2. Lesson 1
THE WORKBOOK AND ITS ELEMEN
What is a Worksheet?
A worksheet is a single layer or sheet within the workbook. A worksheet
may contain data and charts. You can add several worksheets within a
single workbook to organize your data. Similar information is grouped
together to make it easier to locate and use data. The worksheets in your
workbook may then be organized based on their contents and purposes.
The columns are vertical alignments of cells in the worksheet and are
referred to by letters. The rows are horizontal alignments of cells and are
referred to by numbers. There are 16,384 columns and 1,048,576 rows in
one worksheet of MS Excel 2007
Adding New Worksheets
By default, upon opening a new workbook in MS Excel, three blank
worksheets are automatically included in it. If you need to add new
worksheets, follow any of the steps presented below:
3. Option Number 1
• Click the Insert Worksheet button at the last tab to the right.
Option Number 2
• From the Home Tab, under the Cells Group, click the down arrow
for Insert. Select Insert Sheet from the choices.
Option Number 3
• Right-click any worksheet, from the choices, select
Insert. In the Insert dialog box, select worksheet then
click OK.
4. Option Number 4
• Press <Shift> + F11 on the keyboard.
Modifying Worksheets in a Workbook
• To change the order of worksheets in the tab, click a sheet tab and drag it to the
desired position.
• To name or rename the worksheet, double-click the sheet tab then type your
desired sheet name. Alternatively, you can also right-click the sheet tab and select
Rename.
• To select all worksheets, right-click a sheet tab and click Select All Sheets.
Moving or Copying Sheets
1. From the Home Tab, under the Cells Group, click Format. Select Move or Copy
Sheet from the choices.
2. In the To book: box, click the workbook where you intend to place the sheets.
3. To move or copy the selected sheets to a new workbook, click (new book).
4. In the Before sheet: box, click the sheet before which you want to insert the
moved or Copied Sheets. (If you want to copy the sheets, make sure to check the
Create a copy check box.)
5. Adding Color to Sheet Tabs
1. Select the sheet to which you want to add color.
2. From the Home Tab, under the Cells Group, click Format. Point to Tab
Color.
3. Click on the color you want. If your desired color is not in the choices,
click More Colors.
Displaying or Hiding Sheet Tabs
1. Select the sheet which you want to hide.
2. From the Home Tab, under the Cells Group, click
Format. Point to Hide & Unhide and select Hide
Sheet from the choices.
To unhide sheets, from the Home Tab, under the Cells Group, click
Format. Point to Hide & Unhide and select Unhide Sheet from the
choices. From the unhide dialog box, select the sheets that you want to
unhide.
6. Definition of a Range
A range is a rectangular selection of cells defined by the bottom right cell
references. These are often referenced for formulas, printing, and
designating information to be copied or cut.
A column range is named after the topmost cell
followed by a colon (:), then followed by the
bottom-most cell. From the example, we can say
that the name of the range is B2:B6.
A row range is named after the leftmost cell
followed by a colon (:), then followed by the
rightmost cell. From the example, we can say
that the name of the range is B2:D2.
A grid range is named after the top-
leftmost cell followed by a colon (:), then
followed by the bottom-rightmost cell.
From the example, we can say that the
name of the range is B2:D6.
7. Lesson 2
TYPES OF DATA
What is Data?
Data is said to be “raw” since processing is not yet done.
This means that the data is not yet subjected to any
mathematical operation, like addition or subtraction. For
example, you typed the numbers 10 and 12 into the cells
of an MS Excel spreadsheet. These numbers are still
considered “raw data” because you have not yet done
anything to them. No adding, subtracting, or any
operation was made. .
8. Types of Data
In a spreadsheet, there are three basic types of data that can be entered:
1. TEXT – Text includes letters, numbers, and symbols. A data entry containing
letters and numbers is always treated as text, which has a value of 0 (zero) if
used in calculation. You can observe in your spreadsheet that text will
automatically be aligned on the left of a column. A label is an example of a
text entry. It is used to identify data in a spreadsheet. Labels do not have a
value associated with them. From the example on the right, the labels are
computer ledger, car loan, interest, number of payments and monthly
payment.
2. CONSTANT - A constant is an entry that has a specific or fixed value. For
example, if someone asks for your age, you will definitely reply with a specific
answer. Surely, other people will have different answers, but age is a fixed
value for each person.
3. FORMULA - Formulas are entries that contain an equation which helps us
compute values using the data we have entered in the spreadsheet. We do not
type in the numbers we are looking for in the cell. Instead, we enter the formula
in the spreadsheet. The result can be obtained after pressing the <Enter> key.
9. Creating a Formula:
You can create your own arithmetic formula. Just follow the steps
enumerated below:
In the cell where you want to create the formula, type = (an equal sign).
1. The = is the signal for MS Excel that you are creating a formula.
2. Either type the number in the cell or click the cell you want to refer to.
3. Add an arithmetic operator (these are shown on the next page).
4. Enter another number or click another cell.
5. Continue to build the arithmetic expression in this way.
6. Press <Enter> when you are done.
10. The Order of Operations
The order of mathematical operations follows a conventional way for
everyone to interpret a mathematical expression in the same manner. This
simply means that a long time ago, people decided on an order in which
operations should be performed to make communication a lot easier and
to get the same result.
Referring to Cells in a Formula
Whenever you want to create a formula that will use the data in a cell, you
may refer directly to the cell by its address. While writing a formula, you
can insert a cell reference by clicking in the cell or you can type the cell’s
reference address.
Cell Referencing In Spreadsheets
We will now explore an important concept in MS Excel - cell referencing.
This is a method in which you refer to a cell or series of cells in a formula.
Two types of cell referencing will be discussed in this lesson: relative cell
referencing and absolute cell referencing.
Relative Cell References
Look at the first spreadsheet. As you can see, we are only adding together
the numbers in cells A1 and A2 and putting the answer in cell B2. But
suppose we want to copy the formula in cell B2 to cell B3. You can try this
on your computer and see what happens.
11. Absolute Cell References
If you want to keep a reference to the original cells, for instance, A1 and
A2, you need to use Absolute Cell Referencing. Absolute cell referencing is
done with the dollar sign ($) placed before the column letter and before
the row number. In our example, to make the cell reference the same for
B3, change your formula for B2 to:
Then copy and paste the new formula into cell B3. Your spreadsheet will
look like the one below. Using absolute cell references keeps the formula
and the cell references constant.
12. Lesson 3
FORMATTING WORKSHEETS
Highlighting Cells and Ranges
Cells, columns and rows should be highlighted for modifications. To
highlight multiple cells, click on a cell and drag the mouse. To
highlight all cells in a worksheet, click the Select All Button.
13. Entering Text
To enter text in a cell, click on the cell to activate it and type the text.
Though the text may seem to overlap in the next cell, the data is contained
in that cell only. Press the <Enter> key to go to the next cell.
Using Auto-Fill in Text
Type data in a cell, then press <Enter>. Highlight the cell again and place
the cursor on the lower right corner of the cell until the plus (+) sign
appears. Click and drag the mouse. When the text you entered has a
pattern (for example days of the week, or months of the year), MS Excel
would automatically follow the pattern.
14. Using Auto Fill in Numbers
To enter the same number in a series of cells, employ the same steps in
using auto-fill text. You can also enter a succession of numbers; just enter at
least two numbers from two different cells as reference for the succession of
numbers to be generated by auto-fill. Highlight the cell again and place the
cursor in the lower right corner of the cell until the plus (+) sign appears.
Click and drag the mouse.
Modifying Text in Cells
Text in the worksheet can be modified just like in MS Word.
The text format (bold, italic, underline) font and font size, and
text color are some of the text formats that you can modify.
15. Wrapping Text or Shrinking Text to Fit Cells
To keep the text from overlapping or extending beyond the ‘edges’ of the
cell, you can wrap the text so that the cell will lengthen to accommodate
the data in it. You can also choose shrink to fit, for the text to fit the size of
the cell. To wrap text or shrink text to fit cells, click the dialog box launcher
of the alignment group. When the Format Cells dialog box appears, select
the text control you prefer. Alternatively, you can also use the command
button for wrap text which is under the Alignment Group of the Home tab.
16. Merging cells
Merging cells extend the contents of a cell to another cell or multiple cells.
But you should take note, if each of the cells has data, only the upper-left
most data are kept. To merge cells, click the dialog box launcher of the
alignment group. When the Format Cells dialog box appears, click Merge
Cells. Alternatively, you can also use the command button for merge which
is under the Alignment Group of the Home tab. To choose the alignment
that you prefer, click the drop down arrow and select which you want.
17. Entering numbers
Numbers are treated differently from letters in MS Excel. Text will
automatically be aligned to the left, while numbers will be aligned to the
right. To format numbers, click the dialog box launcher of the number
group and choose which is appropriate from the list.
18. Borders and Shading
You can customize the borders and shadings of cells by clicking Format
Cells which is under the Cells Group of the Home Tab. In the drop down
menu, click Format Cells and make your adjustments with the borders and
shadings of your worksheet. Alternatively, you can also use the command
button for Border from the Font Group of the Home tab to adjust your
borders.
19. Lesson 4
SORTING AND FILTERING DATA
Sorting Data in Multiple Columns
Data in multiple columns can be sorted per column. For example, your
teacher can arrange the data in the table below alphabetically, or rank
them based on grades in each subject
20. Sorting Data
Select the range of cells that you want to sort. Remember to include the
whole table or else you will have a spreadsheet where the data do not
relate to the real information.
1. Under the Data Tab, Sort and Filter Group, click Sort. (You can also find the
command under the Home Tab, Editing Group. Click Sort &Filter and select
Custom Sort)
21. 2. The Sort dialog box would appear which contains options wherein you
can set the preferences that you want. If your table has headers, check
the “My data has headers” box.
3. In the Sort by drop down list, click the down arrow to
reveal more columns that you can choose from. In the
example let us choose to sort the data based on the
Viewers Column.
4. In the Sort On drop down list, click the drop down
arrow to reveal more options to choose from. Since
in the example, numbers are to be sorted, let us
choose Values.
22. 5. In the Order drop down list, click the drop down arrow to
reveal more options to choose from. For the example, let us
choose Largest to Smallest which means that the data would
be sorted in descending order.
6. The buttons at the top portion can
come in handy especially if there are
two sets of data that are the same. By
using the “Add Level” button, you can
specify what to sort next. For example,
if there are two TV programs with the
same number of viewers, we could
specify that the names of the program
be sorted alphabetically, as seen on the
image on the right.
7. Click OK to sort the data.
23. * If your data does not involve multiple columns, you can use the Sort
buttons which are under the Sort & Filter Group of the Data tab. Select
the range of cells to be sorted and choose if it is to be sorted in ascending
or descending order. (You can also find the commands under the Home
Tab, Editing Group. Click Sort &Filter and select Sort A to Z or Sort Z to
A)
Custom List in Sorting Data
Based from the example above, you would notice that MS Excel sorts data
in ascending or descending order. However, what if you need to sort data
based on your own specifications? For example, look at the image below.
Excel could sort the data alphabetically – excellent, fair, good, poor, very
good (or vice versa). But what if the user wants to sort the data this way:
Excellent, Very Good, Good, Fair, Poor?
24. Filter Data in Excel
A list of data can be filtered based on its
content. Instead of looking at a list of data
one by one to look for the characters or
words you need, you can let the Filter feature
of MS Excel do the task for you. In Filtering
data, the list is not rearranged but only hides
the rows of data that do not contain what
you are looking for. To filter data, do the
following:
1. Click on a cell that is within the table.
2. Under the Data Tab, Sort & Filter Group, click Filter.
3. Click the drop down arrow next to the field
that you want to be filtered.
25. 4. Uncheck the box for “Select All” to clear all of the
checks next to each the data points in that particular
column. Afterwards, place a check mark next to the data
points that you want to filter. From the example, the data
point to be filtered is Amphibian.
5. Click OK. Notice that the spreadsheet would only display
animals which are classified as Amphibian.
6. To view all of the data again, click the Funnel Icon and click Select All. Then, click
OK.
