OVERVIEW OF EXCEL
Excel consists of grid of cells, which is where all your data will be entered. Surrounding this grid are various tools and menus that allow you to perform a wide range of tasks.
Ribbon, Tabs, and Quick Access Toolbar
- Ribbon: The Ribbon is the strip of icons and menus at the top of the Excel window. It is divided into tabs such as Home, Insert, Page Layout, etc., each containing groups of related tools.
- Tabs: Each tab on the Ribbon corresponds to a specific set of functions. For example, the Home tab includes options for formatting cells, while the Insert tab allows you to add charts, tables, and images.
- Quick Access Toolbar: Located above the Ribbon, the Quick Access Toolbar provides shortcuts to frequently used commands like Save, Undo, and Redo. You can customize this toolbar to include the commands you use most often.
Creating and Saving Workbooks
- Creating a Workbook: A workbook in Excel is like a file that can contain multiple sheets (or worksheets). To create a new workbook, simply open Excel and select “Blank Workbook” from the start screen.
- Saving a Workbook: To save your work, click on the File tab and choose Save As. You can then select the location on your computer or cloud storage where you want to save your workbook. It’s good practice to save your work frequently to avoid losing data.
BASIC SPREADSHEET OPERATIONS
Entering and Editing Data
- Entering Data: Click on a cell to select it, then type your data. Press Enter to move to the next cell below, or use the arrow keys to navigate to other cells.
- Editing Data: If you need to change the data in a cell, double-click on the cell to enter edit mode, or select the cell and start typing. You can also use the formula bar above the grid to edit cell content.
Using Autofill and Flash Fill
- Autofill: Autofill is a powerful tool in Excel that allows you to quickly fill in data that follows a pattern. For example, if you type “January” in one cell and drag the fill handle (a small square at the bottom-right corner of the cell) down, Excel will automatically fill in the subsequent months.
- Flash Fill: Flash Fill automatically fills in values based on patterns it detects in your data. If you start typing a sequence that follows a certain pattern, Excel will suggest completing the sequence for you. Simply press Enter to accept the suggestion.
Working with Rows, Columns, and Cells
- Inserting/Deleting Rows and Columns: You can insert new rows or columns by right-clicking on the row number or column letter and selecting Insert. To delete, right-click and choose Delete.
- Adjusting Row Height/Column Width: To resize rows or columns, hover over the boundary line between row numbers or column letters, then click and drag to adjust the size.
- Merging Cells: Sometimes, you may want to combine multiple cells into one. Select the cells you want to merge, then click Merge & Center in the Home tab.
MANAGING WORKSHEETS
Adding, Renaming, and Organizing Worksheets
- Adding Worksheets: To add a new worksheet to your workbook, click on the + icon at the bottom of the Excel window, next to the existing sheet tabs.
- Renaming Worksheets: Double-click on the sheet tab name (like “Sheet1”) to rename it to something more descriptive.
- Organizing Worksheets: You can drag and drop sheet tabs to rearrange them in any order you prefer.
Moving, Copying, and Deleting Sheets
- Moving Sheets: Click on a sheet tab and drag it to a new location within the workbook.
- Copying Sheets: To make a copy of a worksheet, right-click on the sheet tab and choose Move or Copy. Select the option to create a copy and decide where the new sheet should be placed.
- Deleting Sheets: If you no longer need a worksheet, right-click on the sheet tab and choose Delete. Be careful, as this action cannot be undone.
Grouping and Ungrouping Sheets
- Grouping Sheets: If you need to apply the same action to multiple worksheets at once, you can group them. Click on the first sheet tab, hold Ctrl, and click on the other tabs you want to include in the group. Any changes you make will now apply to all grouped sheets.
- Ungrouping Sheets: To ungroup sheets, right-click on one of the grouped tabs and select Ungroup Sheets.