MICROSOFT EXCEL TUTORIAL - FOR BEGINNERS

WORK WITH SPREADSHEET(BEGINNERS) 

MICROSOFT EXCEL TUTORIAL-FOR BEGINNERS

CREATE SPREADSHEET

Spreadsheet to be completed in exercise below 

Create a file and named it as Students Record .XLSX. After creation the file follow the instructions 

below:-

i) Select cell A1 and then type STUDENTS RECORD. 

ii) Select cell A2 and type Serial Number/SL.NO. and the press Tab or Right Arrow key.

iii) Select cell B2 and type REG.NO. then press Tab or Right Arrow key.

iv) Select cell C2 and type NAME, then press Tab or Right Arrow key.

v) Select cell D2 and type GENDER, then press Tab or Right Arrow key.

vi) Type DOB and DOA in E2 and F2 cell respectively as the above process.

vii) Filled the data as per the above picture.

viii) Now save the file.

ADJUST ROW AND COLUMN

A. ADJUST COLUMN:-

 From the beginning all the columns have same width in the spreadsheet. Manually you can change its width. If you enter a long text in one cell it will be cut off or truncated. Similarly if you enter a long number in one cell it will appear as symbols ####. There are some ways to modify column width as below.

1. Dragging Method :-  Move the mouse pointer up to the column heading area and point to the vertical line to the right of the column that you want to drag. When the mouse pointer change to plus(+) sign with horizontal arrows. at that time press the left mouse button and drag to resize the column and release the left mouse button as you get your required size.

Before :- 

 

After :- 

2. Double Click Method :- Move the mouse pointer up to the column heading area and point to the vertical line to the right of the column that you want to adjust. When the mouse pointer change to plus(+) sign with horizontal arrows. At that time simply double click on it by the left mouse button. It will auto fit according to the size of the text or number.

3. Auto Fit Column Range :- First select the range of cell that need to be adjusted and click on the Home ribbon. Now click on the Format button which is present in the Cells group in Home ribbon. Then select the Auto Fit Column Width option.

 

   

B. ADJUST ROW :-

From the beginning all the rows have same height in the spreadsheet. Manually you can change its height. As same as above but in Auto Fit click on the Auto Fit Row Height.

 

ADDITION AND DELETION OF ROW AND COLUMN

If you’re doing some work and suddenly you feel that you’re missing some data which you want to enter either in row or column. If you’re data is in horizontal form then you need to insert a new row or in vertical form then you need to insert a new column. So there are some ways to insert a new row or column as below
A. INSERT ROW:-

1^st way:- Select your desire cell where you want to insert a row on its above. Then move the mouse pointer to that row’s heading area and select entire row. After selecting, right click on it then a drop down list appears. Click the insert option. After that a new row is added above the selected row.
BEFORE :- 

AFTER:- 

2^nd way:- Select your desire cell where you want to insert a row on its above. Then click on insert button which appears in the cell group of the home ribbon. A drop down list appears then you have to select “insert sheet rows” option to add a new row on the above of that cell which you select.

3^rd way:-. Select your desire cell where you wants to insert a row on its above. First Press “shift + spacebar” to select entire row then press “ctrl + shift + +”button on your keyboard. A new row is automatically added.

N.B :- If you are using keyboard with attached Number Pad then you don’t need to press shift key. Only press “Ctrl + +” on the Number pad.

4^th way:- If you want to added multiple rows, first you have to select multiple rows according to your requirement after that follow the above ways.

B. INSERT COLUMN:-

1^st way:- Select your desire cell where you want to insert a column on its left. Then move the mouse pointer to that column’s heading area and select entire column. After selecting, right click on it then a drop down list appears. Click the insert option. After that a new column added left side of the selected row.

BEFORE:-

AFTER:-

2^ndway:- Select your desire cell where you want to insert a column on its left. Then click on insert button which appears in the cell group of the home ribbon. A drop down list appears then you have to select “Insert Sheet Columns” option to add a new column on the left side of that cell which you select.

3^rdway:- Select your desire cell where you wants to insert a column on its left. First Press “ctrl + spacebar” to select entire column then press “ctrl + shift + +”button on your keyboard. A new column is automatically added.

N.B :- If you are using keyboard with attached Number Pad then you don’t need to press shift key. Only press “Ctrl + +” on the Number pad.

4^th way:- If you want to added multiple columns, first you have to select multiple columns according to your requirement after that follow the above ways. 

C. DELETE ROW:-

1^stway:- Select your desire cell where you want to delete a row. Then move the mouse pointer to that row’s heading area and select entire row. After selecting, right click on it then a drop down list appears. Click the Delete option. After that the row is deleted.

BEFORE:-

AFTER:- 

2^ndway:- Select your desire cell where you want to delete a row. Then click on Delete button which appears in the Cells group of the Home ribbon. A drop down list appears then you have to select “Delete Sheet Rows” option to delete the row which you select.

3^rd way:-Select your desire cell where you want to delete a row. First Press “shift + spacebar” to select entire row then press “ctrl + -”button on your keyboard. A row is deleted.

4^thway:- :- If you want to delete multiple rows, first you have to select multiple rows according to your requirement after that follow the above ways.

D. DELETE COLUMN:-

1^st way:- Select your desire cell where you want to delete a column. Then move the mouse pointer to that column’s heading area and select entire column. After selecting, right click on it then a drop down list appears. Click the delete option. After that the column deleted.

BEFORE:- 

AFTER:- 

2^ndway:- Select your desire cell where you want to delete a column. Then click on Delete button which appears in the cells group of the home ribbon. A drop down list appears then you have to select “Delete Sheet Columns” option to delete the column which you select.

3^rdway:- Select your desire cell where you want to delete a column. First Press “ctrl + spacebar” to select entire column then press “ctrl + -”button on your keyboard. Then the required column will be deleted.

4^th way:- If you want to delete multiple columns, first you have to select multiple columns according to your requirement after that follow the above ways.

INPUT TEXT AND NUMBERS

Select a cell by using Plus mouse pointer to start typing for entering text and number. If the cell have existing text and number, the new text and number will replace the existing text and number. Press Enter key or Tab key after typing the text and number.

If you want to edit the existing text and number simply double click or press F2 button on that cell. After that a cursor started blinking.

UNDO AND REDO:-

i) The text and number that you typed is removed and the previous action is reversed by using UNDO or Ctrl + Z button. (This icon is present in Quick Access Toolbar)

ii) The text and number that you removed by UNDO button, it replaced and restore the process that was just undone by using REDO or Ctrl + Y button. (This icon is present in Quick Access Toolbar)

 

FONT DESIGN

For changing the Font, font style, font size and color of both text and number by the following process.

First select the desired text or number cell for format then follow any one step to open the Format Cells: Font.

STEP 1 :- Click on the HOME ribbon then take the mouse pointer to the FONT group and click on the right bottom corner to open the  Format Cells: Font.

STEP 2:- You can use “Ctrl + Shift + F” shortcut key to open the  Format Cells: Font.

STEP 3:- Right click on the selected cell and select Format Cells option from the drop down menu.

After opening the Format Cells click on Font option.

1. FONT:- This option gives you the facility to change the style or change the font face of the text and number. E.g. Calibri, Cambria, Arial, Algerian, etc.

2. FONT SIZE:- Change the size of text and number. E.g. 11, 12, 14, 20, 26, 48, 72, etc.

3. FONT STYLE:- 

a) REGULAR:- Style of text and number is in regular style.

b) BOLD:- Make the selected text and number bold.

     Tip:- Shortcut key is “Ctrl + B”.

c) ITALIC:- Make the text and number slightly tilted.

     Tip:- Shortcut key is “Ctrl + I”.

d) BOLD ITALIC:- Make the text and number both bold and slightly tilted.

4. UNDERLINE:- Underline the selected text and number.

     Tip:- Shortcut key is “Ctrl + U”.

5. COLOR:- Color the text and number by this option. Like red, green, yellow, blue, etc.

6. EFFECTS:- Make some effects like Strikethrough, Subscript and Superscript.

You can make all these changes by the Font group in the HOME ribbon.

TEXT ALIGNMENT

For changing the alignment of both text and number by the following process

First select the desired text or numbers cell for format then follows anyone step to open the Format Cells: Alignment.

STEP 1:- Click on the HOME ribbon then take the mouse pointer to the ALIGNMENT group and click on the right bottom corner to open the FORMAT CELLS: ALIGNMENT.

STEP 2:- You can use “Ctrl + Shift + F” shortcut key to open the Format Cells: Font then Click on Alignment option for text alignment.

STEP 3:- Right click on the selected cell and select format cells option from the drop down menu.After opening the Format cells then click on Alignment option.

Showing you some examples below or you can design according to your desire.

ALIGNMENT	BUTTONS	EXAMPLES
Top Align
Middle Align
Bottom Align
Left Align
Center Align
Right Align
Orientation
Wrap Text
Merge & Center

Indent:- You can align a text and numbers according to your desire.

Here have two buttons left one is Decrease Indent and right one is Increase Indent.

CUT, COPY AND PASTE

Cut:- Through Cut option, you can cut the text and numbers from one cell to another cell.

First select a cell or multiple cell you want to cut. Then follow any one step given below.

Step 1:- Shortcut Key:- Ctrl + X

Step 2:- Right click on the selected cell or cells. Then choose Cut option from the drop down list.

Step 3:- Click on the Cut button in the Clipboard group which is present in the Home ribbon.

Copy:- Through Copy option, you can make a duplicate copy of the selected text and numbers.

First select a cell or multiple cell you want to copy. Then follow any one step given below.

Step 1:- Shortcut Key:- Ctrl + C

Step 2:- Right click on the selected cell or cells. Then choose Copy option from the drop down list.

Step 3:- Click on the Copy button in the Clipboard group which is present in the Home ribbon.

Paste:- Through Paste option, you can paste the cut or copied text and numbers in the destination cell.

First select the destination cell where you want to paste. Then follow any one step given below.

Step 1:- Shortcut Key:- Ctrl + V

Step 2:- Right click on the selected cell or cells. Then choose Paste option from the drop down list.

Step 3:- Click on the Paste button in the Clipboard group which is present in the Home ribbon.

Steps	CUT	COPY	PASTE
1	Ctrl + X	Ctrl + C	Ctrl + V
2
3

NUMBER FORMAT

There are different types of number format in ms excel i.e. currency, percent, comma, scientific, etc.

First select the desired numbers cell for format then follows anyone step to open the Format Cells: Number.

Step 1:- Click on the HOME ribbon then take the mouse pointer to the NUMBER group and click on the right bottom corner to open the FORMAT CELLS: NUMBER.

STEP 2:- You can use “Ctrl + Shift + F” shortcut key to open the Format Cells: Font then Click on Number option for Number Format.

STEP 3:- Right click on the selected cell and select format cells option from the drop down menu. After opening the Format cells then click on Number option.

The Number Format options are showing in the above picture. You can format your selected number according to your requirement.

BORDERS AND SHADING

In MS Excel Borders and Shading is used in different areas of the spreadsheet. It can be applied to one cell or a range of cell. To apply border styles click on the Borders button which is present in the Home ribbon. The Fill Color button will help to add and remove the color/shading of a cell or a range of cell.

FOR EXAMPLE:-

ADD AND RENAME SHEET

For adding a new sheet or inserting a new worksheet, take the mouse pointer to the bottom part of the spreadsheet where Sheets name are visible then click on the "Insert Worksheet" button present at the last of the sheets name or by using keyboard shortcut key "Shift + F11". 

If you want to change the name of a sheet as per your requirement, simply right click on the required sheet then select RENAME option from the drop down list. Then the Sheet name is visible in edited mode, write the Sheet name and press Enter key. 

 

SAVE IT

After completing your work in MS Excel Spreadsheet take the mouse pointer to the Office button and select SAVE option in the drop down list.

OR

Press “Ctrl + S” shortcut key to open the Save As dialogue box. Then input your file name and choose the destination folder to save the file.