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The Basics of Microsoft Excel
A spreadsheet allows you to enter rows and columns of information and then to
manipulate the data in a variety of ways. Spreadsheets can be used to produce reports,
extensive calculations, accounting, graphing and charting and problem solving.
Cells are the basic building blocks of a spreadsheet. Each cell has an address, which is
determined by its column and row position. Columns are indicated by letters (column
headers) arranged along the top of the worksheet area, and rows are indicated by numbers
(row headers) along the left side. Where the column and row intersects creates a cell with
its address indicated by the column letter followed by the row number. For example, the
first cell of a worksheet is A1, where column A intersects with row 1.
Each Excel worksheet consists of 256 columns (labeled A to IV) and 65,536 rows. This
gives you over 16.7 million cells of information per worksheet. A workbook (file) can
contain up to 255 worksheets. You are probably limited more by your computer memory
than space provided by Excel.
Navigate Excel
Title Bar
Menu Bar
Tool Bars
Cell Reference Formula Bar
Select All
Row Headers Active Cell Column
Headers
Navigation
Arrows Scroll Bars
Worksheets
Status Bar
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Move Around in a Worksheet
Press… To…
[Enter] or [Shift][Enter] Move down or up a column
[Tab] or [Shift][Tab] Move left or right in a row
[Home] Move to column A of the active row
[Ctrl][Home] Move to cell A1 of the active worksheet
Move to the end of the information of a spreadsheet
[End][‘ ] or [’ ] or [“ ] or [” ]
in the direction you indicate
[PageUp] or [PageDown] View one screen length up or down
[Alt][PageUp] or [PageDown] View one screen length right or left
Type the cell reference you want and press [Enter] to
Click the Cell Reference Box move to that cell
Know Your Mouse Cursors
Select – Your cursor will be the white cross when you
Select Text AutoFill
move the mouse cursor to the middle of a cell. Handle
Move - Move the mouse cursor to the edge of a cell and
get an arrow.
Copy
Copy - When the mouse cursor is at the lower-right Move
corner of the cell selector over the black dot (AutoFill
Handle), you get the black cross for copying the cell contents or using AutoFill.
Text - The I-beam cursor indicates you are in a text area for typing. Then only time you
will see the I-beam cursor in a cell is when the cell is in edit mode. You know you are in
edit mode if the Formula bar displays a red X and green ü.
Select Multiple Cells
Select a Range of Cells
• Use the mouse. Just click and drag the mouse to select the range of cell.
• Use Shift plus navigation arrows. Hold [Shift] and press an arrow key to select
cells in the desired direction. To select all the cells between the cell selector and
the end of the current row, press [Shift][End][’]. To select the text from the cell
selector to the beginning of the row, press [Shift][Home]. To select the cells from
the cell selector to cell A1, press [Ctrl][Shift][Home].
• Shift-click for a contiguous range of cells. Place the cell selector at the beginning
of what you would like to select. Hold [Shift] and click at the end of your
selection to select all the cells between the cell selector and the place where you
shift-clicked.
• Ctrl-click your mouse for a non-contiguous range of cells. Select a range of cells.
To add to your selection, hold down [Ctrl] while you select the remaining cells of
your desired selection.
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Select a Row or Column
Click on the row or column headings. (That’s the A, B, C or 1, 2, 3). For multiple rows
and columns, click and drag across the headings. You can also employ the same
principles from selecting contiguous and non-contiguous cells. Shift-click for contiguous
and Ctrl-click for non-contiguous rows or columns. This is good for selecting every other
row or column for formatting purposes. To use your keyboard, press [Ctrl][Spacebar] to
select the current column and [Shift][Spacebar] to select the current row.
Select All Cells on a Worksheet
Press the Select All button in the upper- left corner where the row and
column headings meet (it’s just a plain square).
Working with Worksheets
Navigate Worksheets
Use… To…
[Ctrl][PageDown] Go to the next worksheet
[Ctrl][PageUp] Go to the previous worksheet
View the first, previous, next or last
worksheet
Right-click any one of the four navigation arrows in the lower- left
corner. You’ll get a list of all the worksheets in the workbook.
Simply select the one you want to activate it. Only about 15
worksheets will display at a time, so if you need to view more, select
the More Worksheets at the bottom of the list. You’ll get a handy
dialog box you can scroll through to find the worksheet you need.
Select Multiple Worksheets
Use this feature for printing multiple worksheets in a workbook. It can also be used for
Grouping. While multiple worksheets are selected, you in essence, make a carbon copy
through all the sheets selected. Whatever you type or format will be carried through the
selected group. Be careful of this option, as you will overwrite cells or formatting on the
grouped worksheets that are not visible.
• Shift-click your mouse for a contiguous worksheets. Select the first worksheet,
hold [Shift] and click at the last worksheet to select all the sheets between the
ones you shift-clicked.
• Ctrl-click your mouse for a non-contiguous range of worksheets. Select the first
worksheet. Then to add to your selection, hold [Ctrl] while you select the
remaining worksheets of your desired selection.
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Rename a Worksheet
Sheet1 or Sheet2 are generic names given to worksheets, but don’t mean much to the
average user. You can rename your worksheets for a better filing system.
1. Double-click the name on the worksheet tab.
2. Type the new name and press [Enter].
Insert Worksheets
1. Select the worksheet you would like to insert the new sheet in front of.
2. Go to the Insert menu and select Worksheet OR press [Alt][F11].
Delete a Worksheet
1. Select the worksheet(s) to be deleted.
2. Click the Edit menu and select Delete Sheet OR right-click and sele ct Delete.
Move or Copy Worksheets
Within a Workbook
If you have trouble navigating your worksheets, it may be easier to
rearrange all your worksheets in the correct order.
• To move a worksheet to another location within your workbook, go to the Edit
menu and select Move or Copy Sheet... You can also use the drag and drop
method to move the worksheet to the new location.
• To copy instead of move the worksheet, make sure you select Create a Copy at
the bottom of the dialog box or you’ll end up moving the sheet instead. To copy
the worksheet using your mouse, hold [Ctrl] when you drag and drop.
Between Workbooks TIP: You can also use the drag and drop
1. Make sure both workbooks are open. method to accomplish the same results.
1. First, open all the workbooks that you want
2. In the workbook you are moving from, select to combine into a single workbook.
the worksheet(s) to be moved. 2. From the Window menu, select Arrange
3. From the Edit menu, select Move or Copy and then Tiled, and click OK to show all
Sheet... the opened workbooks at the same time.
3. Click and hold the worksheet's tab(s) and
4. In the To book field, select the workbook to drag to the other workbook's window and
move to (or you can select New Book and drop the worksheet(s) in the correct
you’ll create a new file with the selected location among the existing worksheets.
worksheet).
5. Choose the worksheet you’d like the sheets(s) to go before.
a. If you’d like to copy the worksheet, make sure you select Create a Copy at
the bottom of the dialog box or you’ll end up moving the sheet instead.
6. Click OK.
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Entering Data
Cells can contain three things: labels, values and formulas. It’s that simple. Labels (alpha
characters) are the text headings, or titles, that describe
what the numbers represent. Values are the numbers that TIPS: Use a slash [/] or hyphen
you perform calculations on. Formulas perform the [-] to separate parts of dates.
calculations by manipulating values to produce a result. When entering time based on
the 12-hour clock, type a space
1. To enter data into a cell, place the cell selector on and then [a] or [p] after the time.
the required cell.
2. Type your entry (you’ll be in edit mode). Press [Ctrl][;] (semicolon) to
enter the current date or [Ctrl][:]
3. Press [Enter] or click Enter on the Formula bar. (colon) to enter the current time.
Enter Data in a Range of Cells
If you do a lot of data entry and don’t like navigating to the beginning of the next column
or row each time you enter another record of information, there is an easier way.
Active Cell
1. First, select the range of cells for which you’ll be entering data.
2. When you begin typing, your entry will be entered into the active cell.
3. To move from cell to cell within the selected range, use the following keys to
remain within the selected range.
• [Tab] to move to the right
• [Shift][Tab] to move left
• [Enter] to go down a column
• [Shift][Enter] to move up.
When you come to the end of a long row or column and need to move back to the
beginning of the next, just press [Tab] or [Enter]. When you reach the end of the
range, press [Tab] or [Enter] and you’ll return to the beginning of the selection.
Labels
Labels can be any text that contains at least one alpha character. It can be combined with
numbers, but as long as at least one letter is included, Excel will consider this entry a
label since no calculations can be performed on alpha characters.
At times you may want to use numbers for a text label. An example may be you are
compiling data from the past several years and need to label your columns with the year
(i.e. 1998). If you are using AutoSum to sum the column, this entry is automatically
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considered a value and will be summed as part of the column. To avoid this, change the
cell format to a text label instead of a value.
The easy way to do this is to type an apostrophe
TIP: There may be times when
you want to begin a new line before the numbers (i.e. ‘1998). This will force the
within a cell of text. To enter a format to be text. Don’t worry; the apostrophe will be
manual line break within a cell, hidden from view in the spreadsheet, although it is
press [Alt][Enter]. visible in the Formula Bar.
Values
Excel considers an entry to be a value if it consists of only numbers, no alpha characters,
unless formatted otherwise as mentioned above.
Formulas
A formula is an equation that performs operations on values. Formulas can perform
mathematical operations, such as addition and multiplication, or they can compare
worksheet values or join text. Formulas can refer to other cells on the same worksheet,
cells on other sheets in the same workbook, or cells on sheets in other workbooks. You
must use the proper syntax for Excel to calculate the correct results. Misplaced
punctuation and incorrect spelling will result in an incorrect calculation or error message.
A formula in Microsoft Excel always begins with an equal sign (=). The equal sign tells
Excel that the succeeding characters constitute a formula. Following the equal sign are
the elements to be calculated (the operands), which are separated by mathematical
operators. Each operand can be a value that does not change (a constant value), a cell or
range reference, a label, a name, or a worksheet function. Excel calculates the formula
from left to right, according to a specific order for each operator in the formula. You can
change the order of operations by using parentheses.
Calculation Operators in Formulas
Operators specify the type of calculation that you want to perform on the elements of a
formula. Microsoft Excel includes four different types of calculation operators:
arithmetic, comparison, text, and reference.
Operator Description Example
Reference operators - Combine ranges of cells for calculations with the following operators.
Range operator, produces one
: (colon) reference to all cells between and B2:B24
including the two references
Union operator, combines multiple references
, (comma)
into one reference
SUM(B2:B4,D2:D24)
Mathematical operators- To perform basic mathematical operations such as addition, subtraction, or
multiplication; combine numbers; and produce numeric results, use the following arithmetic operators.
+ (plus sign) Addition 1+2
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Operator Description Example
Subtraction 2-1
– (minus sign)
Negation –1
* (asterisk) Multiplication 2*3
/ (forward slash) Division 15/3
% (percent sign) Percent 25%
3^2 (3 to the
^ (caret) Exponentiation
power of 2)
Comparison - You can compare two values with the following operators. When two values are
compared by using these operators, the result is a logical value, either TRUE or FALSE
= Equal to A1=150
< Lesser than A1>200
> Greater than A1<250
<= Lesser than or equal to A1>=1500
>= Greater than or equal to A1<=1500
<> Not equal to A1<>240
You can write explicit formulas or use the functions that come with Excel. With functions
(see Use Functions below), the name indicates the calculation it is to perform in the set of
arguments that follow. No matter if you are using an explicit formula or a function, don’t
include spaces unless the result is to be a text entry.
As you enter the contents of each cell, what you type is displayed in the Formula bar. If
you make a mistake and need to edit your entry, you either edit the formula in the
Formula bar or you must go to edit mode by double-clicking the cell or press [F2]. Press
[Enter] or click Enter when the editing is complete. To cancel the entry completely
while typing, press [Esc] or click Cancel in the Formula bar.
Explicit Formula Function
=B4+25 =SUM(D5:F5)
Cell reference Numeric constant Function Name
Argument: Range reference
Addition operator
About cell and range references
A reference identifies a cell or a range of cells on a worksheet and tells Microsoft Excel
where to look for the values or data you want to use in a formula. With references, you
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can use data contained in different parts of a worksheet in one formula or use the value
from one cell in several formulas. You can also refer to cells on other sheets in the same
workbook, to other workbooks, and to data in other programs. References to cells in other
workbooks are called external references. References to data in other programs are called
remote references.
To refer to Use
The cell ..........................................................A10
The range of cells...........................................A10:E20
All cells in a row............................................5:5
All cells in several rows.................................5:10
All cells in a column ......................................H:H
All cells in several columns ...........................H:J
More About References
Depending on the task you want to perform in Excel, you can use either relative
references, where the cell references are relative to the position of the formula, or
absolute references, where the cell references always refer to cells in a specific location.
If a dollar sign precedes the letter and/or number (i.e. $A$1) the column and/or row
reference is absolute. Relative references automatically adjust when you copy them, and
absolute references don’t.
Switching between relative and absolute references. After you create a formula, you
can change relative references to absolute (and vice versa). You make a reference
absolute either by typing $ in the cell reference or by using [F4].
1. Select the cell that contains the formula
2. In the formula bar, select the reference you want to change and then press [F4]
Each time you press [F4], Excel toggles through the combinations: absolute column
and/or absolute row.
Enter an Explicit Formula
A formula can refer to constant values and to other cells. The cell that contains the
formula is known as a dependent cell when its value depends on the values in other cells.
Whenever a cell that the formula refers to changes, the dependent cell also changes, by
default. If you use constant values in the formula instead of references to the cells (for
example, =1+2+3), the result changes only if you modify the formula yourself. Formulas
can also refer to ranges of cells or to names or labels that represent cells or ranges.
1. Click the cell in which you want to enter the formula.
2. Type = (an equal sign).
3. Enter the formula. For example: B9/$F$9
4. Press [Enter].
Use Functions
Functions are predefined formulas that perform calculations by using specific values,
called arguments, in its proper syntax. Microsoft Excel contains many functions that can
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be used to perform simple or complex calculations. The most frequently used function is
the SUM function, which is used to add the numbers in a range of cells (See AutoSum).
Other common functions include AVERAGE, COUNT, MIN, and MAX.
Arguments. Arguments can be numbers, text, logical values such as TRUE or FALSE,
arrays, error values such as #N/A, or cell references. The argument you designate must
produce a valid value for that argument. Arguments can also be constants, formulas, or
other functions (learn more about nesting in the Proficient Users of Excel document).
Structure. The structure of a function begins with the equal sign (=), then the function
name, followed by an opening parenthesis, the arguments for the function separated by
commas, and a closing parenthesis. As you create a formula that contains a function, the
Formula Palette will assist you.
=FunctionName(argument1, arguement2…)
1. Click the cell in which you want to enter the formula.
2. To start the formula with the function, click Edit Formula in the formula bar.
3. Click the down arrow next to the Functions box.
4. Click the function you want to add to the formula. If the function does not
appear in the list, click More Functions… for a list of additional functions.
5. Enter the arguments.
6. When you complete the formula, press [Enter] or select OK.
Functions Box
Edit Formula
AutoSum
AutoSum will look for values in the column above it to automatically sum. If there
are not two or more cells containing va lues, it will look to the left in the row to sum. If
you have multiple rows or columns to sum, select all the cells where the formula should
be and select AutoSum. It will sum them all at once.
1. Place the cell selector in the cell(s) where you want the total to be.
2. Click the AutoSum button OR press [Alt][=].
3. Press [Enter].
Use Today’s Date
Want to display today’s date in a spreadsheet and have it update its self each day? Use
the =today() formula. Want to display the date 30 days from now? Use the Today
formula plus or minus the number of days from today’s date. i.e. You want to know the
due date of an invoice with a net 30. Enter =today()+30. To find a date in the past,
use the minus (-).
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Error Code Explanation
If a formula cannot properly calculate a result, Microsoft Excel will display an error code.
For example, error codes can be the result of using text where a formula expects a
numeric value, deleting a cell that is referenced by a formula, or using a cell that is not
wide enough to display the result.
Error Code Explanation
The result is too long to fit in the cell. Adjust the column
######
width.
Wrong type of argument or operand is used, or the Formula
#VALUE!
AutoCorrect feature cannot correct the formula.
#DIV/0! You are dividing by zero. Check and correct the divisor.
There’s a name in the formula that Excel does not recognize. If
#NAME? you used a name that you defined check the spelling. If you
used a function check that such a function exists. If you are
manipulating text enclose it in double “quotation marks.”
Occurs when a value is not available to a function or formula. If
certain cells on your worksheet will contain data that is not yet
#N/A available, enter #N/A in those cells. Formulas that refer to those
cells will then return #N/A instead of attempting to calculate a value.
A cell reference is not valid. You may have deleted named
#REF!
cells referred to in the formula.
#NUM! There is a problem with a number in a formula or function.
#NULL! You specified an intersection of two areas that don’t intersect.
Cannot resolve This message appears in a dialog box if you use the address of the active
circular references cell in the formula you enter.
Quick Totals
Let’s say you have a range of cells for which you don’t
want to create a formula, but would like to find the
average for. Select the range of cells and then in the
status bar, you’ll see Excel displays the sum of the range.
To change to average, right-click the sum and choose the
function you need. You have a choice of Average, Count,
Count Nums, Max, Min and Sum.
Copy Cell Contents
Here are four easy ways to enter the same value, string, TIP: To copy the contents from the
or formula into a range of cells. (Relative references in cell above press [Ctrl][’] (apostrophe).
formulas will adjust accordingly.)
• Use The Keyboard. Type the entry in one cell. Select that cell, then press [Ctrl][C] to
copy the entry. Select the range of cells where you want to copy the entry, and press
[Ctrl][V] to paste.
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• Use The Right Mouse Button. Type the entry in a cell, right-click that cell, and
choose Copy from the shortcut menu. Select the range of target cells, right-click the
selection, and choose Paste from the shortcut menu.
• Use The Left Mouse Button. Type an entry in a cell, then click and hold the AutoFill
handle (bottom-right corner of that cell) and drag up, down, left, or right.
• Confirm the Array. Select the range of cells. Type the entry as you normally would
in the active cell of the range, but instead of pressing [Enter] to complete the entry,
press [Ctrl][Enter].
Format the Spreadsheet
There are a number of ways in which the appearance of a spreadsheet may be changed.
Many of these operations are now identical for Word, Access and Excel.
Toolbars
For instance, to bold a selection, click or [Ctrl][B]; to italicize a selection, click
or [Ctrl][I]; to underline a selection, click or [Ctrl][U].
Menus
1. Click the Format menu and select Format Cells (or [Ctrl][1]) to open the Format
Cells dialog box.
2. Now select which tab you want to format the Number, Alignment, Font, Border,
Pattern, or Protection.
Text Styles
Formatting text in Excel is the same as in Word. For more information, see Basic Users
of Word document. Formatting is applied to the cell, not the contents. If you change the
entry in the cell, the formatting will remain.
Numeric Formatting
Formatting is applied to the cell, not the contents. If you change the entry in the cell, the
formatting will remain. You can use the Formatting toolbar to apply:
Currency style ($3,200.00) OR [Ctrl][Shift][$]
Comma style (3,200.00) OR [Shift][Ctrl][!]
Percent style (50%) OR [Shift][Ctrl][@]
Increase Decimal (49.8%)
Decrease Decimal ($3,200)
For more options to change the way in which numeric quantities are displayed…
1. Select the cells to be changed.
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2. Go to the Format menu and select Format Cells OR right-click and select Format
Cells OR press [Ctrl][1]. From here, you can change the Number format,
alignment, font, border, pattern (fill/shading) and change the cell protection.
Copy Formatting to More Than One Cell
To copy the formatting from the current cell(s), click Format Painter on the
Standard toolbar and then select the cell or range of cells to which you want to apply that
formatting. To copy the same formatting to more than range of cells, double-click on the
Format Painter. Then you can apply the formatting to several different ranges. To turn off
the Format Painter, click the Format Painter button or press [Esc].
Columns and Rows
Resize Columns and Rows
1. Point to the vertical bar between the column (or row) labels. The cursor changes
to a vertical resizing arrow (or horizontal for rows).
2. Click-and-drag the cursor to the column/row width required.
OR
1. Select the column(s)/row(s) you want to alter by clicking on the column (or row)
headings.
2. Select Column/Row from the Format menu. If you choose AutoFit, the column
will adjust to fit the widest entry you have selected.
OR
1. Point to the vertical bar between the column/row headings. The cursor will
change to a vertical resizing arrow.
2. Double-click to change the column width/row height to accommodate the largest
cell entry.
If widening the entire column isn’t really necessary, but you need all the cell contents to
fit the column as it is, you can set the column width so that it suits the majority of the text
and shrink the extra-long text to automatically fit inside the cell.
1. Adjust the column width so that it’s wide enough for the average length entry.
2. Now select the entire column.
3. From the Format menu, select Cells OR press [Ctrl][1].
4. On the Alignment tab, select the Shrink To Fit check box and click OK.
Text that doesn’t fit in its cell will automatically shrink so the entire text is visible.
Editing the text or changing the column width will change the font size as needed.
Insert and Delete Columns and Rows
To insert a column: select Insert. (To insert more than
1. Right-click the column heading one column, select the required
to the right of where the new number of columns)
column is to be inserted and To insert a row:
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1. Right-click the row heading insert more than one row, select
below where the new row is to be the required number of columns)
inserted and select Insert. (To
Similarly, to delete columns or rows:
1. Select the column(s) or row(s).
2. Right-click the selection and choose Delete.
Printing
Before printing, you’ll want to do some page setup including headers and footers, page
orientation, margins, etc. You cannot see the page setup options unless you are in the
correct view.
Views
You will probably do most of your work in Normal
View, but Excel provides two other views. Page Break
View will show you how the active spreadsheet will
split onto a page when printed. You can alter the breaks
by clicking and dragging the page breaks to the location
you need. Page Break
Preview
The other view is Print Preview. This is where you’ll
probably want to work just prior to printing your spreadsheet—it’s the WYSIWYG
(What You See Is What You Get) view. This is the only view that will display your page
margins as well as headers and footers.
Page Setup
In Normal or Page Break view, go to the File menu and select Page Setup… In Print
Preview, select Setup.
Page
Orientation. Select Portrait or Landscape.
Scaling. Use Adjust to: to reduce or enlarge your spreadsheet on the page. Use Fit to: if
your spreadsheet is just a few rows or columns over and you want to reduce the
spreadsheet to fit on a certain number of pages wide and tall. This way you don’t
have to play with the percentage.
Paper size: is the size of your paper.
Print quality: is the dots per inch when printed.
First page number: change if you want the first page to begin with another number
other than one. Used if the spreadsheet is part of a larger report.
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Margins
The spinner arrows will adjust the margins by ¼- inch. To change to another
measurement, click the measurement and type.
Center on page. Select Horizontally to center the spreadsheet from left to right. Select
Vertically to center the spreadsheet top to bottom.
Header/Footer
Headers are the information that repeats at the top of every page and footers are at the
bottom of every page. This is a good place to have your department name, your name, the
project name, the date it was printed, the page number, etc.
Page Date File name
Worksheet name
Font
Pages Time
You can use the predefined selections under Header: and Footer: or you can create your
own. Select either Custom Header… or Custom Footer… Each section is exactly the same
with three sections. You’ll see seven tools. The first is for
text formatting. The remaining six will insert field codes To have the page number show as Page 1 of 5:
that will update automatically. Field codes begin with the 1. Type Page and press [Spacebar].
2. Press Page button. (Current page
ampersand (&) and the name of the code in square number)
brackets. 3. Press Spacebar, type of then press
[Spacebar].
4. Press Pages button. (Total number of
Sheet pages in spreads heet)
Print area: allows you to select a worksheet range to
print.
Print titles
Select an option to print the same columns or rows as titles on every page of a printed
worksheet. Select Rows to repeat at top if you want specific rows as your horizontal title
for each page. Select Columns to repeat at left if you want vertical titles on each page.
Print
Gridlines will print the gray gridlines you see on screen with your information.
Black and white will not print color.
Draft quality doesn’t print charts or graphics. Instead, it will print a box for a
placeholder to show you where graphics would appear.
Row and column heading will print the 1, 2, 3 and A, B, C headings of the spreadsheet.
Comments will print the comments on the spreadsheet or on a separate sheet at the end.
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Page order will control the order in which data is numbered and printed when it does not
fit on one page. Choose either Down, then over or Over, then down.
Print the Worksheet Formulas
If you have invested time in writing numerous formulas, you may want to print them for
safekeeping. You can print the formulas, rather than their results. You can use the
keyboard shortcut [Ctrl][~], but if you don’t remember shortcuts, here’s how to find it:
1. Go to the Tools menu and select Options.
2. Within the section Window Options on the View tab, select Formulas.
3. Click OK.
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