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Ms Excel Spreadsheet Basics

Microsoft Excel is a spreadsheet program that you can use to organize, analyze and
attractively present data such as a budget or sales report. Each Excel file is a workbook
that can hold many worksheets. The worksheet is a grid of columns, designated by
letters, and rows, designated by numbers. The letters and numbers of the columns and
row called labels are displayed in gray buttons across the top and left side of the
worksheet. The intersection of a column and a row is called a cell. Each cell on the
spreadsheet has a cell address that is the column letter and the row number. Cells can
contain text, numbers, or mathematical formulas.

Title bar
The Title bar contains the name of the program Microsoft Excel, and the default name of
the file Book 1 that would change as soon as you save your file.
Menu bar
The Menu bar contains menus that include all the commands you need to use to work
your way through Excel such as File, Edit, View, Insert, Format, Tools, Data,
Window, and Help
Standard Toolbar
This toolbar is located just below the Menu bar at the top of the screen and allows you to
quickly access basic Excel commands.

Note: If not all the list appears, press on the Toolbar Options button placed at the end
of any toolbar, and press on Add or Remove Buttons tag, then select Standard and you
will get the possible commands for this toolbar.
• New: Select File > New from the Menu bar. The New Workbook pane
appears on the right hand side of the screen. Under the title new select
Blank Workbook. An alternative is to click the New button found
on the Standard toolbar to create a new workbook.
• Open: Click File > Open from the Menu bar, or click the Open button
found on the Standard toolbar to open an existing workbook.
• Save: To save click on the Save button found on the Standard
toolbar. Choose a folder to save the file in. Specify a file name, and then
press Save button. This is done only the first time you try to save a file. It
is recommended that you save your changes every ten minutes. All you
have to do is to press on the Save button, or simply go to File>Save. This
will update your initial file.
• Save as: To save a different copy or version: Click on the Save as option
in the File menu, and save your document under a different name, or the
same name but in a different folder.

Print: Select File > Print from the Menu bar, or click the Print button
found on the Standard toolbar to print a worksheet.
• Print Preview: Select File > Print Preview from the Menu bar, or click
the Print Preview button found on the Standard toolbar to preview
the worksheet before it prints.
• Spelling: Use the spelling button found on the Standard toolbar to
correct spelling errors on the worksheet.
• Cut, Copy, Paste, and Format Painter : These
actions are explained in the Modifying Worksheets section.
• Undo and Redo: Click the backward Undo arrow to cancel
the last action you performed, whether it is entering data into a cell,
formatting a cell, entering a function, etc. click the forward Redo arrow to
cancel the Undo action.
• Insert Hyperlink: To insert a hyperlink to a Web site on the Internet,
type the text into a cell you want to be the link that can be clicked with the
mouse. Then, click the Insert Hyperlink button found on the
Standard toolbar and enter the Web address you want the text to link to
and click OK.
• Autosum, Function Wizard, and Sorting: These tools are discussed in
detail in the Formulas and Functions section.
• Zoom: To change the size of the worksheet that appears on the screen,
choose a different percentage from the Zoom option found on
the Standard toolbar.

Other Tools
a. Formatting toolbar: used to format text, for example font type / size / alignment
/ color, text indentation. Also used to create bulleted / numbered lists,
borders… etc.
b. Drawing toolbar: contains certain commands for drawing shapes, filling
colors… etc).
Note: To add or remove a toolbar right click on the toolbars area, and
select/deselect the toolbar you want to edit. Or select from the Menu bar, View >
toolbars and then select the menu of your choice.
c. Scroll bars: allow you to browse through a worksheet.