Principles of Data

Management
Microsoft Excel Fundamental
Course Structure
1. Excel Fundamentals
2. The proper structure of organising data
3. Entering and editing text and formulas
4. Working with basic Excel functions
5. Modifying an Excel Worksheet
6. Formatting data in Excel Worksheet
7. Inserting Images and Shapes
8. Printing an Excel worksheet
1.0 Introduction to Microsoft Excel
Microsoft Excel is a powerful electronic spreadsheet program you can use to
automate accounting work, organize data, and perform a wide variety of tasks.
Excel is designed to perform calculations, analyze information, and visualize data
in a spreadsheet. Also this application includes database and charting features.
To launch Excel for the first time:
1. Click on the Start button.
2. Click on All Programs.
3. Select Microsoft Office from the menu options, and then click on Microsoft Excel
2019
1.1 Excel User Interface

The purpose of the window features is to

enable the user to perform routine tasks
related to the Microsoft applications.

All the Office applications share a

common appearance and similar
features. The window features provide a
quick means to execute commands.
Here are some pertinent Excel features:
1.2 Spreadsheet Terms
1.3 Mouse pointer styles
The Excel mouse pointer takes on many different appearances as you move around the
spreadsheet. The following table summarizes the most common mouse pointer appearances:
1.4 Basic steps for creating a spreadsheet

When creating a spreadsheet, it is recommended to do the

following steps:
1. Made a draft of your spreadsheet idea on paper.
2. Enter the data from your draft onto the actual spreadsheet.
3. Format your data after entering onto the spreadsheet.
4. Calculate data by using mathematical formulas.
5. Save the document.
6. Preview and Print the spreadsheet
 2.0 How to properly structure your data
It is important to to structure your data in your worksheet from the start. As this will save a lot of time
moving forward when you want to analyse and visualise your data

Data Calculation Visuals /

(with proper column
headers and no blanks
(where you do all
calculations and pivot
Dashboard
(where you visualise
in between data) table)
summary of your data)

Sheet 1 Sheet 2 Sheet 3

3.0 Entering data
1. Create a new spreadsheet
2. Click on any of the cells
3. Type in your text or number
4. It is always a good practice to
name your sheet.
3.1 Adjust Column Width
3.2 Type Text and Numbers
Use the plus sign mouse pointer to select a cell then begin typing in that cell to
enter data. If there is existing text/data in a cell, the new text will replace the
existing text. Press the Enter or Tab key after typing text in a cell.

1. Type the following text and numbers in rows 10 and 11:

3.3 Insert and Delete Rows and Columns
Insert rows and columns to add information between existing rows or columns of
information.
4.0 Create Formula
You can create any type of math calculation on your own using the following
mathematical operators:
4.1 Basic steps for creating a formula:
1. Click in the empty cell which will contain the formula.
2. Type an equal sign (=).
3. Type the cell address or click the cell that contains the first number.
4. Type the math operator (+ - / * ^).
5. Type the cell address or click the cell that contains the second number.
6. Continue in this manner until the formula is complete.
7. Use parenthesis for clarification.
8. Press the Enter key.

The following image depicts various formulas in an Excel spreadsheet which will be created
in a following exercise:
4.2 Relative and absolute references concept in Excel
By default, a cell reference is a relative reference, which means that the reference is relative to the
location of the cell. If, for example, you refer to cell A2 from cell C2, you are actually referring to a
cell that is two columns to the left (C minus A)—in the same row (2). When you copy a formula that
contains a relative cell reference, that reference in the formula will change.

As an example, if you copy the formula =B4*C4 from cell D4 to D5, the formula in D5 adjusts to the
right by one column and becomes =B5*C5. If you want to maintain the original cell reference in this
example when you copy it, you make the cell reference absolute by preceding the columns (B and
C) and row (2) with a dollar sign ($). Then, when you copy the formula =$B$4*$C$4 from D4 to D5,
the formula stays exactly the same.
Less often, you may want to mixed absolute and relative cell references by preceding either
the column or the row value with a dollar sign—which fixes either the column or the row (for
example, $B4 or C$4).

To change the type of cell reference:

1. Select the cell that contains the formula.

2. In the formula bar Button image, select the reference that you want to change.

3. Press F4 to switch between the reference types.

4.3 Basic excel functions
➢ Sum
Adding is the most common function performed in Excel. The SUM function adds
values. Specify values, individual cell addresses and/or range addresses in the
numberx variables.

syntax =SUM(number1,number2,...)

➢ Average
An average sum all values and divides by the total number of values. Specify values,
individual cell addresses and/or range addresses in the numbers variables.

syntax =AVERAGE(number1,number2,...)
➢ Max
Maximum indicates the largest value in the designated list of numbers.

syntax =MAX (number1, number2,...)

➢ Min
Minimum indicates the smallest value in the designated list of numbers.

syntax =MIN(number1,number2,...)
5.0 Formatting fonts
Character formats include changing the font, point size, and style of text or numbers.
The fastest way to change fonts is to use the associated buttons on the Home ribbon:

1. Select cell A1, and Increase the point size for the title, by clicking on the drop-
down arrow on the Font size button.

2. Select cell range A3:E3, and then click on the Bold button to bold text.
5.1 Format Numbers
Excel gives many types of numeric formats including currency, percent, comma, scientific,
etc. On the Home ribbon, the numeric formats are in the Number group. Select the drop-down
arrow next to General to view all format types. Select a range of cell/s before choosing
format. In fact, this range can include cell/s that does not yet hold data.
5.2 Cut, Copy, and Paste Text
Avoid retyping in Excel by moving or copying text and formulas. The following list
includes commands and definitions involved in cut, copy, and paste.
6.0 Borders and Shading
Use borders to separate different areas of the spreadsheet. Borders can be applied to
one cell or a range of cells. Use the Borders button, on the Home ribbon to apply
border styles. Also, the Fill Color button will add or remove color/shading for a cell
or range. When you apply borders to data on your spreadsheet, you may want to print the
data without gridlines (applying and removing gridlines is covered in the Preference section).

1. Use a border to emphasize the Total row for the Budget for Guest Speakers spreadsheet.
2. Select the cell range A12:E12.
3. Click on the Border drop-down arrow, located on the Home ribbon, and then choose the
Thick Box Border option.
3. Click on any single cell to deselect the range to see the border.
4. Select the cell range A12:E12 again.
5. Click on the Fill Color drop-down arrow, located on the
Home ribbon to add color/shading to this range.
7.0 Inserting Images and Shapes
Inserting a picture in your worksheet is an easy way to show information or add visual
interest. There are two ways to add a picture in Excel for the web.
➔ Insert Picture from your computer

1. Click the location in your worksheet where you want to insert a picture.
2. On the Insert ribbon, click Pictures.
3. Select This Device.
4. Browse to the picture you want to insert, select it, and then click Open.

The picture will be inserted in your worksheet.

➔ Insert Picture from Stock Images

To insert a picture from a collection of stock images, follow these steps:

1. Click the location in your worksheet where you want to insert a picture.
2. On the Insert ribbon, click Pictures.
3. Select Stock Images.
4. Browse to the picture you want to insert, select it, and then click Open.

The picture will be inserted in your worksheet.

8.0 Set or clear a print area on a worksheet
➔ Set one or more print areas

Avoid retyping in Excel by moving or copying text and formulas. The following list includes
commands and definitions involved in cut, copy, and paste.

1. On the worksheet, select the cells that you want to define as the print area.
2. On the Page Layout tab, in the Page Setup group, click Print Area, and then click Set
Print Area.
➔ Add cells to an existing print area

You can enlarge the print area by adding adjacent cells. If you add cells that aren’t adjacent to
the print area, Excel creates a new print area for those cells.

1. On the worksheet, select the cells that you want to add to the existing print area.
2. On the Page Layout tab, in the Page Setup group, click Print Area, and then click Add
to Print Area.
➔ Clear a print area

1. Click anywhere on the worksheet for which you want to clear the print area.
2. On the Page Layout tab, in the Page Setup group, click Clear Print Area.
8.1 Add or change headers or footers in Page Setup
1. Click the worksheet or worksheets, chart sheet, or chart where you want to add or
change headers or footers.
2. On the Page Layout tab, in the Page Setup group, click the Dialog Box Launcher
Button image. Excel displays the Page Setup dialog box.

3. On the Header/Footer tab, click Custom Header or Custom Footer.

4. Click in the Left, Center, or Right section box, and then click any of the buttons to
add the header or footer information that you want in that section.
5. To add or change the header or footer text, type additional text or edit the existing
text in the Left, Center, or Right section box. To start a new line in a header or footer text
box, press Enter.