Introduction and Concepts of Spreadsheet and Workbook

Introduction and Concept of Spreadsheet and Workbook

MS-Excel is one of the components of Microsoft Office. It is also known as Excel and it is a Spreadsheet program. It is used to do calculations on data and using Excel we can create Electronic Spreadsheet.

Excel is mainly used for following purposes

Managing the databases
For processing electronic worksheet
Manipulation of string data
For calculation and manipulation of numbers
To prepare budgets
Graphical representation of data
Prepare time table and chart
Prepare various reports.

Parts of MS Excel window

When we start MS-Excel then we can see it's window on the screen and this window includes various parts such as:

Quick access toolbar- we can see Quick access toolbar above the ribbon. It gives access to commands frequently used. It has three buttons Save as, Undo, Redo by default but we can customise or add any button to it that we require frequently.
Title bar- Excel displays the name of the workbook using title bar and it is located at the top of the Excel window. It also includes Minimise, Maximize and Close buttons.
Ribbon- It is located below the Quick access toolbar and there are many tabs, each tab displays several relative command groups.
Formula bar- In this bar, the cell address of the active cell is displayed in the Name box which is located on the left side of the formula bar. Also we can edit content of a cell using formula bar.
Status bar- This bar is located at the bottom of the Excel window and provides information such as the sum, average, minimum and maximum value of selected numbers. By right clicking on the status bar we can change what displays on the status bar.

Workbook- A workbook or book is a single file created with an electronic spreadsheet program such as Microsoft Excel or Google Sheets.

Spreadsheet- A spreadsheet is a computer application program that simulates a physical spreadsheet by capturing, displaying and manipulating data arranged in rows and columns.

Worksheet- Worksheet is a sheet that is a collection of cells organized in rows and columns. Each Worksheet contains 1048576 rows and 16384 columns to organize information.

Working in worksheet of MS-Excel

Using the arrow keys- We can use Arrow keys to move around worksheet. We can use Down arrow key to move downward one cell at a time and Up arrow key to move upward one cell at a time. Also we can use Left and Right Arrow keys to move left and right one cell at a time.

Using navigation keys- We can use Page Up and Page Down keys to move up and down respectively one page at a time and also we can use Ctrl + Home keys together to move to the beginning of the worksheet e.g. cell A1

**Functions of Navigation Keys**
Sr. No.	Keys	Function
1	Up arrow key	To shift one cell up
2	Down arrow key	To shift one cell down
3	Left arrow key	To shift one cell left
4	Right arrow key	To shift one cell right
5	Home	To go to the first column of the selected row
6	Ctrl + Home	To go to the beginning of the worksheet or cell A1
7	Ctrl + End	To go to the bottom of the worksheet
8	Ctrl + Right arrow key	To go to the end of row
9	Ctrl + Left arrow key	To go to the end of column
10	Page Up	To move up one page at a time
11	Page Down	To move down one page at a time
12	Ctrl + G	To go to a particular cell in the worksheet

Selecting cells

To perform a function on a group of cells, we must first select those cells by highlighting them.

To select an area, we need to hold down the left mouse button and drag the mouse over that area.

Entering data

We can enter data in a cell by using following steps:

First we need to click on the cell where we want to enter the data
Now we can type the data then and insertion point appears in the cell.
After typing data we can press tab key to go to next cell.

Deleting data

We can use Backspace key to erase one character at a time in a active cell.

Editing a cell data

To edit the entered data, first we need to click on the cell whose data we want to edit and then we can press F2 function key.

Also we can edit cell data by using formula bar or we can double click on the cell that we want to edit

Wrap text

When the typed text is too long to fit in the cell, then the text overlaps the next cell.

To avoid this, we can wrap the text by using following steps:

First we need to select the cell where text overlaps the next sell
Now we can select the Home tab
Now we can click Wrap text button located in the Alignment group and then our text will be wrapped

Delete a cell entry

To delete an entry in a cell or group of cells, place the cursor in the cell or select the group of cells and then by pressing Delete key we can delete an entry in a cell or a group of cells.

Filling a range of cells

To fill the range of cells we can use following steps:

Select the cell
Type the data in the cell
Position the mouse pointer over fill handle (+)
Press fill handle with left mouse button and drag the mouse to select the range of of cells and then we can release the mouse button.

We can also perform the above task using second method. Press Shift key and Down arrow key to select the range of cells. Now we can press Ctrl + d shortcut key to fill the data.