welcome
Channabasaveshwara Institute
Of Technology
Topic: Excel for beginners
Branch: Information science of engineering
Presentation by:
Bhavani, lakshmi, sufiya and keerthana
Excel for Beginners
Excel for Beginners: A Complete Guide
Microsoft Excel is one of the most powerful and widely used spreadsheet tools for managing,
analyzing, calculating and visualization.
1. What is Excel?
Excel is a spreadsheet program where you organize information into columns (A, B, C...)
2. Excel Basics
Workbook, Worksheet, and Cells
Workbook: The entire Excel file (.xlsx).
Worksheet: Individual sheets (like pages) inside the workbook, found as tabs at the bottom.
Cell: Each small box in the worksheet where data is entered, referenced as A1, B2, etc..
Navigation Tips
Click to Select: Click on a cell to activate it.
Use Arrows: Arrow keys help move up, down, left, and right.
Enter Data: Click a cell, type text, numbers, or dates, and press Enter.
3. Formatting Data
Excel lets you make your data look nice and clear. Here are some quick tips:
Bold/Italic/Underline: Click B, I, U in the toolbar or press Ctrl + B, Ctrl + I, Ctrl + U.
Change Font/Size/Color: Use the Home tab to adjust fonts, font size, and text color.
Cell Colors: Highlight a cell or range, then click the paint bucket to color the background.
Borders: Click the border icon to add gridlines or outlines to cells.
Number Formatting: Format cells as currency, percentage, date, or time
4. Formulas & Functions
Excel formulas start with an equal sign (=), and they make calculations much easier.
Basic Formulas
Addition: =A1 + A2
Subtraction: =A1 - A2
Multiplication: =A1 * A2
Division: =A1 / A2
Common Functions
SUM: Adds numbers in a range.
Example: =SUM(A1:A10) — Adds values from A1 to A10.
AVERAGE: Finds the average of a range of numbers.
Example: =AVERAGE(B1:B10)
COUNT: Counts how many numbers are in a range.
Example: =COUNT(C1:C10)
IF: Performs logic-based calculations.
Example: =IF(A1>10, "Yes", "No") — If A1 is greater than 10, it returns "Yes“ or “No”
5. Data Organization
Organizing data makes it easier to understand and analyze.
Sort & Filter
Sort: Select your data and click Data → Sort. Sort A-Z or Z-A.
Filter: Use Data → Filter to filter rows based on certain criteria.
Tables
Convert your data into a table:
Highlight the range of data.
Click Insert → Table.
Choose a style and check "My table has headers" if applicable.
6. Charts and Graphs
To visualize data, you can use charts like bar, pie, line, and column charts.
Highlight your data.
Click Insert → Choose a chart (bar, pie, etc.).
Customize the chart using Chart Design.
7. Useful Shortcuts
Speed up your work with these shortcuts:
Ctrl + C: Copy
Ctrl + V: Paste
Ctrl + Z: Undo
Ctrl + Y: Redo
Ctrl + S: Save
Ctrl + F: Find
Ctrl + A: Select all
Ctrl + Shift + L: Add/Remove Filter
Basic Features
1.Entering Data
Click on a cell and start typing (text, numbers, or dates).
Press Enter to move down or Tab to move right.
2.Formatting Data
Bold/Italic/Underline: Select a cell and click B, I, or U on the Home tab.
Font Size/Color: Change font size, color, or style from the Home tab.
Cell Borders: Click on the Borders icon to create cell outlines.
Number Formatting: Format numbers as currency, percentages, or dates from
the Home tab.
Working with Formulas
Formulas allow you to make calculations automatically. They always start with an equal
sign (=).
Basic Formulas:
Addition: =A1 + B1 (adds the values in cells A1 and B1)
Subtraction: =A1 - B1
Multiplication: =A1 * B1
Division: =A1 / B1
Common Functions:
SUM: Add up numbers in a range, like =SUM(A1:A10).
AVERAGE: Get the average of a range, like =AVERAGE(B1:B10).
COUNT: Count how many numbers are in a range, like =COUNT(C1:C10).
IF: Apply logic, like =IF(A1>10, "Yes", "No"), which returns "Yes" if A1 is greater than
10.
Creating Charts & Visuals
You can visualize your data with charts.
Select Data: Highlight the range (like A1:B10).
Insert Chart: Go to Insert → Choose a chart type (like Bar, Line, or Pie).
Customize: Edit the chart title, colors, and labels using the Chart Design tab.
Thank you
Presented to:
Rashmi R
