SPREADSHEET

FEATURES OF MICROSOFT EXCEL

FILE TAB:

• Provides access to file-related functions such as opening, saving, printing, and

sharing documents.

• Functions: New, Open, Save, Save As, Print, Share, Export, and Options.
QUICK ACCESS TOOLBAR:

• A customizable toolbar that provides quick access to frequently used

commands.

• Default Commands: Save, Undo, Redo.

RIBBON:

• A set of toolbars at the top of the window, organized into tabs such as Home,
Insert, Page Layout, Formulas, Data, Review, and View.

• Components: Tabs, groups, and commands.

HELP:

• Provides assistance and documentation for using Excel features.

• Press F1 or click the Help button in the Ribbon.

WORKSHEET AREA:

• The main working area where data is entered and manipulated, consisting of a
grid of cells.

• Components: Rows, columns, and cells.

STATUS BAR:

• Displays information about the current state of the worksheet, such as the
selected cell's data, zoom level, and view mode.

Name Box:

• Displays the reference of the active cell or selected range of cells. o Location: To
the left of the formula bar.
FORMULA BAR:

• Displays the contents of the active cell and allows users to enter or edit data
and formulas.

• Cell:
The basic unit of a worksheet where data is entered. Identified by the intersection
of a row and a column (e.g., A1). o Cell is formed when row and column intercept
o Example: Cell A1, Cell B2.
ACTIVE CELL:

• The currently selected cell where data can be entered or edited. It is highlighted
with a thick border.

• Identification: Displayed in the Name Box.

INSERTING, SELECTING, DELETING, AND
MOVING DATA IN EXCEL
 INSERTING DATA

1. Insert Data into a Cell:

• Steps:
Click on the cell where you want to enter the data.
Type the data directly into the cell.
Press Enter or Tab to move to the next cell.
2. INSERT AN ENTIRE ROW OR COLUMN:

Steps to Insert a Row:

 Right-click on the row number where you want to insert a new row.

 Select "Insert" from the context menu.

STEPS TO INSERT A COLUMN:

• Right-click on the column letter where you want to insert a new column.

• Select "Insert" from the context menu.

INSERT MULTIPLE ROWS OR COLUMNS:

• Steps:

1. Select the number of rows or columns you want to insert.

2. Right-click the selection.
3. Select "Insert" from the context menu.
SELECTING DATA
DELETING DATA

• Delete Data from a Cell:

• Steps:
1. Select the cell.
2. Press the Delete key on your keyboard.
DELETE AN ENTIRE ROW OR COLUMN:

• Steps to Delete a Row:

1. Right-click on the row number.
2. Select "Delete" from the context menu.

Steps to Delete a Column:

1. Right-click on the column letter.
2. Select "Delete" from the context menu.
MOVE DATA WITHIN THE SAME
WORKSHEET:
• Steps:

1. Select the cell or range of cells you want to move.

2. Place the cursor on the border of the selection until it changes to a four-sided
arrow.
3. Click and hold the left mouse button.
4. Drag the selection to the new location.
5. Release the mouse button.
CUT AND PASTE DATA:

• Steps:

1. Select the cell or range of cells you want to move.

2. Right-click the selection and choose "Cut" or press Ctrl + X.
3. Click on the destination cell where you want to move the data.
4. Right-click and choose "Paste" or press Ctrl + V.
 STEPS TO ALIGN TEXT, MERGE
CELLS, WRAP TEXT, AND APPLY
BORDERS AND SHADES IN EXCEL
ALIGN TEXT
• Click on the cell or range of cells where you want to align the text.
• Click on the "Home" tab on the Ribbon.
• In the "Alignment" group, click on the alignment options:
• ▪ Horizontal Alignment: Click on "Align Left," "Center," or "Align Right."
• ▪ Vertical Alignment: Click on "Top Align," "Middle Align," or "Bottom Align."
• ▪ Text Orientation: Click "Orientation" to rotate the text (e.g., vertical,
diagonal).
MERGE CELLS
• Click on the range of cells you want to merge.
• Click on the "Home" tab on the Ribbon. o In the "Alignment" group, click on
"Merge & Center."
• You can choose from the following merge options:
▪ Merge & Center: Merges the cells and centers the content.
Merge Across: Merges selected cells in a row.
▪Merge Cells: Merges the cells without centering the content.
▪ Unmerge Cells: Reverts any merged cells back to their original state.
WRAP TEXT

• Click on the cell or range of cells where you want to wrap text.
• Click on the "Home" tab on the Ribbon.
• In the "Alignment" group, click on the "Wrap Text" button.

• This will automatically adjust the row height and wrap the text within the cell,
ensuring it fits without overflowing.
APPLY SHADES (CELL FILL COLOR)

• Click on the cell or range of cells where you want to apply shading.
• Click on the "Home" tab on the Ribbon.
• In the "Font" group, click on the "Fill Color" button (paint bucket icon).
• Choose a color from the color palette, or click "More Colors" to select a custom
color.
• The selected color will fill the background of the cells.

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AUTOFILL

• AutoFill is a feature in Excel that automatically fills in a

series of values or replicates patterns based on the data
you enter. It allows you to quickly fill cells with repetitive
or sequential data, such as numbers, dates, text
patterns, or formulas, without having to manually enter
each value.

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STEPS TO USE AUTOFILL IN EXCEL:

• . First, type the initial value(s) in the cell(s) you want to start the series from.
• 2. Click on the cell or cells that contain the data you want to extend.
• 3. Move your cursor to the bottom-right corner of the selected cell(s). The
cursor will change to a small black cross (called the "Fill Handle").
• 4. Click and hold the left mouse button on the Fill Handle, and then drag it
down, up, left, or right over the range of cells you want to fill.
• 5. Once you’ve reached the desired range of cells, release the mouse button,
and Excel will automatically fill in the cells with the appropriate values.

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FORMULA IN EXCEL

• A formula is an expression that performs a calculation on values in your worksheet.

Formulas can include operators (like +, -, *, /), numbers, cell references, and
functions. Formulas always start with an equal sign (=), which tells Excel that you
are entering a calculation.

• Structure of a Formula:
• Start with an equal sign (=).
• Include mathematical operators, cell references, numbers, and sometimes functions.

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FUNCTION IN EXCEL

• A function is a predefined formula in Excel that simplifies complex

calculations. Functions are built into Excel and are designed to handle specific
tasks like summing numbers, finding averages, looking up values, etc.
Functions have a specific syntax and usually require arguments (input values)
to perform their task.
• Structure of a Function:
• Functions start with the function name (e.g., SUM, AVERAGE, IF), followed by a
set of parentheses (). o Inside the parentheses, you enter the arguments, which
can be cell references, ranges, numbers, or other expressions.

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SUM FUNCTION

• Purpose: Adds up a range of numbers.

• Formula: =SUM(number1, number2, ...) or =SUM(range)

• Example: =SUM(A1:A5) This will sum all the numbers in cells A1 to A5.

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AVERAGE FUNCTION

• Purpose: Calculates the average (mean) of a group of numbers.

• Formula: =AVERAGE(number1, number2, ...) or =AVERAGE(range)

• Example: =AVERAGE(B1:B10) This calculates the average of the values in cells

B1 to B10

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MIN FUNCTION

• Purpose: Returns the smallest number in a range of values.

• Formula: =MIN(number1, number2, ...) or =MIN(range)

• Example: =MIN(C1:C10) This finds the minimum value in the range C1 to C10.

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MAX FUNCTION

• Purpose: Returns the largest number in a range of values.

• Formula: =MAX(number1, number2, ...) or =MAX(range)

• Example: =MAX(D1:D10) This finds the maximum value in the range D1 to D10.

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. PERCENTAGE CALCULATION

• Purpose: To calculate percentages.

• Formula: =part/total

• Example: To calculate 20% of 200: =200*20% or =200*0.20

To calculate the percentage of a value in relation to the total: =A1/B1

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INTEREST CALCULATION

• Purpose: To calculate simple or compound interest.

• Formula for Simple Interest: =Principal * Rate * Time o Where Principal is the
initial amount, Rate is the interest rate, and Time is the duration.

Example: =1000*5%*2 (This will calculate the interest on a principal of $1000 at

5% interest rate for 2 years).

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GRADE CALCULATION

• Purpose: To assign grades based on scores using nested IF functions.

• Formula: =IF(score>=90, "A", IF(score>=80, "B", IF(score>=70, "C",
IF(score>=60, "D", "F"))))
• Example: =IF(A1>=90, "A", IF(A1>=80, "B", IF(A1>=70, "C", IF(A1>=60, "D",
"F")))) This will assign a grade based on the value in cell A1.
For example, 95 will return "A", 85 will return "B", etc.

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