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EXCEL PDF tutorial technology for teachers

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EXCEL PDF tutorial technology for teachers


What is Microsoft Excel?

Excel is a spreadsheet program that allows you to store, organize, and manipulate data. Data can be text, numbers, and formulas. The data is entered into cells which are organized into columns and rows. Many people use Excel to keep a budget, use charts and graphs to show data, track sales for a business, and much more.

Open Excel 2016 on your computer. Locate the Excel icon on the computer desktop (see Figure 1), place the pointer arrow on it, and double-click the left mouse button.

Microsoft Excel 2016 Interface

The Excel interface is where you see and use the tools in Excel on the screen. This includes the way the tools are organized and presented to you, the software user. You will learn about The Welcome Page,

The Ribbon, Quick Access Toolbar, and File Tab.

The Welcome Page

When you first open Excel 2016, you will see the Welcome Page (see Figure 2). Take a moment to browse the many templates available for specific uses. Notice the Search Box near the top-center where you can search for templates for other uses.

Figure 2 - Excel Welcome Page (zoomed in to upper left side)

Try it! Open a new “Blank workbook” from Welcome Page. Simply click the template with that name.

You will be working in this blank workbook during the class exercise.

TIP: if you have a Microsoft account (like outlook, hotmail, or Office 365) you can log in near the upper right corner of the Welcome Page where it reads, “Sign in to get the most out of Office”. Doing this allows you to save your work to “OneDrive”, and then accessing it from any other computer with

Internet connection. For example, you start a document in the library, save it to your Microsoft account, and retrieve at home or work later. This is known as “saving to the cloud,” or more formally “cloud computing”.

The Ribbon

The Ribbon is a toolbox at the top of the screen. It’s organized into three main parts (see Figure 3):

! Tabs – Tabs represent a general activity area. For example, the “Home” has the tools most often used, and the “Insert” tab has the tools to “put objects into” the work area.

! Groups – Groups show related “tools” together more specifically, like “Font” or “Alignment”.

! Commands – A command is one of the actual “tools”, which can be a button, expandable menu, or a box for entering information.

Try it! Click the various tabs and observe how the Groups and Commands change. Let the mouse arrow rest over a command (icon) and the name and description of that command will appear.

TIP: If you have a question about Excel, type it into the box labeled “Tell me what you want to do…”

Quick Access Toolbar

The Quick Access Toolbar is above the Tabs and has the commands used most often (see Figure 4).

Try it! Click into any of the blank rectangles (cells) in the large white grid area (worksheet). Type your name, then click the “Undo” button. The Undo command “takes back” any changes made in the document. Use it when you want to “go back” a few steps. On that note, it is important to “save early and save often.” (see “Saving Your Work” on page 9.)

File Tab

The File Tab is where you can create a New document, Open an existing one, Save changes, Save As a different file with a different name, Print the current workbook, and many other options.

Try it! Click the File Tab and observe the options described. This area is called the “backstage view”.

Click the “back” arrow at the top to return to the main Excel work area.

Exercise – “My Pet Store Earnings”

Let’s get to work in Excel! In this exercise, you will operate a pet store for a month and keep track of your sales for that month. First you will learn how to enter information into a cell.

Entering Data into Cells

Most of the work in Excel takes place in the rectangular boxes called “cells”. Cells make up the large white grid called the “worksheet”. Each cell has a “cell address” made up of a letter for the column, and a number for the row (see Figure 5).

Try it! Follow these steps to recreate Figure 5:

  1. Click into cell A1
  2. Type “My Pet Store Earnings”
  3. Press “Enter” on the keyboard
  4. Type “Type of Pet” in cell A2
  5. Continue entering the list of pets shown in Figure 5

Let’s continue creating this table by adding column labels:

  1. Click into cell B2
  2. Type “Number Sold”
  3. Press the “Tab” on the keyboard
  4. Type “Price” in cell C2
  5. Press “Tab”
  6. Type “Total per type”

The worksheet should look like Figure 6.

Basic Formatting - Labels

The words you type into a cell are called “labels”. Excel has many formatting tools to make labels look better and easier to read. For example, the label “Number Sold” is too long to fit into a cell B2.

Try it! Select cell range A1:E1 (click and drag from cell A1 to E1). Click the “Merge and Center” command in the Alignment Group of the Home Tab. Now add a little style: click the “Good” command in the Styles Group of the Home Tab. Your worksheet should look like Figure 7.

Try it! Place the mouse pointer on the thin line between column letters “B” and “C”. Double click, and the columns will automatically adjust to fit the text in column “B”. Make the text in every column easy to read. Your worksheet should look like Figure 7. You may also click and drag to adjust the width of the column.

Basic Formatting - Values

The numbers you type into a cell are called “values”. Working with values in Excel will begin to show you the power of the software.

Try it! Type the values you see in columns “B” and “C” in Figure 8. Click into cell B3, type “27”, then press “Enter” on the keyboard. Continue until you’ve added all the values in range B3:C9. Note: when typing the values in column “C” (prices), do not include the dollar sign.

TIP: A “cell range” is a group of cells in a worksheet that you may have to select or refer to. A cell range uses the cell address of the first and last cells in the cell range, separated by a colon. For example, a cell range that included cells A1, A2, A3, A4, and A5 would be written as A1:A5.