cell or row
7. Tips for Teaching Beginners
• Start with the basics: rows, columns, and cells
• Use real-life examples (budgets, grocery lists, etc.)
• Show how formulas work with simple exercises
• Use practice worksheets
• Let them create their own tables and apply formatting
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7. Tips for Teaching Beginners
• Start with the basics: rows, columns, and cells
• Use real-life examples (budgets, grocery lists, etc.)
• Show how formulas work with simple exercises
• Use practice worksheets
