MS-EXCEL 081
Microsoft Excel
1. What is Microsoft Excel?
ü Microsoft
Excel is a program used to organize, calculate, and analyze data in a table
format. It’s like a big digital grid where you can do math and keep track of
information.
2. Key Parts of Excel
- Cells:
Small boxes in the grid where you can enter information. Each cell has
an address like A1, B2, etc.
- Rows:
Horizontal lines of cells. Each row is numbered.
- Columns:
Vertical lines of cells. Each column is labeled with letters.
- Worksheet:
A single sheet within an Excel file. You can have multiple worksheets
in one file.
- Workbook:
The whole file that contains one or more worksheets.
3. Basic Functions
- Entering
Data:
Click on a cell and start typing to enter information like numbers or
text.
- Formulas:
Special equations to do math with your data. Start a formula with =.
For example, =A1+B1 adds the values in cells A1 and B1.
- Functions:
Predefined formulas to perform calculations. Common ones include:
o
SUM: Adds numbers.
For example, =SUM(A1:A5) adds all numbers from A1 to A5.
o
AVERAGE:
Calculates the average. For example, =AVERAGE(B1:B5) finds the average of
numbers in cells B1 to B5.
o
MAX: Finds the
highest number. For example, =MAX(C1:C5) shows the highest value in cells C1 to
C5.
o
MIN: Finds the lowest
number. For example, =MIN(D1:D5) shows the lowest value in cells D1 to D5.
4. Formatting Cells
- Bold,
Italic, Underline: Change the appearance of
text. Highlight the cell(s) and click the buttons to make text bold,
italic, or underlined.
- Colors:
Change the background color or text color. Click on the paint bucket
icon to fill a cell with color, or the text color icon to change text
color.
- Borders:
Add lines around cells. Click the border icon to add or change cell
borders.
5. Advanced Features
- Charts:
Visualize data with graphs. For example, create a bar chart to show
scores or a pie chart to show percentages.
o
Creating a Chart:
Select your data, then click on the “Insert” tab and choose the type of
chart you want.
o
Formatting Charts:
Change the chart style, add labels, or adjust colors to make your chart look
better.
- Conditional
Formatting:
Change the appearance of cells based on their values. For example, you
can highlight cells with scores below 50 in red.
o
Applying Conditional Formatting:
Select cells, go to “Home” tab, and click on “Conditional Formatting” to set
rules.
- Sorting
and Filtering:
Organize your data.
o
Sorting:
Arrange data in order. For example, sort a list of names alphabetically.
§
How to Sort:
Click on a column header, then go to the “Data” tab and choose “Sort A to Z”
or “Sort Z to A.”
o
Filtering:
Show only certain data. For example, filter a list of students to show only
those with grades above 90.
§
How to Filter:
Click on the column header, then go to the “Data” tab and click “Filter.”
Use the drop-down menu to choose what to display.
- Freezing
Panes:
Keep part of your worksheet visible while scrolling. For example, keep
the header row visible as you scroll down.
o
How to Freeze Panes:
Go to the “View” tab, click “Freeze Panes,” and choose the option you need.
6. Advanced Functions
- IF
Function:
Makes decisions based on conditions. For example, =IF(A1>50,
"Pass", "Fail") will show “Pass” if A1 is greater than
50, and “Fail” if it’s not.
- VLOOKUP:
Finds information in a table. For example, =VLOOKUP(E1, A1:B10, 2,
FALSE) looks for the value in E1 in the first column of the range A1
and
returns the corresponding value from the second column.
- HLOOKUP:
Similar to VLOOKUP but searches in rows instead of columns.
7. Tips for Using Excel
- Use
Formulas:
Learn basic formulas to do quick math.
- Save
Often:
Regularly save your work to avoid losing data. Use “Save As” to create
backups.
- Practice
Shortcuts:
Learn keyboard shortcuts to speed up your work. For example, Ctrl+C to
copy and Ctrl+V to paste.
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