MS Excel and its description and its implementation

Introduction to Computer Science
Lecture 3
Introduction to MS Excel
Mr. Shahid Raza
Computer Science Department

Learning Objectives
Understand and apply the following skills:
• Explore and identify MS Excel user interface elements.
• Moving around worksheets.
• Selecting cells, rows, and columns.
• Editing & formatting worksheets.
• Inserting & deleting rows and columns.
• Deleting rows & columns.
• Changing row heights & column widths.
• Hiding and unhiding rows and columns.
• Selecting worksheets.
• Navigating between worksheets.
• Renaming worksheets.

Outlines
• Introduction
• MS PowerPoint 2010 Interface
• Moving Around Worksheets
• Selecting Cells, Rows, and Columns
• Editing & Formatting Worksheets
• Formatting Numbers
• Inserting Rows and Columns
• Deleting Rows and Columns
• Changing Row Heights
• Changing Column Widths
• Hiding and Unhiding Rows and
Columns
• Selecting Worksheets
• Navigating Between Worksheets
• Renaming Worksheets
• Inserting Worksheets
• Deleting Worksheets
• Moving Worksheets
• Copying Worksheets
• MS Excel Views
oThe Normal View
oPage Layout View
oPage Break Preview View
oCustom Views
oFull Screen View
• Freezing Panes
• Using Templates

Introduction
A spreadsheet: is a table of values arranged in rows and columns; the intersection of a
Row & Column is called a Cell.
► Each cell can have a predefined relationship to the other cells.
► If you change the value of one cell, the values in the other cells may also be changed
according to their relationships with that cell.

Introduction
• Excel is the MS-Office Application program used for creating
spreadsheets.
• You can use Excel to enter all sorts of data and perform financial,
mathematical, or statistical calculations.
• Excel operates like other MS Office programs and has many of the
same functions and shortcuts as MS Word & MS PowerPoint.
• Excel can do most (not all) of the common (i.e. useful & popular)
tasks done in MATLAB or similar software.
• MATLAB is more powerful, but it’s also SPECIALIZED and
EXPENSIVE.
• Excel is more widespread, quick, and easy.

MS Excel 2010 Interface
An Excel file or a workbook: is composed of a number of
worksheets (could be more than 200)

Sheet tabs: each tab represents a different worksheet in the workbook.

Active Worksheet

Active Worksheet
Row
headers

Active Worksheet
Row
headers
Column headers

The Active Cell: is the selected cell, and has a thicker black
border around it.
Active Worksheet
Row
headers
Column headers

The Name Box: displays the active cell address or the name of the selected cell, range, or object.
Active Worksheet
border around it.
Row
headers
Column headers

The Name Box: displays the active cell address or the name of the selected cell, range, or object.
Formula Bar: displays the data or formula stored in the
active cell.
Active Worksheet
border around it.
Row
headers
Row
headers
Column headers

Moving Around Worksheets
There are various ways to navigate through a worksheet:
►Use the mouse and the scroll bars to scroll through the worksheet in any direction.
►Use the navigational keys on the keyboard:
• Down arrow or Enter: for moving the active cell one cell down.
• Up arrow or Shift+ Enter: for moving the active cell one cell up.
• Right arrow or Tab: for moving the active cell one cell to the right.
• Left arrow or Shift+Tab: for moving the active cell one cell to the left.
• Page Down for moving the active cell down one page.
• Page Up: for moving the active cell up one page.
• Alt+Page Down: for moving the active cell right one page.
• Alt+Page Up: for moving the active cell left one page.
• Ctrl+Home: for moving the active cell to cell A1.
• Ctrl+End: for moving the active cell to the last used cell in the worksheet.
►You can also navigate to a specific cell in the worksheet by entering its address in the Name
box, and then pressing Enter.

Selecting Cells, Rows, and Columns
• To select a single cell, just click on it.

• To select a range of cells, click the first cell that you want
to include in the range, hold down the Shift key, and then
click the last cell in the range. Or, drag from the first cell
in the range to the last cell.
NOTES:
▪When a range is selected, every cell in the range is
highlighted, except for the active cell.
▪You can deselect a range by pressing any arrow key or
by clicking any cell in the worksheet.

• To select a range of cells, click the first cell that you want
to include in the range, hold down the Shift key, and then
click the last cell in the range. Or, drag from the first cell
in the range to the last cell.
NOTES:
▪When a range is selected, every cell in the range is
highlighted, except for the active cell.
▪You can deselect a range by pressing any arrow key or
by clicking any cell in the worksheet.
• To select nonadjacent cells or ranges, select the first cell
or range, hold down the Ctrl key, and then select the
other cells or ranges.

• To select a single row or column, click the header of the row or column that you want to
select.
• To select multiple adjacent rows or columns, click the header of the first row or column
that you want to select, hold down the Shift key, and then click the header of the last row
or column. Or, drag across the headers of the rows or columns that you want to select.
• To select multiple nonadjacent rows or columns, hold down the Ctrl key, and then click the
headers of the rows or columns that you want to select.
• To select all cells in a worksheet, click the Select All button in the upper-left corner of the
worksheet. Or, press Ctrl+A.

Editing & Formatting Worksheets
• The simplest way to add data to a worksheet is to select a cell and enter data.
• A cell can contain a maximum of 32,767 characters and can hold any of three basic types
of data: text, numbers, or formulas.

Editing & Formatting Worksheets
• MS Excel shares a lot of features with MS Word and PowerPoint.
• Moving and copying cells, and copying cell formats can be done using the Copy, Cut,
Paste, Format Painter buttons in the Clipboard group, on the Home tab.
• Formating cells and cells contents can be done using the Mini Toolbar or the Paragraph
group, on the Home tab.
• Aligning, indenting, wrapping, rotating, and merging can be done using the Aligmnet
group, on the Home tab.
• Style changing can be done, using the Styles group, on the Home tab.

Formatting Numbers
To format numbers, select the cell that you want to format, on the Home tab, in the
Number group, do one of the following:
• Click the Accounting Number Format button to display the number with a
dollar sign.
NOTE: You can select a different currency symbol by clicking the Accounting
Number Format arrow and selecting the desired symbol from the menu.

Formatting Numbers
Number group, do one of the following :
dollar sign.
• Click the Percent Style button to convert the number to a percentage and display
it with a percent sign.

Formatting Numbers
dollar sign.
• Click the Comma Style button to display the number with comma separators and
two decimal places.

Formatting Numbers
dollar sign.
two decimal places.
NOTE: You can access additional number formats from the Number Format
menu

Formatting Numbers
dollar sign.
two decimal places.
NOTE: You can access additional number formats from the Number Format
menu
To change the number of decimal places, select the cell that you want to format,
and then on the Home tab, in the Number group, do one of the following:
• Click the Increase Decimal button to increase the number of decimal places.
• Click the Decrease Decimal button to decrease the number of decimal places.

Inserting Rows and Columns
To insert a row:
1.Select the row above which you want to insert a new row.
2.On the Home tab, in the Cells group, click the Insert arrow, and then click Insert
Sheet Rows.
NOTE: You can also insert a row by right-clicking the header of the row above
which you want to insert the new row, and then clicking Insert on the shortcut
menu.

Inserting Rows and Columns
To insert a column:
1. Select the column to the left of which you want to insert a new column.
2. On the Home tab, in the Cells group, click the Insert arrow, and then click Insert Sheet columns.
NOTE: You can also insert a column by right-clicking the header of the column to the left of which
you want to insert the new column, and then clicking Insert on the shortcut menu.
To insert a row:
1.Select the row above which you want to insert a new row.
2.On the Home tab, in the Cells group, click the Insert arrow, and then click Insert
Sheet Rows.
NOTE: You can also insert a row by right-clicking the header of the row above
which you want to insert the new row, and then clicking Insert on the shortcut
menu.

Deleting Rows and Columns
To delete a row:
1.Select the row that you want to delete
2.On the Home tab, in the Cells group, click the Delete arrow, and then click delete
Sheet Rows.
NOTE: You can also delete a row by right-clicking the row header, and then
clicking Delete on the shortcut menu.

Deleting Rows and Columns
To delete a column:
1.Select the column that you want to delete
2. On the Home tab, in the Cells group, click the Delete arrow, and then click Delete Sheet columns.
NOTE: You can also delete a column by right-clicking the column header, and then clicking
Delete on the shortcut menu.
To delete a row:
1.Select the row that you want to delete
2.On the Home tab, in the Cells group, click the Delete arrow, and then click delete
Sheet Rows.
NOTE: You can also delete a row by right-clicking the row header, and then
clicking Delete on the shortcut menu.

Changing Column Widths
To change a column width:
1. Select the column that you want to resize.
2. On the Home tab, in the Cells group, click the Format button, and then click
Column Width.

Column Width. Or, right-click the column header, and then click Column
Width on the shortcut menu.

3. In the Column Width dialog box, type a value in the Column width box, and
then click the OK button.

3. In the Column Width dialog box, type a value in the Column width box, and
then click the OK button.
NOTE:
You can also resize a column by dragging the right edge of the column header
right to increase or left to decrease the column width.
Double-clicking the right edge of the column header changes the column width to
automatically fits its contents.

Changing Row Heights
To change a row height:
1. Select the row that you want to resize.
Row Height. Or, right-click the row header, and then click Row Height on the
shortcut menu.
3. In the Row Height dialog box, type a value in the Row height box, and then click
the OK button.
NOTE:
You can also resize a row by dragging the bottom edge of the row header down to
increase or up to decrease the row height.
Double-clicking the bottom edge of the row header changes the row height to
automatically fits its contents.

Hiding Rows and Columns
To hide a row or column:
1. Select the row or column that you want to hide.

2. On the Home tab, in the Cells group, click the
Format button, point to Hide & Unhide, and then
click Hide Rows or Hide Columns.

click Hide Rows or Hide Columns.
NOTE: You can also hide a row or column by right-clicking
the row or column header, and then clicking Hide on the
shortcut menu.

Unhiding Rows and Columns
1. Select the rows above and below the hidden row, or
select the columns to the left and right of the
hidden column.

hidden column.
click Unhide Rows or Unhide Columns.

hidden column.
click Unhide Rows or Unhide Columns.
NOTE: You can also unhide a row or column by selecting the
rows or columns that surround the hidden row or column,
right-clicking the selection, and then clicking Unhide on the
shortcut menu.

Selecting Worksheets
• To select a worksheet, click the tab of the worksheet that you
want to select.

want to select.
• To select multiple adjacent worksheets, click the tab of the first
worksheet that you want to select, hold down the Shift key, and
then click the tab of the last worksheet that you want to select.

want to select.
NOTE: to cancel the selection of multiple worksheets, click the
tab of any unselected worksheet, or right-click the tab of any
selected worksheet, and then click Ungroup Sheets on the
shortcut menu.

want to select.
shortcut menu.
• To select multiple nonadjacent worksheets, click the tab of the
first worksheet that you want to select, hold down the Ctrl key,
and then click the tabs of additional worksheets that you want
to select.

want to select.
shortcut menu.
• To select multiple nonadjacent worksheets, click the tab of the
first worksheet that you want to select, hold down the Ctrl key,
and then click the tabs of additional worksheets that you want
to select.
• To select all worksheets in a workbook, right-click a worksheet
tab, and then click Select All Sheets on the shortcut menu.

Navigating Between Worksheets
If a workbook contains many worksheets, all the worksheet tabs may not be visible.

You can use the tab scrolling buttons located at the bottom of the workbook window to
display hidden tabs.

First Tab: displays the
first worksheet tab in
the workbook.

the workbook.
Previous Tab: Displays the
previous worksheet tab to
the left.

the workbook.
the left.
Next Tab: displays
the next worksheet
tab to the right.

the workbook.
the left.
Next Tab: displays
the next worksheet
tab to the right.
Last Tab: Displays the
last worksheet tab in the
workbook.

the workbook.
the left.
Next Tab: displays
the next worksheet
tab to the right.
Last Tab: Displays the
last worksheet tab in the
workbook.
NOTE: When you right-click any of the tab scrolling buttons, Excel displays a list of
all the worksheets in the workbook. You can quickly activate a sheet by selecting it
from the list.

Renaming Worksheets
To rename a worksheet:
• Double-click the tab of the worksheet that you want to rename. Or, right-click the
worksheet tab, and then click Rename on the shortcut menu

Renaming Worksheets
worksheet tab, and then click Rename on the shortcut menu. The worksheet name
is selected on the tab.

Renaming Worksheets
• Type a new name, and then press the Enter key, the worksheet tab size adjusts to
fit the name.

Renaming Worksheets
• Type a new name, and then press the Enter key, the worksheet tab size adjusts to
fit the name.
NOTE: Worksheet names can have up to 31 characters and can include letters,
numbers, symbols, and spaces. Each worksheet name in a workbook must be
unique.

Inserting Worksheets
To insert a worksheet:
• Click the tab of the worksheet to the left of which you
want to insert a new worksheet.

• On the Home tab, in the Cells group, click the Insert
arrow, and then click Insert Sheet.

• On the Home tab, in the Cells group, click the Insert
arrow, and then click Insert Sheet.
NOTE: You can also insert a worksheet by clicking the Insert Worksheet button
located on the right side of the last worksheet tab, this inserts a new worksheet after the
last
worksheet in the workbook.

Deleting Worksheets
To delete a worksheet:
• Click the tab of the worksheet that you want to delete.

Deleting Worksheets
• On the Home tab, in the Cells group, click the Delete
arrow, and then click Delete Sheet

Deleting Worksheets
• If the worksheet contains data, a dialog box opens asking
you to confirm. Click the Delete button .

Deleting Worksheets
• If the worksheet contains data, a dialog box opens asking
you to confirm. Click the Delete button .
NOTE: You can also delete a worksheet by right-clicking on it, then clicking on Delete
from the shortcut menu.

Moving Worksheets
You can move a worksheet to another location in the same workbook, or even to another
location in another workbook.

Moving Worksheets
To move a worksheet:
• Right-click the tab of the worksheet that you want to move, and then click Move or
Copy on the shortcut menu. The Move or Copy dialog box opens

Moving Worksheets
• In the To Book list menu select the name of the
destination workbook.
• In the Before sheet box, click the name of the worksheet
to the left of which you want the selected worksheet to
be moved.
• Click the OK button.

Moving Worksheets
be moved.
NOTE: You can also move a worksheet by dragging its tab
to the desired location. As you drag, the mouse pointer
changes to a small sheet and a small black arrow indicates
where the worksheet will be moved when you release the
mouse button.

Copying Worksheets
You can copy a worksheet to another location in a workbook, or even to another location in
another workbook.
To copy a worksheet:
be moved.
• Select the Create a copy check box.
NOTE: You can also copy a worksheet by holding down the Ctrl key and dragging its tab to
the desired location. As you drag, the mouse pointer changes to a small sheet with a plus sign
on it and a small black arrow indicates where the worksheet will be copied when you release
the mouse button

MS Excel Views -The Normal View
This is the default view. If you switch to another view and return to it, Excel displays page
breaks.

MS Excel Views - Page Layout View
Displays the worksheet as it will appear when printed. Use this view to see where pages
begin and end, and to add headers and footers.

MS Excel Views - Page Break Preview View
Displays a preview of where pages will break when the worksheet is printed. Use this view
to easily adjust page breaks.

MS Excel Views - Custom Views
Allows you to save a set of display and print settings as a custom view, and then apply it.

To add a new custom view:
• On the View tab, in the Workbook Views group, click on
Custom Views.
• The Custom Views dialog box appears, click on the buttom
Add.

Custom Views.
Add.
• The Add View dialog box appears, type a name for the
custom view, and then click OK

Custom Views.
Add.
• The Add View dialog box appears, type a name for the
custom view, and then click OK
To apply an existing custom view, custom view:
Custom Views.
• The Custom Views dialog box appears, select the view
that you would to apply, then click on the buttom Show.

Displays the worksheet in full screen mode which hides the Ribbon, Formula bar, and Status
bar. You can exit the Full Screen view by pressing the Esc key.
MS Excel Views – Full Screen View

Freezing and Unfreezing Panes
▪Freezing panes is a useful technique for keeping an area of
a worksheet visible while you scroll to another area of the
worksheet.

worksheet.
▪To freeze panes:
• Select the cell below the row and to the right of the
column that you want to freeze.

worksheet.
▪To freeze panes:
• On the View tab, in the Window group, click the Freeze
Panes button, and then click Freeze Panes.

worksheet.
▪To freeze panes:
Scroll

worksheet.
▪To freeze panes:
Scroll
▪ NOTE: If any rows or columns in a worksheet are frozen, the Freeze Panes option
changes to Unfreeze Panes. You can unfreeze panes by clicking the Freeze Panes
button, and then clicking Unfreeze Panes.

Using Templates
▪Excel 2010 includes a variety of built-in templates that
you can use to create workbooks such as budgets,
invoices, and calendars.
▪To use a template:
• Click the File tab, and then click New. The New page
of the Backstage view displays thumbnails of the
available templates and template categories.
• Do one of the following:
oTo use a built-in template, in the Available
Templates section, click Sample templates, select
the desired template, and then click the Create
button.
oTo use an online template, in the Office.com Templates section, select a template
category, select the desired template, and then click the Download button.
▪NOTE: You can also search Office.com for templates by using the Search box in the
Office.com Templates section.

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