LESSON II.

MS OFFICE APPLICATION [Spreadsheet Application]

1. Introduction to Spreadsheet Application

Key Term in Excel

Microsoft Excel is a spreadsheet program that is offered by Microsoft.
Worksheet is an on screen spreadsheet that contains various cells in columns and rows.
Spreadsheet is used to carry out everything from simple addition to complex financial and statistical analyses.
Spreadsheet programs can also help you create charts and graphs based on the data you’ve entered.
Examples of Excel being used in our day to day work:
Create Budget reports, survey results and all financial transactions that most of us use it for.
Creating charts for better representation.
Organize data in lists.
Automate complex tasks.
Etc.

Undo function Allows you to reverse the command or action.

Redo function Allows you to restore a previous action.
Column The vertical space that goes down the window. Excel has 16,384 columns. Each column has a
column heading A, B, C, and so on. The last columns heading is IZ. You can add, delete and resize
the columns.
Row The horizontal space that goes across the window. Excel has 1,048,576 rows. Each row has a row
heading 1, 2, 3 and so on. You can add, delete and resize rows.
AutoFit Allows you to easily arrange all columns and rows at once. MS Excel automatically fits the cell on
the exact length and size of the text.
Fill Handle A small black dot or square in the bottom right corner of the active cell
Page Break Used to break the worksheet to fit into a page as it prints.
Sorting Data You can sort list of data alphabetically by columns and by ascending or descending order.
Formula Command that instructs Excel to carry out a calculation. An Excel formula always begins with.
You may use an equal sign to build a formula.
Texts Letters, symbols, and numbers that you enter into a cell
Value Number that you enter into a cell that you may use in a formula
Formatting Process of changing the appearance of the data in worksheet cells. Formatting does not change
the text or numbers in the cell.
Borders Lines that help to distinguish columns or rows and help separate group of related information in the
worksheet. There are two ways where you can add and remove borders.
Chart Graphic or diagram that displays data or the relationships between sets of data in picture form.
Starting the Excel Spreadsheet Program
a. Using Start Button
1. Click the Start button to display the Start menu.
2. Navigate to All Programs.
3. Point to Microsoft Office.
4. Choose Microsoft Office Excel 2013, to launch a blank worksheet.
b. Using Desktop Shortcut

1. Right click the Microsoft Office Excel 2013.

2. Click open
or
3. Double click the icon of Microsoft Office Excel 2013

c. Using Run Command:

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 1. Click the Start button;
2. Point to All Programs;
3. Click Accessories;
4. Click Run and type excel then enter.

Getting Help

Microsoft Excel provides an excellent Help feature. While working in Excel, to get the Help feature, just press F1 on
the keyboard or click the Help icon in the Ribbon.

The Excel User Interface and Screen Elements

Components Description
1 Quick Access Provides access to the most common commands including Save, Undo, Repeat and
Toolbar Copy. You can customize, add or delete buttons on this toolbar.
2 Title Bar Located at the top of the window and it identifies the application. On your screen you
see “Book 1 – Microsoft Excel” in the title bar. The title bar also houses standard buttons
to Minimize, Maximize/Restore, Close, and has the quick access toolbar on the left.
3 Window Control Minimize, maximize, restore and close the window.
Button
4 File Tab Provides access to the only menu in Office 2013. When you click this button it shows the
following menus: New, Open, save, Save As, Print, Prepare, send, Publish and Close.
5 Ribbon Panel at the top portion of the document. It contains the commands organize in three
components:
a. Tabs – contain commands and tools which are grouped
according to their function;
b. Groups – organize related commands. Group name
appear below the group ribbon;
c. Commands – appear within each group
6 Name Box Shows the cell reference of the active cell. This can also serve as an indicator to the cell
that is selected.
7 Formula Palette Located immediately below the Ribbon. It displays the data you type or edit. The
formula palette is also known as the formula bar.
8 Worksheet The document window, usually called the worksheet windows, contains the sheet you
Windows are creating, editing, or using. The worksheet includes a series of vertical columns
identified by lettered column headings and a series of horizontal row an identified by
numbered row headings.
Active Cell A cell that is selected. The active cell is indicated in the Name Box at the Formula Bar.
9 Cell A cell is a rectangular area here a column and a row intersect. Each cell is identified by
a cell reference which is its column and row location.
10 Worksheet Each workbook contains worksheets with sheet tabs located at the bottom of the
worksheet. The sheet tab identifies the name of the worksheet (example Sheet1,
Sheet2, Sheet3).
Sheet Tabs The sheet tabs let you move quickly between by simply clicking the sheet tab. You can
also use the sheet tab scroll buttons to see sheet tabs hidden from view.
11 Workbook A file that contains one or more worksheets, which you can use to organize various
kinds of related information.
12 Scroll Bars Allow you to easily go to the top or bottom, left or right of the worksheet.
13 Status Bar It displays information about what happening in your workplace. Additionally, it has the
feature to see the document in different page views including a zoom slider which can
increase or decrease the viewing size on screen (but does not affect the actual size of
documents or its contents).

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 Microsoft Excel 2013 Environment
Explore the Excel User Interface and the Screen Elements

1 2 3

b a c 1 Quick Access Toolbar

9
7 2 Title Bar
3 Window Control Button
4 Office Button
5 Ribbon – a. Tabs, b. Groups, c. Commands
8 6 Name Box
7 Formula Palette
8 Worksheet Window
9 Cell
10 Worksheet/Sheet Tabs 12
11 Workbook
12 Vertical and Horizontal Scroll Bars
13 Status Bar
11

13 10

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Working with Ribbon

The Ribbon is the panel at the top portion of the document. It has seven tabs which are Home, Insert,
Page Layout, Formulas, Data, Review and View. These tabs contain commands and tools which are grouped
according to their function. Format tab is additional tabs will show when you are working on pictures, Clip
Arts, WordArt, text boxes and shapes.
When you move the mouse pointer over each command or tool, it will display the pop-up name and
function of the command.

HOME TAB

This tab displays the related commands which are grouped as Clipboard, Font, Alignment, Number,
Styles, Cells and Editing.

INSERT TAB
This tab displays the related commands which are grouped as Tables, Illustrations, Apps, Charts,
Reports, Sparkline, Filters, Links, Text, and Symbols.

PAGE LAYOUT TAB

This tab displays the related commands which are grouped as Themes, Page Setup, Scale to Fit, Sheet
Options, Arrange.

FORMULAS TAB
This tab displays the related commands which are grouped as Function Library, Defined Names,
Formula Auditing, and Calculation.

DATA TAB
This tab displays the related commands which are grouped as Get External Data, Connections, Sort
and Filter, Data Tools, Outline.

REVIEW TAB
This tab displays the related commands which are grouped as Proofing, Language, Comments, and
Changes.

VIEW TAB
This tab displays the related commands which are grouped as Workbook Views, Show/Hide, Zoom,
Windows and Macros.

ACROBAT TAB
This tab displays the related commands which are grouped as Create Adobe PDF, Create and Email,
Review and Comment and Connect.

FORMAT TAB
a. (Formatting Shapes and Word Art)
This tab displays the related commands which are grouped as Insert Shapes, Shape Style, Word Art Style,
Arrange and Size.

b. (Formatting Picture/Clip Arts)

This tab displays the related commands which are grouped as Adjust, Picture Styles, Arrange and Size.

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Customizing the Quick Access Toolbar
Using Command Icons and Dialog Boxes
Dialog Box. An on-screen form that you fill up to tell MS Word how to complete a command.
Dialog box launcher. Arrow next to the group name.
Shortcut Commands
Below is a listing of all the major shortcut keys in Microsoft Excel
Shortcut Keys Description
F2 Edit the selected cell.
F5 Go to a specific cell. For example, C6.
F7 Spell check selected text or document.
F11 Create chart.
Ctrl + Shift + ; Enter the current time.
Ctrl + ; Enter the current date.
Alt + Shift + F1 Insert New Worksheet.
Shift + F3 Open the Excel formula window.
Shift + F5 Bring up search box.
Ctrl + A Select all contents of the worksheet.
Ctrl + B Bold highlighted selection.
Ctrl + I Italic highlighted selection.
Ctrl + K Insert link.
Ctrl + U Underline highlighted selection.
Ctrl + 5 Strikethrough highlighted selection.
Ctrl + P Bring up the print dialog box to begin printing.
Ctrl + Z Undo last action.
Ctrl + F9 Minimize current window.
Ctrl + F10 Maximize currently selected window.
Ctrl + F6 Switch between open workbooks / windows.
Ctrl + Page up Move between Excel work sheets in the same Excel document.
Ctrl + Page down Move between Excel work sheets in the same Excel document.
Ctrl + Tab Move between Two or more open Excel files.
Alt + = Create a formula to sum all of the above cells
Ctrl + ' Insert the value of the above cell into cell currently selected.
Ctrl + Shift + ! Format number in comma format.
Ctrl + Shift + $ Format number in currency format.
Ctrl + Shift + # Format number in date format.
Ctrl + Shift + % Format number in percentage format.
Ctrl + Shift + ^ Format number in scientific format.
Ctrl + Shift + @ Format number in time format.
Ctrl + Arrow key Move to next section of text.
Ctrl + Space Select entire column.
Shift + Space Select entire row.
Ctrl + Shift + @ Format number in time format.
Ctrl + Arrow key Move to next section of text.

Working with Mini Toolbar and Context Menus

Mini Toolbar. Appear when you move your mouse over the selected text.

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2. Working with an Excel Worksheet
Creating a New Worksheet
A new worksheet is launched every time you open Microsoft Excel. You can create a new worksheet
with the following steps:
1. On the office button, click New, then click create.
2. On the Quick Access Toolbar, click the New button.
Using the Undo, Redo, Copy and Paste

As you are entering a recent data type on the worksheet, you may find that you have to cancel or
correct a mistake. To undo function allows you to reverse the command or action. While the Redo
function allows you to restore a previous action.

Cells, Columns and Rows

Cell is an area where the column and row intersect. Each cell has a name which corresponds to its
column heading and row heading which is called a Cell Reference. The selected cell is the active
cell.
Column is the vertical space that goes down the window. Excel has 256 columns. Each column has a
column heading A, B, C, and so on. The last columns heading is IZ. You can add, delete and resize the
columns.
Row is the horizontal space that goes across the window. Excel has 16,384 rows. Each row has a row
heading 1, 2, 3 and so on. The last row heading is 16384. You can add, delete and resize rows.

Entering/Changing Data in a cell

There are two ways to change the data:

1. Select the cell that you want to change, double click the cell and when the blinking cursor
appears, press backspace or delete and type new data and press the enter key, or
2. Select the cell and click your mouse on the formula bar, press backspace or delete and type
your new data and press the enter key.

Resizing the Column Width and Row Height

If the text you are typing does not fit the cell, you may resize the column and row:

1. To resize the row, point your mouse on the line between the row names and when the double
headed arrow appears, move your mouse up or down to resize.
2. To resize the columns, point your mouse on the line between the column names and when the
double headed arrow appears, move your mouse left or right to resize.
3. You can also resize a group of columns or rows simultaneously by selecting the columns or rows
and drag the double headed arrow.
4. You can also use the format command to resize. On the Home Tab, go to the Cells group and
click the Format button and select the Row Height or Column Width.
5. On the Row Height or column Width dialog box, type the measurement of your desired height
and width.
6. You can also point your mouse on the column and row header, when a double arrow appears,
drag it to resize.

Change Column Width and Row Height

 The width and height of the cells can be adjusted to make the data more readable.
 The default column width for Excel is 8.43 characters; however, this does not mean that each
cell in your worksheet can display 8.43 characters. Excel uses proportionally spaced fonts (such
as Arial) as well as fixed-pitch fonts (such as Courier), different characters can take up different
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 amounts of space. A default-width column, for example, can display about eight numerals in
most 10-point fixed-pitch fonts.
 Excel adjusts the standard height of a row to accommodate the largest font used in that row.
Adjusting row height is the same as adjusting column width—just drag one of the lines between
row headings.

Format the Height of a Row

1. Click on any cell in that row and click on FORMAT and choose ROW.
2. Click on HEIGHT and type in a new number for the Row Height.
3. In Excel 2007, select a row and right click to access the quick menu where you will find the
row height feature or under the CELLS quick menu click the word FORMAT

Note: The standard setting is 15.00.

Format the Width of a Column

1. Click on any cell in that column and click on FORMAT and choose COLUMN.
2. Click on WIDTH and type a new number for the Column Width.
3. In Excel 2007, select a row and right click to access the quick menu where you will find the
column width feature or under the CELLS quick menu click the word FORMAT

Note: The standard setting is 8.43.

AutoFit Columns/Rows

AutoFit allows you to easily arrange all columns and rows at once. MS Excel automatically fits the cell
on the exact length and size of the text.

1. Select the cells you want to apply AutoFit

2. On the Home Tab, go to the Cells group and click the Format button.
3. On the drop-down menu, click the AutoFit Row Height or AutoFit Column Width.
4. Another way is point your mouse to the line between the column and row name.
5. When the double-sided arrow appears, double click it and the column or row will
automatically fit.

Inserting and deleting a Row and Column

Inserting Rows

1. Click into any cell within the row that will become the first row below the new row.
2. Click on INSERT and choose ROW.
3. You will see a new row appear.

Inserting/Deleting/ Worksheets

There are different ways to insert a worksheet in a workbook. The key point to note is that when a new
Worksheet is inserted, it gets inserted in front of the currently active worksheet.

1. You can quickly import worksheets by clicking on the worksheet tab.

2. You can also quickly insert worksheets by right- clicking a sheet tab to display the shortcut menu
and choose the option Insert.
3. Similarly, to delete a worksheet, right-click on the specific sheet and choose the option Delete.

Inserting Worksheets

1. Right click the Select Tab.

2. On the pop-up menu click Insert.

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 3. On the Insert dialog box, click Worksheet and a new worksheet will be inserted.
4. You can also insert worksheet from the Cells group, click Insert button and on the drop-down
menu click Insert Sheet.
5. You can rearrange or interchange the arrangement of the worksheets by clicking and
dragging the sheet tab to the new location.
Deleting Worksheets
1. Right click the Sheet Tab
2. On the pop-up menu click Delete
3. On the Delete dialog box, click Delete
4. You can also go to Home tab, cells group and click the Delete button.
5. On the drop-down menu select Delete Sheet.

Renaming/Coloring the Worksheet Tab

Excel numbers the new sheets sequentially. If your workbook contains three sheets (default), the sheet
you insert is Sheet4, then Sheet5, and so on. If you grow weary of seeing Sheet1, Sheet2, and so on, in
your workbooks, you can give your sheets more imaginative and helpful names by double clicking the
tab and typing a new name. You can also assign a different background color to the worksheet tab
by right clicking it and picking a color in the Tab Color option.
Renaming the Worksheet Tab
1. Right-click the mouse on the Sheet Tab.
2. On the pop-up menu, click Rename.
3. Type the new name in the sheet tab.
4. Click the pointer to nay blank space in the worksheet to deselect.
Coloring the Worksheet’s Sheet Tab
1. Right click the mouse on the Sheet Tab.
2. Click Tab color and the color palette will appear.
3. Choose the color and the sheet tab will automatically change its color.

Inserting a Page Break

Page breaks are used to break the worksheet to fit into a page as it prints. Excel will automatically
determine the page break or you or set your own page break when working on several short pages.
A line will appear on the page break you have created.

1. Go to the cell or row where you want to insert the page break.
2. On the Page Layout Tab, go to the Page Setup group and click the Breaks command arrow.
3. On the drop down list, select Insert Page Break.

Sorting Data

Sorting Data You can sort list of data alphabetically by columns and by ascending or descending
order. There are many ways to sort data.

1. Select the range of cells that you want to sort.

2. Click the Home Tab, go to the Editing group and click Sort and Filter drop-down arrow and
select from the drop-down menu the Sort options that you prefer.
3. You can also click the Sort buttons from the Quick Access toolbar.
4. Or, right click the mouse to show the Context menu and select the Sort command and choose
from the options on the sub-menu.
Using the Fill Series

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You can fill the cell with a series of value that fit a predictable pattern such as series of number
(1,2,3,4,5….) or dates (June 1, June 2, June 3…). There are many ways you can fill series of values in
MS Excel.

1. Go to the cell and type the first two data of your series (for example: Step1, Step2) and highlight
the two cells.
2. Point your mouse on the lower right corner of the second cell until you see the Fill Handle +.
Drag your mouse until you have reached the end of the series you want.
3. You can also click the Home Tab, to go the Editing group and click the Fill button.

Viewing the Worksheet

Kinds of Views
1. Normal View is the default view showing the gridlines, toolbars and menus
2. Full Screen is a full view of the worksheet hiding the toolbars and menus
3. Zoom allows you to increase or reduce the view of the worksheet
4. Page Break Preview is a reduced view showing where page breaks are located
5. Print Preview shows how the worksheet will look on printed paper
6. Split allows you to view top and left most part of the screen while also viewing the other parts
of the large worksheet.
7. Minimize reduces the worksheet to a bottom of the window
8. Restore shows the worksheet in a reduced view that allows you to move the worksheet by
clicking and dragging the pointer and resize the worksheet by dragging the arrows.

Saving and Closing the Worksheet

Microsoft Excel provides many ways to save a file. It is important to know how each functions
individually. There are many ways to save a worksheet.
1. On the Quick Access Toolbar, click the Save button or click the Office button and on the
drop-down menu click the Save command.
2. When you are saving a worksheet for the first time, the Save Dialog Box will appear.
3. Click the drop-down arrow in the Save in box to select where you want to save your
worksheet.
4. On the File name box, type your file name and click Save.

Closing the Worksheet

Closing a worksheet removes it from the screen. If the worksheet is not yet saved, MS Excel will ask if
you want to save your modified worksheet, then MS Excel closes.

1. Click the Office button and click the Close command.

2. You can also close the document using the Close Window button on the upper right corner
of the screen..

Viewing Previous Saved Worksheet

1. Blank Worksheet: Once you launch Excel you will be greeted with an empty workbook with
three worksheets.
2. To open an existing file, you can use the quick access toolbar or click on the Office Button.
3. On the Open dialog box, click the drop-down arrow to display the list of available drives and
locate the drive containing your file.
4. Choose the File name where your worksheet was saved, then click open.
Getting Help

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 Microsoft Excel provides an excellent Help feature. While working in Excel, to get the Help feature, just
press F1 on the keyboard or click the Help icon in the Ribbon.

3. Performing Calculations
What is a Formula?

Formula is used to calculate values. You may use an equal sign or the Autosum function to build a
formula.
Texts are letters, symbols, numbers and spaces or any combination that you enter into a cell.
Value is a number that you enter into a cell that you may use in a formula. You may include in the
value numeric symbols such as decimal point, comma or currency.
Arithmetic operation

SIGN OPERATION EXAMPLE MEANING

+ Addition
- Subtraction
* Multiplication
/ Division
^ Exponentiation
=A5+B5 Adds the values of cell A5 and B5
=A5-B5 Subtracts the value of cell B5 form A5
=A5*B5 Multiplies the values of cells A5 and B5
=A5/B5 Divides the value of cell A5 by B5
=B5^3 Increases the value of B5 to the third power

Entering Formulas
An excel formula always begins with an (=) sign.
Example: On cell E5, type =B5+C5+D5 then press the Enter Key.

###, symbol display in the cell if the number is too long to fit within the cell boundaries.

Formula Error Messages

If the formula does not work, Excel will display the following messages wherein you should modify your
data or formula.

#DIV/0! Attempts to undefined operation of dividing by zero.

#VALUE! Tries to calculate something that is not a value such as text.
#REF! Addresses a cell that does not exist such as deleted cell.
#NAME? Uses a cell name that you have not defined or was misspelled.
#NUM! Attempts an impossible mathematical operation

What are Functions?

Functions are built-in formulas you can use to make your worksheet construction easier.

Parts Description
=SUM Calculates the sum of the values of a range of cells
=AVERAGE Calculates the arithmetic mean of a range of cells or values
=MAX Gives the maximum value in a range of cells or values
=MIN Gives the minimum value in a range of cells or values
=COUNT Counts the number of cells in a range of cells or values
=IF Shows a series of calculations using the same formula but a different value
for each calculation to determine whether the formula is true or false

Using the VLOOKUP Function

HLOOKUP used when the table direction is horizontal or across the worksheet

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 VLOOKUP used when the table direction is vertical or down the worksheet. The most widely used. The
most general form of this function is:

=VLOOKUP(search argument, table range, column number )

Example: =vlookup(K9,N3:O7,2)

Fill Handle
A small black dot or square in the bottom right corner of the active cell

Placing the Dropdown List Box

Dropdown List box allows you to easily make data entries or limit the entries to the items that you
define. You can add validation setting on a single cell or range of cells to be able to create a
dropdown list of possible entries for the cell or cells.

1. Select the cell where you want to place the validation drop-down list box.
2. Click the Data tab, go to the Data tools group and click the Data Validation drop-down
arrow and select Data Validation.
3. On the Data Validation dialog box, click the Settings tab.
4. On the Validation Criteria Allow, select List.
5. On the Source, type the list separated by a comma and do not put spaces in between them
and click OK.
6. Go back to the worksheet and you will see a drop-down arrow on the cell.
7. Click the drop-down arrow to show the list you have created.

4. Modifying/Formatting a Worksheet Data

Formatting is the process of changing the appearance of the data in worksheet cells. Formatting does
not change the text or numbers in the cell.

Worksheet Data

The data in a worksheet can be copied, deleted or moved to any other cell within the worksheet. When
you copy an item, Excel saves it in memory, using a temporary storage area called the Clipboard.

When you copy or cut cells, a marquee appears around the cell indicating the area copied or cut.
You can even paste copied or cut cells to other worksheets/workbooks without losing the marquee.

The standard windows short keys are:

CTRL - C for copy CTRL - V for paste CTRL - X for cut

CTRL – Z for undo CTRL – Y for redo.

Modify the Font, Font Style and Font Size

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You can change the text’s attributes such as font; font style and size even after you have created
and saved your worksheet.

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

2. Click the Home Tab, go to the Font group and click the drop down arrow and select the Font.
3. Besides the font, you can find the drop-down arrow for the Font Size options.
4. Below the Font, you can select from different styles like Bold, Italics and Underline options.
5. Besides the font styles, you can find the drop-down arrow fro Font and Fill Color options.
6. Click the Dialog Box launcher to display the Format Cell Dialog Box.

Note: When you move your mouse over the font options, the selected text in the cell or group of cells
will display a preview of the outcome if you will select the particular options. The modified font will only
be applied after you have clicked the option you have chosen.

Adding and Removing Borders and Colors to cells

Borders are lines that help to distinguish columns or rows and help separate group of related
information in the worksheet. There are two ways where you can add and remove borders. One is
from the Font group on the Home Tab and the other one is form the cell on the Home Tab.

Hiding and Displaying Rows and Columns

You may hide rows and columns if you do not need them for the meantime, you do not want to display
some information, or when a worksheet is too long.

1. Select the range of rows and columns you want to hide.

2. Click the Home Tab, go to the cells group and click the Format button.
3. Select the Hide and Unhide command and choose from the options in the pop-up menu.
4. Or, you can right click the mouse on the row or column header and on the Context Menu,
click Hide or Unhide.

Alignment Tab in the Format cells dialog box assists in positioning data in a cell. This tab includes:

Horizontal - These options control the right or left alignment within the cell.
Vertical - These options control the top-to-bottom position of cell contents within cells.
Orientation - These controls align text at virtually any angle within a cell.
Text Control - Three options to wrap text, reduce cell contents until they fit in the current cell
width, and merge cells into one.
Text Direction - The options on this list format individual cells for right-to-left languages.

The Format Cells option controls the display characteristics of the data in the cell. Formats do not affect
the underlying numeric or text values in cells. Example: if you type a number with 6 decimal places into
a cell that is formatted with 2 decimal places, the number is displayed with only 2 decimal places.
However, the underlying value isn’t changed, and Excel uses the underlying value in calculations.

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 Category Description
General Unless you specifically change the format of a cell, Excel displays any text or number
under the General category.
Number Gives you options to display numbers in integer, fixed-decimal, and punctuated
formats.
Currency You can select which currency symbol, if any, precedes (or trails) the number from
Symbol drop-down list, which includes more than 250 different currency symbols.
Accounting Formats needed by accounting professionals allowing ease in creating profit and loss
(P&L) statements, balance sheets, and other schedules that conform to generally
accepted accounting principles (GAAP).
Percentage It displays numbers as percentages. The decimal point of the formatted number
moves two places to the right and a percent sign appears at the end of the number.
Fraction Displays fractional numbers as actual fractions rather than as decimal values.
Scientific Display numbers in exponential notation.
Text Indicates that the entry in the cell is to be treated as text, even if it’s a number
Special The four Special formats generally include two ZIP Code formats, a phone number
format and a Social Security number format. Using each of these special formats, you
can quickly type numbers without having to enter the punctuation characters.
Custom Can create custom number formats using special formatting codes.
Date & Time Formats display date and time serial numbers as date values.

Worksheet Protection
Protect Sheet prevents unwanted changes to the data in a sheet by specifying what information can
be changed. You can specify a password that can be entered to unprotected the sheet and allow
these changes.
Freezing Panes

Freeze Pane command allows you to freeze a portion of the worksheet while you can scroll to other
parts of the worksheet.
Freeze Pane Options:
 Freeze Panes – keep rows and columns visible while the rest of the worksheet scrolls
 Freeze Top Rows – keep the top rows visible while scrolling through the rest of the worksheet
 Freeze First Column – keep the first column visible while scrolling through the rest of the
worksheet
5. Designing Worksheet
Inserting Pictures
1. Go to cell where you want insert a picture.
2. Click the Insert Tab, go to the Illustration group and click the Insert Picture from the File button.
3. On the Insert Picture dialog box, select from the look In box the location of the picture in your
dictionary and click Insert.
4. Choose the picture and click Insert.
5. To move the picture, click the edge of the picture and when the four headed arrow appears
move the mouse to the location. To resize, click the corner of the picture and when headed
arrow appears drag you mouse pointer.
6. Click anywhere outside the picture to deselect the command.

Inserting ClipArt Images

Clip Arts are graphic images that you can place on your worksheet.
1. Click the Insert tab, go to the Illustrations group and click the Clip Art button.
2. On the Clip Art panel, click Go and choose a Clip Art you want to insert.
3. On the pop-up menu, click Insert.

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 4. Or you can simply double click the Clip Art the same way as you do with the WordArt and
Text box.
Inserting/Formatting Arrow, Lines and Shapes

To resize or move the lines and shapes:

 Click the corner of the shape and a double-headed arrow will appear; (move the arrow to
resize)
 Click the edge of the shape and a four-headed arrow will appear; (click the arrow and drag
it to a new location)

Inserting WordArt
WordArt will allow you to create pre-selected graphic text with shadows, curves, vertical, diminishing
and flows.

6. Excel Charts and Links

What is Excel Chart?

What is a Chart? Chart is a graphic or diagram that displays data or the relationships between sets of
data in picture form.

MS Excel Chart is a visual presentation of a worksheet data. Appears either as objects embedded I a
worksheet or on their own workbook sheet.

Chart Types

Name Description
Column Chart Plots each series values using vertical bars. This is good for comparing
individual values when that chart data category is time.
Bar Chart Plots each data series values using horizontal bars. This is good for
comparing individual values when the data category is not time.
Pie Chart This type displays the contribution of each value to a total.
XY Scatter Chart This type uses two value axes gridlines to plot pairs of data points in a line.
This is the most powerful and useful chart because it visually shows the
correlation between two data series.
Area Chart Plots data series as cumulative lines. The first data series values are plotted
in a line. Then the second data series values are plotted in a line that get
stacked on top of the first line and so on.
Doughnut Chart Plots data series in rings, with each value in the series represented as a
segment of the doughnut (ring)
Radar Chart Plots data series value using a separate value axis of each category.
Value axis radiate from the center of the chart.
Surface Chart Plots data series as lines of a grid. This is useful from creating rectangular
data maps. A data map plots values on a map using latitudinal and
longitudinal coordinates.
Bubble Chart This type compares sets of three values like a scatter chart with the third
value displayed as the size of the bubble marker.
Stock Chart This type requires four series of values in this order: Open-high-Low-Close.

Moving and Resizing a Chart

1. To move the graph, click the pointer to any blank space within the graph, the crosshair + will
appear.
2. Drag the crosshair + to anywhere you want to place the graph within the worksheet.

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 3. To resize the chart, click the mouse pointer to the corner of the graph and a double headed
arrow will appear.
4. Click the double headed arrow going to the left or right, up or down to increase or decrease
the size of the graph.
5. To move the chart, click the mouse pointer to the edge of the graph and a four headed arrow
will appear.
6. Click the four headed and drag the graph to the new location.
7. Click outside the graph to deselect.

What is Hyperlink?

Hyperlink creates a shortcut or link that opens a document stored in your computer or the Internet.

Assigning Hyperlink to a Text/Embedded Graphics

Editing the Linked Worksheet
Linking Data between Worksheets

7. Page Layout and Printing the

Page Layout Commands

Allow you to set up the margins, orientation, size, print area and other adjustments on the worksheet
page.

Margins command will allow you to set or change the top, right, bottom and left margins of your
worksheet.
Orientation command will allow you to set the paper vertically (portrait) or horizontally (landscape).
Size commands will allow you to select the size of the paper you will use.
Header located at the top of the worksheet
Footer located at the bottom of the worksheet
Gridlines are normal boundaries of cells in a worksheet

Page Setup

You can control the way how the worksheet will print on paper by using the Page Setup. You can
make adjustments on the paper orientation, margins, select page range and print quality.

1. Click the page layout tab, go to the Page Setup group where the commands to setup
the page is displayed such as Margins, Orientation, Size, Print Area and others.
2. You can also click the dialog box launch arrow to show the Page Setup dialog box.
3. The dialog box contains tabs such as Page, Margins, Herder/Footer and Sheet.
4. Click the sheet tab to set the print area or range of cells that you want to print. You can
also place heading on every printed page by setting the Rows to repeat at the top
command.
5. Click the margins tab to set the top, right, bottom and left margins.
6. You can proceed to printing by clicking the Print button or you can view the worksheet by
clicking Print Preview.

Specifying Paper Size and Print Quality

The margins control the data to fit on a page, and also the space available for headers and footers.

The Margins tab gives you control over the top, bottom, left, and right margins of your worksheet. The
default settings are 1 inch for the top and bottom margins and 0.75 inch for the left and right margins.
If you want a header or footer to appear on each page, the top and bottom margins need to be large
enough to accommodate them.

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Center on Page

Excel aligns sheets to the upper left corner of the printed page by default. If you want Excel to center
your printout on the page vertically, horizontally, or both, select the Center on page option.

Change Page Orientation

The Orientation setting determines whether Excel prints your worksheet vertically (Portrait) or horizontally
(Landscape). Portrait option gives more room for rows but less room for columns. Landscape gives you
have more columns but fewer rows on each page.

Previewing using Print Preview

You can see the preview of your work before you print it out.

1. On the office button, point the print and choose print preview in its sub menu.
2. Click close or go directly to Page Set up for any format or text adjustments.

Printing the Worksheet

Before printing the Worksheet, one needs to make sure that it will appear presentable. To set options
affecting the appearance of your printed pages, choose Page Setup Option under Page Layout Tab.
The various tabs of the Page Setup dialog box let you set your printout’s orientation, scaling, margins,
headers and footers, and page numbering.

There are many ways to print a worksheet.

1. Click on File and choose PRINT. If you’d like to only print certain pages, then use the “Print
Range” section of the Print dialog box and choose which pages you would like to print.
2. When the Print dialog box appears, select the printer, print range, number of copies and other
settings and click OK.
3. You can also preview by clicking the Preview button.
4. Another ways is to click the Office Button and on drop-down menu click the Print command.
Select from the options Print, Quick Print or Print Preview.

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