Chapter 9 Introduction to MS Excel 2003

Introduction to Microsoft Excel 2003: MS Excel is an application program.

MS Excel is the most famous spreadsheet program.

We can use it mainly for calculations.

The advantages of using MS Excel: MS Excel can perform calculations well so that it used inside banks.

The results changed automatically when the values changed.

Excel can represent data in a form of charts.

Excel contains many built-in functions which used in calculations.

Helps us to enter data easily and also edit it when we need.

We can print a hard copy when we need.

Data types inside MS Excel: Text (letters & symbols & 124 124).

Numbers. (0 – 9)

Date. (9/2/2015)

Time. (08:23:18 PM) or (20:23:18) (12 & 24 systems)

Formulas. (=5*3^8)

The construction of MS Excel program:

Workbooks:

Excel files known as workbooks.

Workbook

is the place where we can enter data to save it inside files.

The first workbook takes the default name (Book1)Workbook contains by default 3

worksheets.

Worksheets:

Worksheets are looks like tables.

Worksheets composed from columns and rows.

Book1

Composed by default from 3 worksheets by the names

(Sheet1, sheet2 and sheet 3).

The number of work sheets able to be increased or decreased as we like.

Columns:

Each worksheet contains vertical columns.

Columns take letters from (A till IV) in each worksheet.

The number of columns in each worksheet is (256) columns. (28)

Rows:

Each worksheet contains horizontal rows.

Rows take numbers from (1 till 65536) in each worksheet.

The number of rows in each worksheet is (65536) rows. (216)

Notice: 256 × 256 = 65536

Cells:

Cells composed from the intersection between columns and rows.

A cell takes its name from (the letter of the column + the number of the row).

As (A1, B50, IV8, E600, DD200, ………….and so also)

Active cell:

Active cell is the cell that framed (outlined) with bold outline and its name appears

inside the formula bar (name box). Each worksheet contains only one active cell

where we can type now.

How to open MS Excel 2003:

1) Start.

2) All programs.

3) Microsoft office.

4) Microsoft Excel 2003.

Or: D-click on MS Excel icon which placed on the desktop.

MS Excel window interface (components) ( 11 ):

1) Title bar:

Placed at the top of the window, contains 3 control boxes, program logo, program

name and current workbook name.

- Contains a set of menus like (File – Edit -…..etc).

- Each menu contains a set of orders.

2) Standard toolbar:

Contains a set of the most common orders as a form of icons like

(new – copy – cut)

3) Formatting toolbar:

Contains a set of the most common orders which used in formatting as a form of

icons.

4) Formula bar:

Formula bar found only inside MS Excel.

Name box:the place where active cell’s name displayed.

Formula box: Where we can type the formula.

Right mark: To accept the formula.

False mark: To cancel (refuse) the formula.

Functions: To get a function like (sum, max, ……etc)

5) Scroll bars:

- To show the hidden parts of the worksheet.

- Two scrollbars (horizontal & vertical)

6) Statues bars:

At the bottom of the window.

6) Columns:

Vertical columns take letters from (A till IV).

7) Cells:

- The intersection between columns and rows makes cells.

Worksheets: - Three worksheet names which placed on Book1.

Navigation buttons: - To return to the first worksheet.

- To move to the last worksheet.

- To return to the previous worksheet.

- To move to the next worksheet.

Moving inside the worksheet(s):

Edit (Modify) cell contents: (2 ways) Double click over the cell or Press F2 from the keyboard.

Accept the entered formula: Click (Enter) key from the keyboard. Or Right mark from formula bar.

Cancel the entered formula: Click (ESC) key from the keyboard. Or false mark from formula bar.

Deferent between Save & Save as

Deferent Save Save as

Job Save To save changes. To save for the First time.

keyboard Ctrl + S F12

menu bar File – save File – save as

Deferent between Close & Exit

Deferent Close Exit

Job To Close the workbook. To exit MS Excel.

X in menu bar X in title bar.

File – close File – Exit

Chapter 10 Dealing with Worksheets

Fill series (Automatic complete) MS Excel provides us with many pre-saved lists which names.(Custom lists).

Custom lists already built-in inside MS Excel program.

Custom lists help us to fill a list of sorted items automatically and speedily.

Custom lists like (Months – Days – years - ……etc)

Auto-fill handle: We can use auto-fill handle in fill series.

Auto-fill handle placed in the lower left corner in each cell.

We can also use auto-fill handle to copy data and formulas.

Auto-fill handle can be used only in stacked cells inside (columns or rows).

We just type item(s) and use auto-fill to fill a list of sorted items.

Select [cell(s) – Row(s) – Column (s) – Worksheet] To make any changes inside Excel we must select (cells – columns – rows) first.

To select a cell: just single click over it.

To select a column: click on the head (Letter) of the column.

To select a row: click on the head (number) of the row.

To select worksheet: click (CTRL + A) from the keyboard.

Or click the cell which in the upper left

corner.

To select adjacent cells, rows or columns: Use (Shift) key

To select non-adjacent cells, rows or columns: Use (CTRL) key Copy, cut and paste. We can copy or cut cell(s) contents then paste it by:

1) Select the cell(s) (range) that we want to copy or cut its contents.

2) Open Edit menu then select (Copy or Cut).

3) Select another range.

4) Open Edit menu then select Paste.

OR use the icons which placed in the standard

toolbar.

Insert [cell(s) – Row(s) – Column (s) –

Worksheet]: a) To insert a new worksheet:

Open Insert menu.

Select Worksheet.

Example:

- To insert a worksheet before (Sheet2), Activate sheet2 then from Insert

menu select Worksheet. b) To insert a new column:

Select the column where the new column will replace it.

Open Insert menu.

Select Column.

Examples:

- To insert a column before column (B), select column (B).

- To insert a column between (A) and (B), select column (B).

- To insert a column after column (B), select column (C).

Take care:

- To insert three columns before columns (A, B and C), select columns (A,

B and C), then from Insert menu select Columns.

c) To insert a new Row:

Select the row where the new row will replace it.

Open Insert menu.

Select Row.

Examples:

- To insert a row before row (2), select row (2).

- To insert a row between (8) and (9), select row (9).

- To insert a row after row (10), select row (11).

Take care:

- To insert three rows before rows (1, 2 and 3), select rows

(1, 2 and 3), then from Insert menu select Rows.

d) To insert a new cell:

- Select the cell where the new cell will replace it.

- Open Insert menu.

- Select Cells.

Example:

- To insert a new cell instead of cell (B2), select (B2).

- The old cell (B2) can be moved down.

- The old cell (B2) can be moved right.

- The column (B) can be moved right.

(Entire column)

- The row (2) can be moved down (Entire row)

Take care:

- To insert three new cells, select three cells then from Insert menu select Cells.

Delete [cell(s) – Row(s) – Column (s) – Worksheet] a) To delete a worksheet:

Activate the worksheet.

Open Edit menu.

Select Delete sheet

b) To delete [Cell(s) – Row(s) – Column(s)]: Select [cell(s) – Row(s) – Column(s)].

Open Edit menu.

Select Delete.

Take care: - When we insert or delete (Rows – Columns – Cells),

The number of (Rows – Columns – Cells) still stable.

Chapter 11 Format cells

Rename[Worksheet] : (Two methods) a) Right click over worksheet tab then click (delete)

from shortcut menu.

b) Type the new name.

Or

a) From Format menu

select Sheet then Rename.

b) Type the new name.

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Hide [column(s)]: a) Select the column(s).

b) From Format menu select Column then Hide.

OR

a) Right click over the column(s).

b) Select Hide from the shortcut menu.

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Hide [Row(s)]: a) Select the row(s).

b) From Format menu select Row then Hide.

OR

a) Right click over the row(s).

b) Select Hide from the shortcut menu.

Unhide [column(s)]: a) Select a column before and a column after the hidden column.

b) From Format menu select Column then Unhide.

OR

a) Select a column before

and a column after the hidden column.

b) Right click over them.

c) Select Unhide from the shortcut menu.

Example: to unhide the column (D), select the columns (C) and (E).

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Unhide [Row(s)]: a) Select a row before and a row after the hidden row.

b) From Format menu select Row then Unhide.

OR

a) Select a row before and a row after the hidden row.

b) Right click over them.

c) Select Unhide from the shortcut menu.

Example: to unhide the row (2), select rows (1) and (3).

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Set the column’s width & row’s height.

Set the column’s width: (3 ways)

1) Select the column or a cell inside it.

2) From Format menu select Column then select Width.

3) Set the width value as we want.

Or From shortcut menu select Column width

Or we can set column width manually by mouse.

Set the Row’s height: (3 ways) 1) Select the Row or a cell inside it.

2) From Format menu select Row then select Height.

3) Set the Height value as we want.

Or From shortcut menu select Row Height.

Or we can set Row’s height manually by mouse.

Take care: we can set auto-fit size to any column by double click over the right

border (edge) of the column.

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Format cells. We can set many format styles over cells and its contents. (2 ways)

1) Select the cell(s).

2) From Format menu select Cells.

3) Format cells dialogue box will opened.

Or Right click over cell(s) then select Format cells.

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Format cells dialogue box contains 6 tabs: (1) Numbers tab:

By using this tab we can control

(number – data – time – currency)

styles from category.

(2) Alignment tab:

By using this tab we can control

(text alignment – orientation –

merge cells – text direction).

Take care:

Merge cells means remove

the borders between cells.

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(3) Font tab:

By using this tab we can control font

(color – type – size – style)

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(4) Border tab:

By using this tab we can

set a border to the selected cells.

(5) Patterns tab:

To set a shadow style for the selected cells.