Computer Classes @ The Library

East Brunswick Public Library

Introduction to Microsoft Excel

at The Library
A 2 Hour Course for Beginners

What is MS Excel?
A spreadsheet program that provides convenient
methods for performing calculations and organizing
related data, through placement in rows and
columns
Uses for spreadsheets include :
- Creating and adjusting budgets
- Balancing your checkbook
- Creating an address book
- Financial forecasting

Additional capabilities of spreadsheet programs

include the ability to calculate, sort, graph, & copy
formulas
2

Class Goals and

Objectives
By the end of this course, participants will:
Be familiar with the components of the MS
Excel application window
Create, edit, format & save spreadsheets
Create, copy and paste formulas
Create graphs using data in the spreadsheets
and save them

Introduction to Microsoft Excel

www.ebpl.org

Computer Classes @ The Library

East Brunswick Public Library

More Goals and

Objectives
Be able to perform these basic functions:
Copy and paste (from the clipboard)
Save a spreadsheet
Print a spreadsheet
Open existing spreadsheets, edit and save
them
Use the Help menu
4

Getting Started
Opening the program:
1. Go to Start (bottom left corner of Task
Bar)
2. Click on Microsoft Office
3. Go to Microsoft Excel
4. Click on it once to open the program
5

The 2010 Application Window

File Tab

Quick Access Toolbar Commands

Dialog box
Launcher

Tab
Ribbon
Group
Cell
Column
Headings
Row
Headings

Active Sheet

Sheet tab

Formula bar
Horizontal Scroll Bar Vertical Scroll Bar6

Introduction to Microsoft Excel

www.ebpl.org

Computer Classes @ The Library

East Brunswick Public Library

More on the Application Window

Title Bar Gives the name of the worksheet and the

program that is running
Quick Access Toolbar Displays commands you use
most frequently
File Tab Use to open, create, save, close, and print
documents and to exit the program
Tabs These denote general activity area. Eight basic
tabs run across the top File, Home, Insert, Page Layout,
Formulas, Data, Review and View

Still More on the Application Window

The Ribbon Each tab has its own ribbon

showing various commands
The commands are arranged in groups of related
commands
Some groups have a dialog box launcher which
displays additional options related to that group

Yet More on the Application Window

1.

Scroll Bars
On right side and bottom of screen
Enable you to move around the open
worksheet

2.

Zoom Control

Located in the bottom right corner

of the worksheet
Used to set the magnification of the
worksheet
3.

View Control
Located below the horizontal scroll
bar
Used to set the view to Normal, Page
Layout or Page Break Preview

Introduction to Microsoft Excel

www.ebpl.org

Computer Classes @ The Library

East Brunswick Public Library

The Worksheet

Worksheet comprised of cells, rows and columns used to

create spreadsheets
Column Headings letters across the top of the worksheet
that identify the columns.
Row Headings numbers going down the left side of the
worksheet, which identify the rows
Cell Where you enter data and formulas to create worksheets
- Each cell has an address that consists of a column letter and
row number (A1, B4, C5, etc.)
Formula Bar Used to edit information in a cell and indicates
the cells location
Sheet Tabs Used to name, cut, copy, move and delete sheets
as well as indicate the active sheet

10

1st Exercise Creating a Worksheet

Click on the File tab, click on New and press Enter
The first worksheet we will create will be a budget
3. Use the mouse to select cell A1 in the top left hand
corner of the worksheet
4. Type the name of the worksheet in this cell (Example:
My Budget)
5. Make the title Bold by clicking on the B button in the
Font group on the Home tab
1.
2.

11

The Budget Entering Data

My Budget

Enter the following

information into the
worksheet by
following the steps
on the following two
slides:

January
Income
Salary

4000

Expenses
Food

100

Clothes

50

Utilities

50

Car Payment

300

Mortgage Payment

500

Total

1000

12

Introduction to Microsoft Excel

www.ebpl.org

Computer Classes @ The Library

East Brunswick Public Library

The Budget Entering

Data
First, we will enter the categories of our budget:

In Cell A5, type Income, then hit Enter

In Cell A6, type Salary, then hit Enter twice
In Cell A8, type Expenses, then hit Enter
In Cell A9, type Food, then hit Enter
In Cell A10, type Clothes, then hit Enter
In Cell A11, type Utilities, then hit Enter
In Cell A12, type Car Payment, then hit Enter
In Cell A13, type Mortgage Payment, then hit Enter
13

The Budget More Data

Enter time period and the amounts in each category:

In cell B4, type January - hit Enter twice

In cell B6, enter the monthly salary, 4000 - hit Enter 3
times
In cell B9, enter food expenses,100 - hit Enter
In cell B10, enter clothing expenses,50 - hit Enter
In cell B11, enter utility expenses,50 - hit Enter
In cell B12, enter car payment,300 - hit Enter
In cell B13, enter mortgage payment,500 - hit Enter

14

The Budget Totals

In order to obtain a total of our expenses for the month, use the
AutoSum button, which looks like this:
AutoSum

15

Introduction to Microsoft Excel

www.ebpl.org

Computer Classes @ The Library

East Brunswick Public Library

The Budget Entering Data

My Budget

The Total
should come
to $1,000:

January
Income
Salary

4000

Expenses
Food
Clothes

100
50

Utilities

50

Car Payment

300

Mortgage Payment

500

Total

1000

16

Copying Cells to an Adjacent

Location
Select the cells that you want to copy.
To extend budget for 1 year: select cells for January,
(B4:B14).
Hold mouse over the small box at the bottom right hand
corner of the range until the pointer turns into a thin plus
sign
Drag plus sign to the right to copy the desired number of
cells (in this example, we will copy to December, so drag it
to the M column)

17

Create a Formula
To create a formula to calculate your savings:
Give the category a heading Monthly Savings and type
that in cell A16.
Every formula must start with an = sign to let Excel
know that it is a formula as opposed to data or text.
Type an = sign in cell B16
Since savings = salary expenses, click on cell B6 for
salary, then type a minus sign then, click on cell B14 for
total expenses, and hit Enter
The symbols used in formulas are + for addition, - for
subtraction, * for multiplication, / for division

18

Introduction to Microsoft Excel

www.ebpl.org

Computer Classes @ The Library

East Brunswick Public Library

Inserting a Row
To insert a row for Entertainment Expenses:

Select the row above which you will enter the new row
by clicking on the appropriate number for the row
heading (in this case, we will add the row above utilities,
so select row 11).
Go to the Home tab and select Insert
Type in a name for the new category, Entertainment in
cell A11
Type in the expense figures for the category, $100.
Since our formula is already there, the new total will
appear

19

Creating a Chart
To create a graph of your expenses:
Select the expense categories and amounts for January
Click the Insert tab and in the Chart group, select Pie
Choose Exploded Pie in 3-D
Click the Move Chart icon in the Chart Tools toolbar.
Select New Sheet
Select the Layout tab and click Chart Title
Choose Above Chart
Type My Annual Budget and hit Enter

20

Formatting
To format your
worksheet:
Click on the
Dialog box
launcher in
the Number
group on the
Home tab
This brings up
the Format
Cells dialog
box

21

Introduction to Microsoft Excel

www.ebpl.org

Computer Classes @ The Library

East Brunswick Public Library

More on Formatting Cells

Tabs across the top:
Number - allows you to format the appearance of the
numbers in the worksheet
Alignment - justifies and wraps the text or figures in a
cell
Font - allows you to adjust the type and size of the font
Borders - enables you to place borders of different styles
and thickness to organize the data
Fill - allows you to fill the cells with colors or patterns
Protection prevents anyone from accidentally or
deliberately changing, moving, or deleting important data.
22

Saving a Workbook
To save your work:
Click on the File tab & then
Click Save As
Click on pull down menu Save In to select where to
save your workbook or navigate with the left pane to
browse to the desired location
Type a name for your workbook in the File Name
box
Select the type of workbook in Save as Type
Click on Save
23

2nd Exercise - Editing an Existing

Worksheet

Click on the File tab & then click Open - OR Select the Open folder icon on the Quick Access
Toolbar if you have placed the icon thereTo open workbook, Business.xls:
Navigate to the desktop and Double click on the
Training folder.
Double click on the Excel Basics folder.
Double click on the filename in the File Name list
box or
Single click on filename and click on Open
Businessl.xls will then display on the screen and be
available for editing
24

Introduction to Microsoft Excel

www.ebpl.org

Computer Classes @ The Library

East Brunswick Public Library

Copying Cells to a Non-Adjacent

Location
In order to copy cells to a non-adjacent location select the
cells that you want to copy:
To create a new business division:
Select the cells for January, (A4:M16).
Select Copy in the clipboard group on the Home tab
Click on the location that you want to copy to (Cell
A19)
Select Paste in the clipboard group on the Home tab

25

Sorting Data
Open up the address.xls file by navigating to it and double
clicking on the filename.
To alphabetize the entire address book:
Click on a cell within the data area
Click on the Data tab and then
Click on Sort
Click the drop down menu under Sort By and
Select Last Name
Then click OK

26

Printing
Go to the File tab and select Print
Your workbook will be displayed in Print
Preview mode
Use the Options section to:
Choose the printer
Select how many pages you want to print and how
many copies of each
Choose the orientation of the page, the paper size
and margins
Select duplex printing option (print double sided), if
available.

If it looks fine, click Print

27

Introduction to Microsoft Excel

www.ebpl.org

Computer Classes @ The Library

East Brunswick Public Library

Closing the Program

To close your work and the program:

Save each open workbook that you want to keep by going to

the File tab and then clicking Save/Save As OR
For already saved files, click on the floppy disk icon on the
Quick Access Toolbar OR
Click on the X in upper right corner of the workbook
window. The program will ask you if you want to save the
file. If not saved previously, the program will prompt you to
save it then.

Once all the workbooks are closed, go to file and exit or

click the X in the upper right corner of the title bar.

28

Wrap Up
Congratulations!

We have covered and know the parts of the

Excel Application Window.
We know how to create, edit & save
workbooks.
We have learned copying and pasting,
inserting rows, sorting, printing and how to
create charts using data in our workbook.

29

Introduction to Microsoft Excel

www.ebpl.org

10