Introduction to Excel

Introduction to Excel

• Excel is a spreadsheet program developed by Microsoft.
• It's popular for organizing, analyzing, and visualizing data.
• Data is arranged in cells within rows and columns.
• Cells can contain numbers, text, formulas, and functions.

Key Features of Using Excel

• Worksheets and Workbooks: Excel documents are workbooks, containing multiple worksheets.
• Cells, Rows, and Columns: Data is entered into individual cells organized into rows and columns. Columns are labeled with letters (A, B, C...), and rows with numbers (1, 2, 3...). Cells are referenced using column letters and row numbers (e.g., A5, D2).
• Formulas and Functions: Excel allows calculations on data using formulas (user-created equations) and functions (predefined formulas). This covers mathematical, statistical, and financial tasks.
• Charts and Graphs: Excel has tools to create different charts/graphs for visual representation of data trends and patterns.
• Data Analysis Tools: Tools like sorting, filtering, and pivot tables make large datasets manageable for analysis.
• Conditional Formatting: Formatting cells based on specific conditions helps highlight important data points and trends.
• Data Import and Export: Excel supports importing/exporting data from various formats.
• Collaboration: Excel files can be shared and edited simultaneously in real-time.

Creating a New Workbook in Excel

• Sign in to office.com.
• Select Excel to open the online app.

Main Excel Interface

• Workbook: Main Excel document.
• Worksheets: Individual sheets within a workbook.
• Cells: Individual data points.
• Rows: Horizontal lines of cells.
• **Columns:**Vertical lines of cells.
• Formula Bar: Displays the value or formula for the active cell.
• Pointer: The active cell highlighted in the spreadsheet.
• Adding Sheets: Option to add new worksheets within a workbook.

Changing Permissions

• Editing: Make changes to the workbook.
• Viewing: View the file, but no changes allowed.

Renaming Workbooks and Worksheets

• Rename Workbook: Click the file name and rename it.
• Rename Worksheet: Click on the sheet name and rename it in a dialog box.

Inserting, Deleting, and Hiding Columns and Rows

• Column Operations: Select column, right-click, choose insert, delete, or hide.
• Row Operations: Select row, right-click, choose insert, delete, or hide.
• Unhiding: To un-hide columns/rows, select above or below the hidden content and right-click, select unhide.

Freezing Panes

• Excel lets you keep certain rows/columns visible while scrolling through the rest of the worksheet, ideal for large datasets.
• Can freeze rows and/or columns.
• Excel has options to unfreeze if needed.

Moving Cell Contents

• Select Cells: Drag to choose desired area.
• Cut Cells: Right-click, select "Cut."
• Navigate to Destination: Position to the desired cell.
• Paste Cells: Right-click, select "Paste" or use Ctrl+V.

Copying Cell Contents

• Select Cells: Click and drag to choose the area to copy.
• Copy Cells: Right-click, select "Copy."
• Navigate to Destination: Move to desired cell location.
• Paste Cells: Right-click, select "Paste" or Ctrl+V.

AutoFill

• AutoFill helps fill cells with sequences (repeating numbers, dates, text, etc.).
• It can fill adjacent cells with series of numbers and other data using a 'fill handle' by clicking a small square in a cell´s corner.

Number Formats

• Quick Number Options (in ribbon, right-click cell): general, number, currency, percentage, etc.)
• Increase/Decrease Decimal places in ribbon: used to adjust number output.

Charts

• Visual representations of data for trends and relationships.
• Common chart types include column, bar, line, pie, scatter.
• Customize using Chart Design and Format tabs.
• Add titles and labels to improve clarity.

Formulas and Functions

• Formulas and functions allow for calculations and data manipulation.
• The "Formulas" tab provides tools for using formulas and functions.
• Basic Arithmetic Operators (+, -, *, /) used to work with formulas.
• Cell references (e.g., A1) used within formulas to refer to specific data.
• Statistical Functions (SUM, AVERAGE, COUNT, MIN, MAX).
• Date and Time Functions (TODAY, NOW, YEAR, MONTH, DAY).
• Logical Functions (IF, AND, OR, NOT).
• Insert Functions: Use the "Insert Function" dialog box to choose/work with functions or type directly.

Conditional Formatting

• Conditional formatting formats cells based on specific conditions (e.g., data trends, outliers).
• Steps for applying conditional formatting: Select cells, go to the "Home" tab, choose conditional formatting rules, then set formatting options.

Sorting Data

• Sort data ascending or descending by selecting data, going to the "Data" tab, then select "custom sort".
• Advanced sort options available for complex sorts, sorting by multiple columns/multiple criteria, etc.

Filtering Data

• Filter data by selecting a range, going to the "Data" tab, and clicking the "Filter" button.
• Use filter options in the selected columns.
• To clear filters, select "clear" in the "Data" tab.

Creating a Table

• Select your data, go to the "Insert" tab, click "Table."
• Ensure that the "Create Table" dialog box displays your selected range.
• Optionally check the "Table with Header" checkbox.

Common Paste Special Options

• Paste Values: Paste only numerical contents without formulas or formats.
• Paste Formulas: Paste only the formulas without any formatting or values.
• Paste Formatting: Copy just the formatting styles.
• Transpose: Swaps rows and columns.

Workbook Protection

• Protect workbook, worksheets, or individual cells.
• Use passwords to restrict access for prevention from unwanted/unauthorized changes.
• Unprotecting the Workbook: Use the 'Unprotect Workbook' option in 'Review' tab. If protected, a password will be required to access unprotected mode.
• Use the 'Manage Protection' options for further protection features.