1.1. Getting Started with Excel

This section introduces the foundational skills required to start using Excel effectively. Whether you're new to Excel or need a refresher, it will help you get comfortable with the interface and essential functions.

1. Introduction to Excel

Excel is a powerful spreadsheet program used for organizing, analyzing, and presenting data. It’s commonly used in various fields, including finance, accounting, business analysis, and even personal tasks like budgeting. When you open Excel, you are presented with a blank workbook, where you can start creating your data sets.

A workbook is the file in which your data is stored. Each workbook contains multiple worksheets, which are individual pages within the workbook where you can enter and organize your data.

2. Creating and Saving Workbooks

When you first open Excel, you'll be prompted with options to either start a new workbook or open an existing one.

• Creating a New Workbook: Click on File > New, then select Blank Workbook or choose from a template if you need a specific layout (e.g., for budgets, calendars, or financial statements).
• Saving a Workbook: It’s essential to save your work frequently. Go to File > Save or use the keyboard shortcut Ctrl + S. You can save your workbook in various formats:
  • .xlsx (default): Standard file format for Excel workbooks.
  • .xls: Older format for compatibility with previous versions of Excel.
  • .csv: Comma-separated values, commonly used for data transfer or importing/exporting data between applications.
  • .pdf: For sharing your workbook as a non-editable document.
• AutoSave: Excel also offers an AutoSave feature (if you're using OneDrive or SharePoint), which automatically saves your work as you go.

3. Understanding the Excel Interface

The Excel interface includes several components, each serving a specific function. Here's a breakdown of the main elements:

• Workbooks and Worksheets: As mentioned, a workbook is a file that contains multiple worksheets. Each worksheet is a tab within the workbook where data is organized in rows and columns.
  • Rows are horizontal, labeled with numbers (e.g., 1, 2, 3...).
  • Columns are vertical, labeled with letters (e.g., A, B, C...).
  • Cells are the individual boxes where you enter data. Each cell is identified by its address, a combination of the row and column (e.g., A1, B2, C3).
• Navigating Between Worksheets: At the bottom of the Excel window, you’ll see the names of each worksheet as tabs (e.g., "Sheet1," "Sheet2"). You can switch between worksheets by clicking on the tabs. You can also right-click on a worksheet tab to rename, delete, or duplicate it.

4. Entering Data in Cells

Once you're familiar with the basic layout, you can begin entering data into Excel.

• Text: Simply type directly into any cell to enter text. You can input names, titles, or descriptions.
• Numbers: Enter numerical values directly into cells, and Excel will automatically treat them as numbers for calculations.
• Dates and Time: Excel can also handle dates and times. Enter a date in a recognizable format (e.g., 12/31/2024), and Excel will treat it as a date value, allowing you to perform date-specific calculations.

5. Basic Formatting

Excel provides a variety of formatting options to make your data easier to read and more visually appealing. Here's a quick overview of basic formatting techniques:

• Font Style and Size: You can adjust the font type, size, color, and style (bold, italic, underline) for individual cells or entire rows/columns.
• Cell Alignment: Align the content within cells. You can align text to the left, center, or right, and adjust vertical alignment to top, middle, or bottom.
• Number Formatting: Excel allows you to format numbers in different ways (currency, percentage, decimal places). For example, you can format a cell to display numbers as currency with a dollar sign, or as percentages.
• Borders and Fill Color: Add borders to cells to distinguish them or use fill colors to highlight specific data. This is especially helpful when you’re working with large sets of data.

6. Moving Around the Worksheet

When working in large worksheets, navigation can become cumbersome. Here are a few ways to make it easier:

• Arrow Keys: Use the arrow keys on your keyboard to move one cell at a time in any direction.
• Ctrl + Arrow Keys: Hold down the Ctrl key while using the arrow keys to jump to the edge of your data (e.g., from the first row to the last row with data).
• Mouse Scroll: You can scroll vertically and horizontally using your mouse’s scroll wheel.
• Go To Feature: Press Ctrl + G to open the Go To dialog box. Enter a cell reference (e.g., A100), and Excel will jump directly to that cell.

7. Adjusting Row and Column Size

Sometimes the data you enter is longer than the default row height or column width. Here’s how to adjust them:

• Resize Columns and Rows: Hover your mouse between the row numbers or column letters (at the top or left of the sheet) until the cursor changes to a double-headed arrow. Then, click and drag to adjust the size.
• AutoFit: Double-click the boundary between two columns or rows to automatically adjust their size to fit the content inside them.

8. Basic Calculations

Excel is known for its ability to perform calculations. Here’s a simple introduction to basic formulas:

• Entering Formulas: Excel uses formulas to perform calculations. To enter a formula, click on a cell and type an equal sign (=), followed by the formula (e.g., =SUM(A1:A10) to sum up values from cells A1 to A10).
• Using Functions: Excel includes built-in functions for common tasks, like summing data (SUM), averaging data (AVERAGE), counting data (COUNT), and finding the maximum or minimum values (MAX, MIN).

9. Saving and Closing

Always save your work regularly to avoid losing any changes. To close Excel, click File > Close. If you have unsaved changes, Excel will prompt you to save your work before closing.

Summary

Getting started with Excel is all about becoming familiar with the interface and understanding the basic components of a workbook, worksheets, and cells. You’ll also learn how to enter and format data, navigate your worksheets efficiently, and perform basic calculations. These skills will serve as the foundation for more advanced features and functions in Excel, which will be explored in later sections of the course.