Review of Productivity Tools Microsoft Excel

Chapter 5: REVIEW ON PRODUCTIVITY TOOLS MICROSOFT EXCEL MICROSOFT EXCEL PART 1 – Overview of Microsoft Excel What is Spreadsheet and MS Excel? A spreadsheet is a sheet of paper that shows accounting or other data in rows and columns; a spreadsheet is also a computer application program that simulates a physical spreadsheet by capturing, displaying, and manipulating data arranged in rows and columns. Uses of Spreadsheet Program A program that allows you to use data to forecast, manage, predict, and present information. Microsoft Excel is the spreadsheet component of the M icrosoft Office Suite. It is used primarily to enter, edit, format, sort, perform mathematical computations, save, retrieve and print numeric data. Spread programs like MS Excel are tools that helps day -to-day transactions of organizations easier and more organized. The following are sample reports and documents that could be prepared and managed using M S Excel: Schools – Students grades, payroll, forms Sports – Individual and Team Statistics Personal – Checkbooks, household expenses Business – payroll, investments, accounting reports Offices – Forms, reports, data presentation Excel Window Parts and Functions M S Excel Screen Elements and their Functions Name Description Active cell indicator This dark outline indicates the currently active cell (one of the 17,179,869,184 cells on each worksheet). Collapse the Ribbon button Click this button to temporarily hide the Ribbon. Click it again to make the Ribbon remain visible. Column letters Letters range from A to XFD — one for each of the 16,384 columns in the worksheet. You can click a column heading to select an entire column of cells or drag a column border to change its width. File button Click this button to open Backstage view, which contains many options for working with your document (including printing) and setting Excel options. Formula bar When you enter information or formulas into a cell, it appears in this bar. Horizontal scrollbar Use this tool to scroll the sheet horizontally. Macro recorder indicator Click to start recording a Visual Basic for Applications (VBA) macro. The icon changes while your actions are being recorded. Click again to stop recording. Name box This box displays the active cell address or the name of the selected cell, range, or object. New Sheet button Add a new worksheet by clicking the New Sheet button (which is displayed after the last sheet tab). Page View buttons Click these buttons to change the way the worksheet is displayed. Quick Access toolbar This customizable toolbar holds commonly used commands. The Quick Access toolbar is always visible, regardless of which tab is selected. Ribbon This is the main location for Excel commands. Clicking an item in the tab list changes the Ribbon that is displayed. Tell me what you want to do Use this control to identify commands or have Excel issue a command automatically. User name The name (and associated image) of the person logged in. Ribbon Display Options A drop-down control that offers three options related to displaying the Ribbon. Row numbers Numbers range from 1 to 1,048,576 — one for each row in the worksheet. You can click a row number to select an entire row of cells. Sheet tabs Each of these notebook-like tabs represents a different sheet in the workbook. A workbook can have any number of sheets, and each sheet has its name displayed in a sheet tab. Sheet tab scroll buttons Use these buttons to scroll the sheet tabs to display tabs that aren't visible. You can also right-click to get a list of sheets. Status bar This bar displays various messages as well as the status of the Num Lock, Caps Lock, and Scroll Lock keys on your keyboard. It also shows summary information about the range of cells selected. Right-click the status bar to change the information displayed. Tab list Use these commands to display a different Ribbon, similar to a menu. Title bar This displays the name of the program and the name of the current workbook. It also holds the Quick Access toolbar (on the left) and some control buttons that you can use to modify the window (on the right). Vertical scrollbar Use this to scroll the sheet vertically. Window Close button Click this button to close the active workbook window. Window Maximize/Restore button Click this button to increase the workbook window's size to fill the entire screen. If the window is already maximized, clicking this button “unmaximizes” Excel's window so that it no longer fills the entire screen. Window Minimize button Click this button to minimize the workbook window. The window displays as an icon in the Windows taskbar. Zoom control Use this to zoom your worksheet in and out. Creating New File/Workbook When MS Excel is loaded for the first time: 1. Click Blank Workbook option. . When MS Excel is already loaded 1. Click File Tab, Click New menu then click Blank Workbook option. Saving File/Workbook Saving workbook for the first time or saving it to another location/folder 1. Click File tab, click Save/Save As or press CTRL+S/F12. 2. Choose Location/Folder (Documents) by clicking Browse menu. Take note: It is recommended to create your own folder to make your files organized and easy to manage. 3. Type file name. Click save. Saving existing workbook 1. Click File tab, click Save or press CTRL+S. Take note: This is used when saving an updated content of an existing workbook. Closing Workbook 1. Click File tab, then click Close menu of press CTRL+W Opening an Existing Workbook